Privacy Policy

1. Who We Are

This Privacy Policy describes how VGCG Group, L.L.C. ("FieldsLink", "we", "us", "our") collects, uses and shares information about you when you use our service at fieldslink.com.

We are committed to protecting your personal information in accordance with applicable privacy laws, including the Australian Privacy Act 1988 and the General Data Protection Regulation (GDPR) where applicable.

2. Information We Collect

Information you provide directly:

• Account information: name, email address, password, business name, trade type
• Business data: client records, job details, quotes, invoices, notes
• Payment information: billing details processed securely by Stripe (we do not store card numbers)
• Communications: emails, support requests
• Your clients' details: names, addresses, phone numbers, emails, job photos and messages you or your clients enter (see section 4a)
• Team and payroll data (if you use pay runs): staff names, pay rates, hours, tax withheld and super. We do not store tax file numbers.
• Calls and voice: if you use the FieldsLink phone line, call details, voicemail recordings and transcripts of calls answered by the virtual receptionist; voice notes you record for job wrap-ups
• Location: job and client addresses, converted to map coordinates to show drive times

Information collected automatically:

• Usage data: pages visited, features used, session duration
• Device information: browser type, operating system, IP address
• Cookies and similar tracking technologies

3. How We Use Your Information

• To provide, operate and improve the FieldsLink service
• To process payments and manage your subscription
• To send transactional emails (account confirmations, invoices, password resets)
• To provide customer support
• To send product updates and announcements (you can unsubscribe at any time)
• To comply with legal obligations
• To power FieldAI — your data may be sent to Anthropic's API to generate responses. We do not use your data to train AI models, and our providers don't either.
• To answer calls and texts on your business line (virtual receptionist, missed-call text-back) when you switch these on

4. How We Share Your Information

We do not sell your personal information. We share data only with:

• Supabase — database and authentication (data stored in AWS)
• Anthropic — AI processing for FieldAI features
• Stripe — payment processing
• Resend — transactional email delivery
• ClickSend — SMS delivery (only when you connect your own account)
• Twilio — phone line, call forwarding, voicemail and call transcription (only when you set up a phone line)
• Cloudflare — hosting, content delivery and inbound email
• Google — sign-in with Google, and your Google Business Profile if you connect it
• OpenStreetMap (Nominatim) — converting addresses to map coordinates (the address only)
• Xero — accounting sync, only when you connect your Xero organisation
• Legal authorities — if required by law or court order

All third-party providers are contractually required to protect your data and use it only for the purposes we specify.

4a. Your Clients' Information

When you store details about your own customers in FieldsLink, you decide what is collected and why; we handle it on your behalf to run the service. You are responsible for telling your customers how you use their information and for having a lawful basis to contact them (for example, consent under the Spam Act 2003 for marketing SMS and email). Your customers can contact you, or us, to access or correct their information.

5. Data Storage & Security

Your data is stored on servers provided by Supabase (Amazon Web Services infrastructure in Tokyo, Japan). We implement industry-standard security measures including encryption in transit (TLS/HTTPS) and at rest, access controls, and regular security reviews.

No method of transmission over the internet is 100% secure. While we take all reasonable steps to protect your data, we cannot guarantee absolute security.

If a data breach is likely to cause you serious harm, we will notify you and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.

6. Data Retention

We retain your account data for as long as your account is active. You can delete your account at any time in Settings → Delete account; this removes your login immediately and, if you are the only member, your business and all its data. Copies in encrypted backups are overwritten within 30 days. Some data may be retained longer if required by law (e.g., financial records).

7. Your Rights

Depending on your location, you may have the right to:

• Access — request a copy of the personal data we hold about you
• Correction — ask us to correct inaccurate or incomplete data
• Deletion — request that we delete your personal data
• Portability — receive your data in a machine-readable format
• Objection — object to certain uses of your data
• Withdraw consent — where processing is based on consent

You can export your data and delete your account yourself in the app. To exercise any other right, contact us at contact@vgcggroup.com. We will respond within 30 days.

8. Cookies

FieldsLink uses essential cookies required for authentication and security. We do not use advertising or tracking cookies. You can disable cookies in your browser settings, but this may affect the functionality of the Service.

9. Children's Privacy

FieldsLink is not intended for use by anyone under the age of 18. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information, we will delete it.

10. International Transfers

FieldsLink is operated by a US company and your data is stored outside Australia. It is held in Japan (database), and may be processed in the United States (Anthropic, Stripe, Resend, Twilio, Google, Cloudflare) and other countries where these providers operate. We take reasonable steps, including contractual commitments, to ensure these providers handle your information consistently with the Australian Privacy Principles.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email and by posting the updated policy on this page with a new "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.

12. Contact & Complaints

For privacy questions or complaints, contact our Privacy Officer:
VGCG Group, L.L.C.
131 Continental Dr, Suite 305
Newark, Delaware 19713, USA
contact@vgcggroup.com

If you are in Australia and are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).