Privacy Policy

1. Scope and accountability

This policy explains how Fieldgates handles personal information when you use our website, application, onboarding, support, and paid services. Fieldgates is accountable for information under its control. Questions or privacy requests may be sent to the Privacy Officer at support@fieldgates.com.

2. Information we collect

• Account and contact details, including name, email, phone number, organization, role, and consent records.
• Business profile and onboarding information, such as your website, service areas, goals, brand details, connected accounts, and the answers you approve.
• Work content, including tasks, messages, approvals, change requests, uploaded files, deliverables, and support communications.
• Billing records such as plan, subscription, invoice, payment status, and Stripe customer identifiers. Fieldgates does not receive your full payment-card number.
• Technical records used to secure and operate the service, such as session, IP address, browser or device information, request logs, errors, and feature activity.
• Information returned by integrations you choose to connect, including supported Google business, Search Console, Analytics, and Ads account data. If an authorized client approver enables managed Google Analytics changes, this can also include selected property configuration settings and the related task, approval, and audit records.
• If you separately enable Gmail reply detection, limited Gmail metadata needed to monitor Fieldgates sequence replies: mailbox and message identifiers, timestamps, labels, and the specific message headers needed to match a reply. We do not request or retain Gmail message bodies, snippets, attachments, or arbitrary inbox searches for this feature.

3. Website research and public information

If you provide a website URL, Fieldgates may request publicly accessible pages and assets from that site to identify business details, services, locations, brand elements, and opportunities. We combine those observations with information you provide and ask you to review important profile facts. Only submit a site or connected account that you are authorized to use.

4. How we use information

• Authenticate users, create organizations, enforce permissions, and prevent misuse.
• Research the business, generate recommendations, execute authorized tasks, prepare deliverables, and record approvals.
• Connect requested third-party services and apply only the actions you or an authorized teammate approve. Google Analytics configuration changes require separate client consent, a task-linked review, a recorded client approval, and a fresh preflight before application.
• Process subscriptions, reconcile payments, provide invoices, and administer cancellations or disputes.
• Provide support, send transactional messages, monitor reliability and security, investigate incidents, and meet legal obligations.
• Improve the service using operational and aggregated insights. We do not sell personal information.

5. Google API data and Gmail reply detection

Gmail reply detection is optional and requires separate consent from the connected mailbox owner. We use the permitted Gmail metadata only to maintain the mailbox watch, identify replies to Fieldgates sequence emails, stop later sequence work when a reply is verified, investigate operational errors, and keep required security and audit records. We do not use Google user data for advertising, sell it, or use it to develop, improve, or train generalized AI or machine-learning models. Fieldgates’ use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Disconnecting Gmail disables the connection locally before Fieldgates attempts provider revocation. We retain only the connection, consent, and audit records needed for the purposes described in this policy and applicable legal, security, and dispute obligations.

6. AI-assisted processing and human review

Fieldgates uses Titan, Fieldgates’s AI, for supported workflows to analyze approved business context and prepare research, recommendations, drafts, or execution results. Relevant prompts may include website observations, business profile information, task details, and instructions and may be processed by AI service providers. Sensitive or public-facing actions remain subject to the permissions and approval steps shown in the product. AI output can be incomplete or inaccurate and should be reviewed before you rely on or publish it.

7. Service providers and disclosures

We disclose information only as needed to operate the service, follow your instructions, protect rights and safety, or comply with law. Current categories include Cloudflare for application delivery, queues, and object storage; database infrastructure providers; Stripe for billing; Resend for transactional email; AI service providers for supported AI-assisted work; and Google when you connect a Google service. We may also use authorized staff, contractors, professional advisers, or a successor in a corporate transaction, subject to appropriate obligations. We do not provide connected Google data to advertising networks or sell it.

8. Cross-border processing

Fieldgates and its providers may process or store information outside your province or outside Canada, including in the United States. Information in another jurisdiction may be available to courts, law enforcement, or regulators under that jurisdiction's laws. Fieldgates remains accountable for information under its control and uses contractual, organizational, and technical safeguards appropriate to the service.

9. Retention and deletion

We retain account, business, work, and integration information while it is needed to provide the service and for legitimate security, billing, dispute, audit, and legal purposes. Retention depends on the record and applicable obligations. When information is no longer required, we delete or de-identify it through our operational processes. Residual copies may remain for a limited period in protected backups or logs. Some billing, consent, transaction, or incident records must be retained after account closure.

10. Safeguards

We use safeguards appropriate to the sensitivity of the information, including encrypted transport, session-based access, verified client email, organization and role boundaries, restricted production credentials, audit records, and quarantined file validation. No system is perfectly secure. Notify us promptly if you believe an account or information has been compromised.

11. Access, correction, consent, and complaints

You may ask what personal information we hold about you, request access or correction, withdraw consent where applicable, disconnect an integration, or request account deletion. We may need to verify your identity and authority for the organization, and legal or operational limits may apply. You may also challenge our privacy practices. Send requests to the Privacy Officer at support@fieldgates.com. You may contact the appropriate privacy regulator if a concern is not resolved.

12. Changes to this policy

We may update this policy as the service or legal requirements change. We will publish the new effective date and version and provide additional notice or seek renewed consent when required for a material new purpose.