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Privacy

Effective: 6th February 2021

Scope

This Privacy Policy describes how Field collects, uses and discloses information and what choices you have with respect to the information.

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.

This Privacy Policy applies to Field’s Software as a Service, including the associated Field mobile and desktop applications (collectively the “Services”), field.so and other Field websites (collectively the “Websites”) and other interactions (e.g. customer service enquiries, user conferences, etc.) you may have with Field. If you do not agree with the terms, do not access or use the Services, Websites or any other aspect of Field’s business.

This Privacy Policy does not apply to any third-party applications or software that integrate with the Services through the Field platform (“Third-Party Services”), or any other third-party products, services or businesses. In addition, a separate agreement governs delivery, access and use of the Services (the “Customer Agreement”), including the processing of any messages, files or other content submitted through Services accounts (collectively, “Customer Data”). The organisation (e.g., your employer or another entity or person) that entered into the Customer Agreement (“Customer”) controls its instance of the Services (its “Workspace”) and any associated Customer Data. If you have any questions about specific Workspace settings and privacy practices, please contact the Customer whose Workspace you use. If you have an account, you can check http://field.so/account/team for contact information of your Workspace owner(s) and administrator(s). If you have received an invitation to join a Workspace but have not yet created an account, you should request assistance from the Customer that sent the invitation.

Information we collect and receive

Field may collect and receive Customer Data and other information and data (“Other Information”) in a variety of ways:

Customer Data

Customers or individuals granted access to a Workspace by a Customer (“Authorised Users”) routinely submit Customer Data to Field when using the Services.

Other Information

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.

Usage information

  • 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.

Cookie information

Field uses the following cookies and similar technologies in our Websites and Services to help us collect Other Information. 

Consent cookies

We use cookies to keep track of and save consent settings for each user regarding our terms of service and privacy policy.

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.

Viral Loop’s Privacy Policy: https://viral-loops.com/privacy 

Website Analytics

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

Authentication cookies

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

  • Session/Persistent: Session

  • Auth0’s Privacy Policy: https://auth0.com/privacy

SaaS Analytics

We use Amplitude (https://amplitude.com) to understand how users interact with elements in our Software and improve user experience:

Managing cookies

Insofar as those cookies are not strictly necessary for the provision of our website and services, we will ask you to consent to our use of cookies when you first visit our website. Alternatively, most Web browsers allow to accept or decline cookies through the browser setting. If you choose to decline cookies, you may not be able to sign in or use other interactive features of Codice Software site and services that depend on cookies. If you choose to accept cookies, you also have the ability to delete later cookies that you have accepted following your web browser of choice instructions. If you choose to delete cookies, any settings and preferences controlled by those cookies will be deleted and may need to be recreated. You can learn how to manage cookies on most popular browsers, on the following links:

Third-Party Services

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.

Contact information

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.

Third-party data

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.

If Information is aggregated or de-identified so that it is no longer reasonably associated with an identified or identifiable natural person, Field may use it for any business purpose. To the extent Information is associated with an identified or identifiable natural person and is protected as personal data under applicable data protection law, it is referred to in this Privacy Policy as “Personal Data”.

Data retention

Field will retain 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 as required by applicable law. Depending on the Services subscription, the Customer may be able to customise their retention settings and apply those customised settings at the workspace level, channel level or other level. The Customer may also apply different settings to messages, files or other types of Customer Data. The deletion of Customer Data and other use of the Services by the Customer may result in the deletion and/or de-identification of certain associated Other Information. For more detail, please review the Help Centre or contact the Customer. Field may retain Other Information pertaining to you for as long as necessary for the purposes described in this Privacy Policy. This may include keeping your Other Information after you have deactivated your account for the period of time needed for Field to pursue legitimate business interests, conduct audits, comply with (and demonstrate compliance with) legal obligations, resolve disputes and enforce our agreements.

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.

Age limitations

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.

Changes to this Privacy Policy

Field may change this Privacy Policy from time to time. Laws, regulations and industry standards evolve, which may make those changes necessary, or we may make changes to our services or business. We will post the changes to this page and encourage you to review our Privacy Policy to stay informed. If we make changes that materially alter your privacy rights, Field will provide additional notice, such as via email or through the Services. If you disagree with the changes to this Privacy Policy, you should deactivate your Services account. Contact the Customer if you wish to request the removal of Personal Data under their control.

Data Protection Officer

To communicate with our Data Protection Officer, please email dpo@field.so.

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. 

Your rights

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.

Contacting Field

Please also feel free to contact Field if you have any questions about this Privacy Policy or Field’s practices or if you are seeking to exercise any of your statutory rights. Field will respond within a reasonable timeframe. You can contact us at privacy@field.so or at our postal address below:

Product Field Works GmbH
Eimsbütteler Str. 119
22769 Hamburg
Germany