Privacy Policy

MyFieldOffice · Last updated 31 August 2026

MyFieldOffice is field service management software operated by Extreme Heat Pump Solutions LLC ("we", "us"). This policy explains what we collect, why, who we share it with, and how you delete it.

The short version. We collect what the software needs to run your business: your account details and the customer, job, and billing records you enter. We do not sell your data, and we do not use it for advertising. You can delete your account and everything in it at any time.

1. Who the data belongs to

Two different groups of people appear in MyFieldOffice:

You, the account holder — the business owner or team member who signs in. We are the data controller for your account information.
Your customers — the people whose names, addresses, equipment, and job records you enter. That information belongs to you. We process it on your behalf and only to provide the service. You are responsible for having a lawful basis to store it.

2. What we collect

Category	What it includes	Why
Account & identity	Name, business name, email address, phone number, business address, password (stored hashed)	To create and secure your account
Customer records you enter	Customer names, emails, phone numbers, service addresses, equipment details, job notes	To provide the core software
Business records	Quotes, work orders, invoices, receipts, expenses, catalogs, schedules	To provide the core software
Photos and files	Job site photos, before/after images, equipment nameplate photos, receipt images, your company logo	Attached to jobs and expenses at your direction
Approximate location	City or area used for weather and for local business search	Only when you use those features
Payment information	Subscription billing handled by Stripe	To bill your subscription
Diagnostics	Error reports and support messages you send us	To fix problems you report

We do not collect contacts, SMS or call logs, health data, precise background location, or an inventory of other apps on your device.

3. How we use it

To operate the software and store the records you create
To send email on your behalf when you choose to (quotes, appointments, invoices, receipts)
To process your subscription payment
To provide optional AI features you invoke — for example reading an equipment nameplate from a photo you take, or drafting text you asked for
To respond to support requests
To meet legal and tax obligations

We do not sell your data, share it with data brokers, or use it for advertising or ad targeting.

4. Who we share it with

We use the following service providers. Each receives only what its function requires, and each processes data on our instructions.

Provider	Purpose
Supabase	Database and file storage
Netlify	Application hosting and serverless functions
Stripe	Subscription payment processing
Resend	Transactional and support email delivery
Google (Gmail API)	Sending mail from your own connected Gmail account, at your direction
Google Maps & Places	Address lookup, distance, and local business search
Google Analytics	Aggregate usage statistics for our websites
Anthropic, OpenAI	AI features you invoke, such as reading a nameplate photo or drafting text
ElevenLabs	Text-to-speech for voice features
OpenWeather	Weather for your work area
SerpAPI	Business search in the lead finder

We may also disclose information where legally required, or as part of a merger or sale of the business — in which case we will tell you first.

A note on AI features

Content you send to an AI feature — a nameplate photo, a job description, a voice note — is transmitted to the relevant provider to produce the result and returned to you. We do not use your data to train AI models, and our providers do not train on data submitted through their APIs.

5. Security

All data is encrypted in transit using HTTPS/TLS.
Data at rest is encrypted by our hosting and database providers.
Passwords are stored hashed, never in plain text.
Each company's records are isolated so one account cannot read another's.
We never receive or store your full card number — Stripe handles that.

No system is perfectly secure. If a breach affects your data, we will notify you without undue delay.

6. How long we keep it

While your account is active — we keep your records so the software works.
After deletion — removed immediately from live systems.
Backups — deleted data may persist in encrypted backups for up to 30 days before those backups expire.
Billing and tax records — retained up to 7 years where required by law, and used for nothing else.

7. Deleting your account and data

You can delete your account and all associated data at any time. Deletion is permanent — the account is removed, not deactivated or paused.

In the app — Settings → Support → Danger Zone → Delete My Account.
On the web — submit a request at app.myfieldoffice.app/delete-account, which does not require signing in. We verify your identity and delete within 30 days.

You may also email support@myfieldoffice.app to access, correct, or export your data, or to ask what we hold about you.

8. Your rights

Depending on where you live, you may have the right to access, correct, delete, or export your personal data, to object to or restrict processing, and to complain to a supervisory authority. We honour these requests regardless of where you live. We do not sell personal information, so there is nothing to opt out of on that front.

9. Children

MyFieldOffice is business software and is not directed at children. We do not knowingly collect data from anyone under 16. If we learn we have, we delete it.

10. International transfers

Our providers operate in the United States and elsewhere. If you use the service from outside the US, your data is transferred to and processed in the United States.

11. Changes

If we make a material change to this policy, we will update the date above and notify account holders by email.

12. Contact

Extreme Heat Pump Solutions LLC
136 Page Rd, Bedford, MA 01730, United States
support@myfieldoffice.app