Privacy policy

About this policy

This policy describes information handled by Trovu Field, our field-service business workspace and customer portal. It does not describe the separate Trovu Mileage application. Features and integrations described below apply when enabled or used; connecting an integration is not required to use every part of the service.

Service businesses use Trovu Field to manage their customers and workers. They decide what business records to enter, who may access them and which integrations to connect. If you are their customer or worker, their own privacy notices also apply. Contact that business first about its use of your service or employment records; contact us about operation of Trovu Field itself.

Information we handle

• Accounts and access: names, email addresses, sign-in identifiers, organization memberships, customer access links, roles, preferences and session/security records.
• Service and business records: customer and contact details, property addresses and access instructions, requests, appointments, job history, service selections, quotes, invoices, signatures, reviews and feedback.
• Communications and uploads: messages, email delivery information, and files, photographs or documents submitted to the service. Enabled calling or SMS integrations may process phone numbers, message contents, call metadata and recordings where that feature is used. Uploaded files may contain metadata, including location information.
• Location and timekeeping: device coordinates, timestamps and visit or attendance information when a location-enabled feature is used and permission is granted. A business may also supply a property address for mapping and geocoding. These are different from using your device location simply to center a map.
• Billing and accounting: subscription identifiers and status, payment references, amounts, receipts, and connected accounting-company identifiers, account mappings and synchronization records. Payment processors collect payment and payout details through their own interfaces.
• Technical information: IP addresses, browser/device information, request and error details, security/audit events and diagnostics needed to operate and troubleshoot the service.

How information is used

We use information to authenticate users, enforce business and customer access permissions, deliver field-service workflows, communicate service updates, process subscriptions and payments, perform authorized accounting synchronization, provide support, diagnose failures and protect against abuse. Information comes from you, the service business, authorized users, your device and integrations you or the business connect.

Business administrators and authorized staff can access records within their permitted workspace. Customer portal users receive the records made available to their linked customer account, not unrestricted access to the business workspace.

Connected services and disclosures

Service providers process information necessary for the features they support. These include hosting, storage, email delivery and diagnostic services, plus the following integrations when used:

• Google and Microsoft: if you choose a connected sign-in account, that provider processes the sign-in; Trovu Field manages its account/session/security records.
• Stripe: subscription billing and connected-business payments/onboarding. Trovu Field retains payment references and status rather than storing full payment-card numbers.
• Xero and QuickBooks Online: after a business authorizes a connection, OAuth credentials and company identifiers support access to accounting contacts/customers, accounts, invoices and payments within granted permissions. Synchronization sends the selected business records to the connected accounting company and reads information needed for mappings and reconciliation. Disconnecting stops future access through that connection; it does not automatically remove records already synchronized to either system.
• Twilio and email providers: delivery of communications when configured by the business or platform.
• Mapping providers: OpenStreetMap tile requests disclose network information such as your IP address and the requested map area; configured Google geocoding receives addresses to convert to coordinates.
• Sentry: error and diagnostic information when monitoring is enabled.

Each provider's own privacy notice applies to its services. We may also disclose information where required by law, to address fraud or security threats, or in a business transfer subject to applicable protections. Providers may process information in countries other than yours.

Cookies, permissions and choices

We use session cookies and browser storage for sign-in, security and interface preferences. Identity and payment providers may use their own cookies. You can manage cookies and location, camera, microphone or notification permissions in your browser or device settings; disabling a required permission may prevent the corresponding feature from working.

Only grant location access for a feature you intend to use. Worker-location visibility and retention also depend on the business's configuration. Administrators can manage access and disconnect supported integrations. Disconnecting an integration or revoking a permission does not erase previously collected business records.

Retention and security

Retention depends on the record type, business settings, operational needs and applicable accounting, legal or security obligations. We retain account and business records as needed to provide the service and resolve disputes, and apply configured retention rules to location records. Backup copies may remain until the applicable backup cycle expires. Cancelling a subscription is not the same as requesting account or data deletion.

We use access controls, protected connections and safeguards for stored integration credentials. No service can guarantee absolute security. Do not upload information unrelated to the service or unnecessary sensitive personal information.

Access, correction and deletion

You can update information through the account features available to you. For access, correction, export, deletion, or questions about privacy rights under applicable law, contact the service business for its records or contact Trovu Field using the address below. We may need to verify your identity and authority before acting. Some records may need to be retained for legal, accounting, fraud-prevention or security reasons; deleting an identity does not necessarily delete records a business must retain.

The service is intended for businesses and people interacting with those businesses, not directed to children. Please contact us if you believe a child has provided personal information inappropriately.

Changes and contact

We will update this page as practices change and revise the date above. Material changes will be communicated where required.

Contact Trovu Field about privacy at [email protected].