Privacy policy

1. Who we are

Riverside Developers LLC operates FieldLedger at fieldledger.pro. FieldLedger helps service businesses turn crew job reports into approved invoices and keep track of payments.

For privacy questions or requests, email info@fieldledger.pro.

2. What we collect

• Account details: the name and email address of people who use the dashboard.
• Business and customer details: the contact and billing information you enter.
• Crew and job information: reports, hours, days and photos sent through our Telegram bots, Telegram account IDs, and phone numbers used to connect.
• Worker registration details, when provided: addresses, work-permit details, and tax or business identifiers such as SIN, SSN, HST and EIN.
• Billing and payment records: invoices, payment records, and email messages and attachments collected for payment review and delivery tracking.
• Technical information: basic logs, error reports and performance information used to operate and troubleshoot the service.

3. Your Gmail data

Connecting Gmail is your choice. When you connect it, we request permission to send email, read email, and identify the Google account and email address you connected.

We use this access to send invoices you have approved and payment reminders you have authorized from your own address, and to read incoming messages and attachments to identify payment notices, remittance notices and bounced invoice emails.

This involves reading messages to identify whether they are relevant. Access is not limited to emails already identified as invoice or payment notices. We store messages and PDF attachments collected for payment review. Messages with PDF attachments may be included even if they later prove unrelated to payments. People in your organization with permission to review remittances can view these stored messages and attachments.

We store the authorization tokens for your Gmail connection in encrypted form. We do not sell Gmail data, use it for advertising, or use it to train AI models. Our staff do not read your Gmail data except with your permission, when necessary for security, or when required by law.

You can disconnect Gmail in FieldLedger's settings or revoke access in your Google account at any time. Disconnecting stops future access. It does not automatically delete invoices, payment records or email records already stored in FieldLedger.

4. How we use your information

We use your information to provide FieldLedger: manage accounts, process job reports, prepare and send approved invoices, track payments, create exports, provide support, and keep the service secure and working.

We do not sell your personal information or use it for advertising.

5. Service providers

We use the following providers to operate FieldLedger. They process information for the parts of the service they provide:

• DigitalOcean: application and database hosting in the United States.
• Cloudflare R2: storage for files such as photos and invoice PDFs.
• Amazon Web Services: management of encryption keys.
• Google: connected Gmail accounts and Google Workspace email.
• Telegram: bot messaging and crew reports.
• Sentry: error reporting and performance monitoring.

6. How long we keep data

• Job photos: deleted automatically 12 months after upload (by default).
• Accounting export files: deleted automatically 30 days after they are created.
• Copies of incoming emails that look like payment notices or include a PDF attachment: kept so you can review and match them to invoices. Copies you dismiss, or that never match an invoice, are deleted after 90 days.
• Invoices, invoice PDFs, payment records, job reports and hours: kept while your account is open, because they are your business and tax records.
• Gmail access: when you disconnect Gmail, we revoke our access at Google and delete the stored sign-in tokens straight away.
• Deleting your account: email info@fieldledger.pro and we will delete your data within 30 days, except records we are legally required to keep.
• Backups: deleted data may remain in encrypted backups for up to 30 days until those backups expire. We do not restore deleted data from backups except to recover from an outage.

7. How we protect information

We use encryption in transit and at rest, encrypted OAuth tokens, and role-based access to protect information. Sensitive worker identifiers are stored encrypted. Access to business information is limited according to the user's role.

8. Changes and contact

We may update this policy as FieldLedger changes. The date at the top shows when it was last updated.

For questions about this policy, your data, or a deletion request, contact Riverside Developers LLC at info@fieldledger.pro.