Effective: 6th February 2021
When we refer to “Field”, we mean the Field entity that acts as the controller or processor of your information, as explained in more detail in the “Identifying the Data Controller and Processor” section below.
Information we collect and receive
Field may collect and receive Customer Data and other information and data (“Other Information”) in a variety of ways:
Customers or individuals granted access to a Workspace by a Customer (“Authorised Users”) routinely submit Customer Data to Field when using the Services.
Field also collects, generates and/or receives Other Information:
Workspace and account information
To create or update a Workspace account, you or your Customer (e.g. your employer) supply Field with an email address, phone number, password, domain and/or similar account details. For details on Workspace creation, click here. In addition, Customers that purchase a paid version of the Services provide Field (or its payment processors) with billing details such as credit card information, banking information and/or a billing address.
Services metadata. When an Authorised User interacts with the Services, metadata is generated that provides additional context about the way Authorised Users work. For example, Field logs the Workspaces, channels, people, features, content and links you view or interact with, the types of files shared and what Third-Party Services are used (if any).
Log data. As with most websites and technology services delivered over the Internet, our servers automatically collect information when you access or use our Websites or Services and record it in log files. This log data may include the Internet Protocol (IP) address, the address of the web page visited before using the Website or Services, browser type and settings, the date and time the Services were used, information about browser configuration and plugins, language preferences and cookie data.
Device information. Field collects information about devices accessing the Services, including type of device, what operating system is used, device settings, application IDs, unique device identifiers and crash data. Whether we collect some or all of this Other Information often depends on the type of device used and its settings.
Location information. We receive information from you, your Customer and other third-parties that helps us approximate your location. We may, for example, use a business address submitted by your employer or an IP address received from your browser or device to determine approximate location. Field may also collect location information from devices in accordance with the consent process provided by your device.
Field uses the following cookies and similar technologies in our Websites and Services to help us collect Other Information.
Waitlist for Access
We use Viral Loops (https://viral-loops.com) to manage our waitlist for access to certain versions or features of Field. The transmitted data is used exclusively for the purpose of getting access to Field. The processing of the data entered during registration is based on your consent (Art. 6 para. 1 lit. a DSGVO). A revocation of your already given consent is possible at any time. An informal communication by email is sufficient for the revocation. The legality of the data processing already carried out remains unaffected by the revocation. We store the data collected during registration for the period that you are registered with Field. Your personal data will be deleted if you cancel your registration. Legal retention periods remain unaffected.
We use Plausible (https://plausible.io) to understand how users interact with elements on our website and to improve user experience. With Plausible, all the site measurement is carried out absolutely anonymously. Cookies are not used and no personal data is collected. There are no persistent identifiers. No cross-site or cross-device tracking either. Your site data is not used for any other purposes.
Plausible’s Data Policy: https://plausible.io/data-policy
We use Auth0 (https://auth0.com) to let users sign into and out of the Field application:
Name of Cookie: auth0.is.authenticated
Type: Functionality Cookie
We use Amplitude (https://amplitude.com) to understand how users interact with elements in our Software and improve user experience:
Name of Cookie: amp_7fb061
Type: Performance Cookie
If you use Chrome: https://support.google.com/chrome/answer/95647?hl=en-GB
If you use Explorer: https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies
If you use Firefox: https://support.mozilla.org/en-US/kb/enhanced-tracking-protection-firefox-desktop?redirectlocale=en-US&redirectslug=enable-and-disable-cookies-website-preferences
A Customer can choose to permit or restrict Third-Party Services for its Workspace. Typically, Third-Party Services are software that integrate with our Services, and a Customer can permit its Authorised Users to enable and disable these integrations for its Workspace. Field may also develop and offer Field applications that connect the Services with a Third-Party Service. Once enabled, the provider of a Third Party Service may share certain information with Field. For example, if a cloud storage application is enabled to permit files to be imported to a Workspace, we may receive the user name and email address of Authorised Users, along with additional information that the application has elected to make available to Field to facilitate the integration. Authorised Users should check the privacy settings and notices in these Third-Party Services to understand what data may be disclosed to Field. When a Third-Party Service is enabled, Field is authorised to connect and access Other Information made available to Field in accordance with our agreement with the Third-Party Provider and any permission(s) granted by the Customer (including by its Authorised User(s)). We do not, however, receive or store passwords for any of these Third-Party Services when connecting them to the Services. For more information on Third-Party Services, click here.
In accordance with the consent process provided by your device, any contact information that an Authorised User chooses to import (such as an address book from a device) is collected when using the Services.
Field may receive data about organisations, industries, lists of companies that are customers, Website visitors, marketing campaigns and other matters related to our business from parent corporation(s), affiliates and subsidiaries, our partners or others that we use to make our own information better or more useful. This data may be combined with Other Information we collect and might include aggregate-level data, such as which IP addresses correspond to postcodes or countries. Or it might be more specific: for example, how well an online marketing or email campaign performed.
Additional information provided to Field
We also receive Other Information when submitted to our Websites or in other ways, such as if you put your email address on our waitlist for access to certain versions or features of Field (managed by Viral Loops as mentioned above), participate in a focus group, contest, activity or event, apply for a job, enrol in a certification programme or other educational programme hosted by Field or a vendor, request support, interact with our social media accounts or otherwise communicate with Field.
Generally, no one is under a statutory or contractual obligation to provide any Customer Data or Other Information (collectively “Information”). However, certain Information is collected automatically and if some Information, such as Workspace setup details, is not provided, we may be unable to provide the Services.
How we use information
Customer Data will be used by Field in accordance with the Customer’s instructions, including any applicable terms in the Customer Agreement and the Customer’s use of Services functionality, and as required by applicable law. Field is a Processor of Customer Data and the Customer is the Controller. The Customer may, for example, use the Services to grant and remove access to a Workspace, assign roles and configure settings, access, modify, export, share and remove Customer Data and otherwise apply its policies to the Services.
Field uses Other Information in furtherance of our legitimate interests in operating our Services, Websites and business. More specifically, Field uses Other Information:
To provide, update, maintain and protect our Services, Websites and business. This includes use of Other Information to support delivery of the Services under a Customer Agreement, prevent or address service errors, security or technical issues, analyse and monitor usage, trends and other activities or at an Authorised User’s request.
As required by applicable law, legal process or regulation.
To communicate with you by responding to your requests, comments and questions. If you contact us, we may use your Other Information to respond.
To develop and provide search, learning and productivity tools and additional features. Field tries to make the Services as useful as possible for specific Workspaces and Authorised Users. For example, we may improve search functionality by using Other Information to help determine and rank the relevance of content, channels or expertise to an Authorised User, make Services or Third-Party Service suggestions based on historical use and predictive models, identify organisational trends and insights, customise a Services experience or create new productivity features and products.
To send emails and other communications. We may send you service, technical and other administrative emails, messages and other types of communications. We may also contact you to inform you about changes in our Services, our Services offerings and important Services-related notices, such as security and fraud notices. These communications are considered part of the Services and you may not opt out of them. In addition, we sometimes send emails about new product features, promotional communications or other news about Field. These are marketing messages so you can control whether you receive them. If you have additional questions about a message you have received from Field please get in touch through the contact mechanisms described below.
For billing, account management and other administrative matters. Field may need to contact you for invoicing, account management and similar reasons and we use account data to administer accounts and keep track of billing and payments.
To investigate and help prevent security issues and abuse.
How we share and disclose information
This section describes how Field may share and disclose Information. Customers determine their own policies and practices for the sharing and disclosure of Information. Field does not control how they or any other third parties choose to share or disclose Information.
The Customer’s instructions. Field will solely share and disclose Customer Data in accordance with a Customer’s instructions, including any applicable terms in the Customer Agreement and the Customer’s use of Services functionality and in compliance with applicable law and legal process.
Displaying the Services. When an Authorised User submits Other Information, it may be displayed to other Authorised Users in the same or connected Workspaces. For example, an Authorised User’s email address may be displayed with their Workspace profile. Please consult the Help Centre for more information on Services functionality.
Collaborating with others. The Services provide different ways for Authorised Users working in independent Workspaces to collaborate, such as Field Connect or email interoperability. Other Information, such as an Authorised User’s profile Information, may be shared, subject to the policies and practices of the other Workspace(s).
Customer access. Owners, administrators, Authorised Users and other Customer representatives and personnel may be able to access, modify, or restrict access to Other Information. This may include, for example, your employer using Service features to export logs of Workspace activity, or accessing or modifying your profile details. For information about your Workspace settings, please see https://field.so/account/settings.
Third-Party service providers and partners. We may engage Third-Party companies or individuals as service providers or business partners to process Other Information and support our business. These third parties may, for example, provide virtual computing and storage services or we may share business information to develop strategic partnerships with Third-Party Service providers to support our common customers. Additional information about the subprocessors we use to support delivery of our Services is set out at Field subprocessors.
Third-Party Services. The Customer may enable or permit Authorised Users to enable Third-Party Services. We require each Third-Party Service to disclose all permissions for information access in the Services, but we do not guarantee that they do so. When enabled, Field may share Other Information with Third-Party Services. Third-Party Services are not owned or controlled by Field and third parties that have been granted access to Other Information may have their own policies and practices for its collection, use and sharing. Please check the permissions, privacy settings and notices for these Third-Party Services or contact the provider for any questions.
Corporate affiliates. Field may share Other Information with its corporate affiliates, parents and/or subsidiaries.
During a change to Field’s business. If Field engages in a merger, acquisition, bankruptcy, dissolution, reorganisation, sale of some or all of Field’s assets or stock, financing, public offering of securities, acquisition of all or a portion of our business, a similar transaction or proceeding or steps in contemplation of such activities, some or all Other Information may be shared or transferred, subject to standard confidentiality arrangements.
Aggregated or de-identified Data. We may disclose or use aggregated or de-identified Other Information for any purpose. For example, we may share aggregated or de-identified Other Information with prospects or partners for business or research purposes, such as telling a prospective Field customer the average amount of time spent within a typical Workspace.
To comply with laws. If we receive a request for information, we may disclose Other Information if we reasonably believe disclosure is in accordance with or required by any applicable law, regulation or legal process. Please see the Data request policy to understand how Field responds to requests to disclose data from government agencies and other sources.
To enforce our rights, prevent fraud and for safety. To protect and defend the rights, property or safety of Field or third parties, including enforcing contracts or policies, or in connection with investigating and preventing fraud or security issues.
Data Processing and Security
When using Field, personal data may be processed. In terms of data protection legislation, the concept “personal data” refers to all information concerning an identified or identifiable person. An IP address may also be a personal date. An IP address is assigned by the internet provider to every device connected to the Internet, so that it is able to send and receive data. We process personal data in compliance with the relevant data protection provisions, in particular of the GDPR and the BDSG. Any data processing on our part occurs exclusively on the basis of legal authorization. We process personal data only for the fulfilment of a contract, to which you are a contracting party, or at your request for implementing pre-contractual measures (Art. 6 Par 1 b) GDPR), for compliance with a legal obligation (Art. 6 Par. 1 c) GDPR), or if the processing is necessary to secure our legitimate interests or the legitimate interests of a third party, insofar as your interests or fundamental rights and freedoms, which require the protection of personal data, do not override these (Art. 6 Par. 1 f) GDPR).
Field takes security of data very seriously. Field works hard to protect Other Information you provide from loss, misuse and unauthorised access or disclosure. These steps take into account the sensitivity of the Other Information we collect, process and store and the current state of technology. Given the nature of communications and information processing technology, Field cannot guarantee that Information during transmission through the Internet or while stored on our systems or otherwise in our care will be absolutely safe from intrusion by others. When you click a link to a third-party site, you will be leaving our site and we don’t control or endorse what is on third-party sites.
To the extent prohibited by applicable law, Field does not allow use of our Services and Websites by anyone younger than 16 years old. If you learn that anyone younger than 16 has unlawfully provided us with personal data, please contact us and we will take steps to delete such information.
Data Protection Officer
To communicate with our Data Protection Officer, please email firstname.lastname@example.org.
Identifying the Data Controller and Processor
Data protection law in certain jurisdictions differentiates between the “Controller” and “Processor” of information. In general, the Customer is the Controller of Customer Data. In general, Field is the Processor of Customer Data and the Controller of Other Information.
Individuals located in certain countries, including the European Economic Area and the United Kingdom, have certain statutory rights in relation to their personal data. Subject to any exemptions provided by law, you may have the right to request access to Information, as well as to seek to update, delete or correct this Information. You can usually do this using the settings and tools provided in your Services account. If you cannot use the settings and tools, contact the Customer who controls your workspace for additional access and assistance. Please check https://field.so/account/settings for Customer contact information
To the extent that Field’s processing of your Personal Data is subject to the General Data Protection Regulation, Field relies on its legitimate interests, described above, to process your data. Field may also process Other Information that constitutes your Personal Data for direct marketing purposes and you have a right to object to Field’s use of your Personal Data for this purpose at any time.
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