What we collect, why, and who sees it.

Who we are

My Field Notes is operated by Flourish Press Inc., Lewiston, New York, USA ("we", "us"). This policy covers the My Field Notes Android app, the web app at go.myfieldnotes.app, and this website, myfieldnotes.app.

My Field Notes is a work tool. We provide it to businesses ("customers"), such as mobile shredding companies, for their drivers, staff and managers. The customer decides who gets an account and what their team records. We process that information on the customer's behalf. If you use the app through your employer, your employer is your first point of contact for questions about your records, and you can also contact us directly.

What we collect

Account information

• Managers and staff: name, work email, job title, and a password (stored only as a one-way hash).
• Drivers: name and a PIN (stored only as a one-way hash). Drivers do not need an email address.
• Devices: a label the customer gives each enrolled phone or tablet, and a device key that links it to the customer's account.

Work records you create

• Vehicle inspections (DVIRs): the vehicle, each checklist answer, readings such as mileage or hours, notes, defects, your signature (drawn or typed), and the time.
• Field reports: the category, your answers and notes, and anything you choose to add, such as photos or a voice note.
• Voice notes: the audio you record and its written transcript.
• Photos: only photos you take or attach to a report or defect.
• Location: when you file a field report, the app takes a single location reading and turns it into a street address so the report shows where it happened. It does not track your location in the background or at any other time.

Technical information

• Server logs, such as IP address, request time and error details, used to keep the service secure and working.
• A sign-in cookie for managers and staff on the web, and a sign-in key stored on the device for drivers. We use no advertising or tracking cookies.

This website

• If you request a demo, we receive the name, email, company and message you enter, by email. This website uses no analytics or tracking.

App permissions

• Camera: to take photos you choose to attach to a report or defect.
• Microphone: to record a voice note, only while you are recording.
• Location: one reading when you file a field report, as described above. You can deny it and still file the report without a location.

The app does not access your contacts, call logs, SMS or files, and does not use an advertising ID.

How we use it

• To run the service: record inspections and reports, show them to the right people in the customer's account, and keep compliance records.
• To send notifications the customer has set up, such as an email to a manager when a report is filed.
• To turn voice notes into text and write short summaries of field reports.
• To keep the service secure, prevent misuse, fix problems and provide support.

We do not sell personal information, we do not show ads, and we do not use your information for marketing to you or for profiling.

Who we share it with

Inside a customer's account, records are visible to that customer's authorized users according to their role. Records are never visible to other customers.

We use these service providers to run My Field Notes. Each receives only what it needs for its task:

• Supabase: database and file storage (United States).
• Railway: application hosting.
• Cloudflare: network delivery, security, and storage of encrypted backups.
• OpenAI and Mistral AI: transcribing voice notes into text.
• Anthropic and OpenAI: writing short summaries of field reports.
• Resend: delivering notification and password-reset emails.
• OpenStreetMap (Nominatim): converting a location reading into a street address.
• Netlify: hosting this website.
• Google Play: distributing the Android app.

We may also disclose information if the law requires it, to protect the rights and safety of our users or others, or as part of a merger or sale of our business, in which case this policy continues to apply.

How long we keep it

We keep a customer's records for as long as the customer's account is active. Submitted inspections and field reports are locked once filed so they can serve as compliance records. Federal rules require carriers to keep vehicle inspection reports for a minimum period, and customers may need to keep them longer. When a customer closes their account, we delete their data within 30 days, except where the law requires us to keep it. Backups are deleted on a rolling basis within 30 days.

How we protect it

• All connections are encrypted (HTTPS).
• Passwords and PINs are stored only as one-way hashes.
• Each customer's data is isolated from every other customer's, and access is limited by role.
• Photos are uploaded and viewed through short-lived, signed links.
• Backups are encrypted.

Your choices and requests

You can ask to see, correct or delete your personal information. If you use My Field Notes through your employer, they can update or remove your account directly. You can also email us at [email protected] and we will respond within 30 days. Some records, such as filed vehicle inspections, may need to be kept for the period the law requires, even after an account is removed. When that applies, we will tell you.

Children

My Field Notes is a workplace tool for adults. It is not intended for anyone under 18.

Changes

If we change this policy, we will update the date above. If a change materially affects how we handle your information, we will tell our customers before it takes effect.

Contact

Flourish Press Inc., Lewiston, New York, USA.
[email protected]