Fieldmotion App Privacy Policy

Last updated: 12 September 2026

This policy explains how the Fieldmotion mobile app accesses, collects, uses, stores and shares personal and device data. It applies to the Fieldmotion Android and iOS app and its browser-based app simulator. It does not replace the separate privacy policy for the fieldmotion.com marketing website.

1. Who we are and how responsibilities are shared

The Fieldmotion app is provided by FIELDMOTION LTD (company number NI615414), registered at Unit 4A, 75 Belfast Road, Newry, County Down, BT34 1QH, United Kingdom ("Fieldmotion", "we", "us" or "our").

Fieldmotion is a business service. Your employer, contractor, customer or other organisation normally creates and administers your account and decides why workforce, customer and job information is entered into Fieldmotion. For that information, the organisation normally acts as the data controller or business and Fieldmotion acts as its processor or service provider. Fieldmotion may act as a controller or business for limited information used to administer accounts, secure and improve the service, provide support, meet legal obligations and manage our customer relationship.

If you have questions about how your organisation uses your data, contact your organisation first. You may also contact Fieldmotion using the details at the end of this policy.

2. Information the app accesses or collects

The information available in the app depends on the features and forms configured by your organisation. It may include:

• Account and identity information: name, email address, telephone number, user and organisation identifiers, profile details, role, department, vehicle assignment, sign-in credentials, session identifiers and notification preferences.
• Work and business records: appointments, jobs, status changes, timesheets and clock-in/out records, availability, tasks, notes, forms, customer and contact details, addresses, assets, stock, quotes, purchase orders, invoices and other records entered by you or supplied by your organisation. These records may contain personal data about customers, colleagues or other people.
• User-provided content: form answers, comments, photographs, signatures, documents, attachments and saved barcode or QR-code values. The app accesses the camera or a file you select only when you use a related feature. Camera images used for barcode scanning are processed for the scan and are not retained as photographs unless you separately capture and save a photograph.
• Location information: precise or approximate device location and its timestamp when a location-enabled feature is used. The detailed location practices are explained below.
• Device, network and app information: an app/device identifier, push-notification token, operating platform, app version, storage type, connection type and basic request information such as IP address and request time.
• App activity and diagnostics: pages and app controls used, relevant business-object identifiers, synchronisation activity, error messages, stack traces, runtime file versions and related technical information. Diagnostic collection is designed to limit field contents and redact credentials, tokens and similar secrets, but a diagnostic may contain information needed to understand the affected record or action.

The app does not collect payment-card numbers and does not contain third-party advertising.

3. Location data

Fieldmotion may collect precise location while you are using the app. A location fix may be requested when you:

• clock in or clock out;
• view or change a job status, mark a job complete, or record that you are on route;
• complete a geolocation form field;
• save a photograph or signature that supports location tagging;
• choose to replace a customer's saved coordinates;
• open a job map or sort jobs by distance or route.

When the app successfully obtains a location, the coordinates, user/account identifier and timestamp are sent to Fieldmotion. The location may be attached to the relevant work record, is used to update the user's last known position, and may be retained in location history when your organisation has enabled GPS recording. Your organisation and its authorised users may be able to view this information for workforce, attendance, dispatch, job verification, safety or other business purposes determined by the organisation.

The current app does not obtain new location fixes when the app is closed or not in use, and it does not continuously monitor location in the background. A location record obtained while the app was in use may remain in the offline upload queue and synchronise later, including when background synchronisation is available.

Location is not used for advertising and is not sold. When you use a map, the app may request map software or tiles from content-delivery and map providers such as OpenStreetMap; those providers may receive request information including your IP address and the map area being viewed. Native location results may also depend on location services supplied by your device platform, such as Google Play services. In the browser-based simulator, an IP-location provider may be used to estimate an approximate position when browser GPS is unavailable. Those providers process information under their own privacy terms.

You can decline the location request or revoke permission in your device settings. Features that require location may then be unavailable or may save the related work action without coordinates, depending on your organisation's configuration.

4. How information is collected

We receive information when your organisation creates or updates records, when you sign in or enter and save information, when you use camera, file, location, map or notification features, when the app synchronises offline work, and when the app sends security or diagnostic requests. Some information is temporarily cached on your device so the app can work offline.

5. How information is used

Depending on our role and applicable law, we process information on your organisation's instructions, to perform our contract, for legitimate interests in operating and securing the service, to comply with law, or with consent where consent is required. We use information to:

• authenticate users and provide configured job-management features;
• synchronise, store and display authorised business records online and offline;
• support scheduling, dispatch, attendance, evidence of work, forms, reports and customer communications;
• send notifications requested or configured by your organisation;
• maintain security, prevent misuse, troubleshoot errors and provide customer support;
• meet contractual, accounting, regulatory and legal obligations.

6. How information is disclosed

We do not sell personal or sensitive data. We may disclose information only as needed for the service or as permitted by law, including to:

• Your organisation and authorised users: managers, dispatchers, administrators, colleagues or other people whom the organisation authorises to access its account.
• Service providers: companies providing hosting, storage, security, push notifications, map content, email or document delivery, and technical support. For example, a device push token and notification-routing information may be processed through Google Firebase for Android notifications.
• Customer-configured integrations: accounting, customer portal, automation or other services that your organisation chooses to connect to Fieldmotion.
• User-selected recipients: a customer or other recipient when you or your organisation deliberately sends or shares a report, document or record.
• Legal or corporate recipients: regulators, law enforcement, professional advisers or a successor in a merger, financing, acquisition or sale, where disclosure is legally permitted and appropriate safeguards apply.

Information may be processed in countries other than the one where you live. Where required, Fieldmotion or your organisation uses contractual or other lawful safeguards for international transfers.

7. Storage and security

Information sent between the app and Fieldmotion is transmitted over HTTPS. We use access controls, authentication, restricted administrative access, monitoring and other technical and organisational measures intended to protect data. The app keeps an offline working copy of authorised records on the device; supported fresh installations use an encrypted app database, and Android app-data backup is disabled. Device security, operating-system version and whether the device is shared also affect the protection of locally stored information.

No method of storage or transmission is completely secure. Please protect your device and credentials, install app and operating-system updates, and notify your organisation or Fieldmotion if you suspect unauthorised access.

8. Retention and deletion

Business and work records, including location attached to those records, are retained according to the customer organisation's instructions and contract, the continuing need to provide the service, and applicable legal, accounting or regulatory requirements. Last-known location and enabled GPS history follow the organisation's workforce and location-retention requirements. Security, request and diagnostic logs are retained for a limited period based on operational and security needs. Server backups are protected and age out under backup schedules.

Offline data remains on the device while needed for the app. Logging out, clearing the app's data, or uninstalling the app removes the app's local working copy, subject to the device platform's behaviour. This does not delete records already synchronised to the organisation's Fieldmotion account.

To request access, correction or deletion, contact your organisation's Fieldmotion administrator or email app@fieldmotion.com. When your organisation controls the data, Fieldmotion will normally refer the request to or act on instructions from that organisation. We may need to retain limited information where required by law, to resolve disputes, maintain security or establish legal claims. Data remaining in protected backups is removed as those backups expire.

9. Your privacy rights

Depending on where you live, you may have rights to know about, access, correct, delete, restrict, object to, or obtain a copy of personal data, and to withdraw consent where processing relies on consent. You may also complain to your organisation, Fieldmotion, or your local data-protection authority. We do not discriminate against people for exercising applicable privacy rights.

10. Children

Fieldmotion is a business workforce application and is not directed to children. Accounts are provisioned by customer organisations. Organisations must not provide the app to a child or submit a child's data unless they have a lawful basis, give required notices and obtain any required permission.

11. Changes to this policy

We may update this policy when the app, our practices or legal requirements change. The current version and its last-updated date will remain available at this URL. Where required, we or the customer organisation will provide additional notice.

12. Contact us