Privacy policy
Last updated 23 October 2026
This document is accurate about how FieldMS works, but it has not yet been reviewed by an Australian lawyer. It is published so you can see exactly what the software does with your data. Nothing in it reduces rights you have under the Australian Consumer Law.
Who we are
FieldMS is job management software for Australian electrical contractors, operated from Queensland, Australia. You can reach us at jack.gapes@outlook.com.
The two kinds of information here
This matters more in FieldMS than in most software, so it is worth being plain about it.
- Your information — the account details of the business using FieldMS, and of its staff.
- Your customers' information — the names, addresses and contact details of the people your business does work for. You collect this; we store and process it on your behalf. Those people have no relationship with us, which is why we do not market to them, sell this data, or use it for anything other than running the service for you.
What we collect
From you, the business
- Name, email address and password (stored only as a one-way hash, never in readable form)
- Business name, trading name, ABN, electrical contractor licence number and logo
- Staff names, roles, phone numbers, assigned vehicle, licences and tickets
- Subscription and payment status
Card numbers are never sent to us or stored by us. Payment details go directly to Stripe, who are PCI-compliant; we only receive whether a payment succeeded.
About your customers, entered by you
- Name, email address, phone number and site addresses
- Job history, quotes, invoices and payments
- Photos taken on site, site reports, test sheets and certificates
- Signatures captured on site when approving a quote or signing a document
- Whether that customer has consented to marketing contact
Location
When a technician marks that they are travelling to a job, FieldMS records their device location so the customer can follow their arrival. This happens only between starting travel and arriving — not continuously, and not outside a job.
If you use this, you are the employer collecting it. Workplace surveillance law differs between Australian states, and some require written notice to staff before any tracking begins. Check your obligations before switching it on.
Automatically
Standard server logs: IP address, browser, pages requested and timestamps, kept for operational and security purposes. We do not use advertising trackers, and there are no third-party analytics or advertising cookies on this site.
Why we collect it
To run the service you are paying for, and for nothing else. Specifically: to show you your jobs, to send documents to the customers you tell us to send them to, to keep an audit trail behind compliance records, to take payment for your subscription, and to investigate faults and security incidents.
We do not sell personal information, and we do not share it for advertising.
Who can see it
- Your workspace only. Separation between businesses is enforced in the database itself, not just in the interface. One business cannot read another's records even by going around the app.
- Roles inside your workspace. Owners see everything including cost and margin. Managers see jobs, customers and sale pricing but not cost. Technicians see only their own jobs and no pricing at all. This too is enforced in the database.
- Your customers see only the single document you send them, through a link containing a long unguessable token. Those pages are excluded from search engines.
- Us. We can access your data when you ask us to help with a problem, and when we have to investigate a fault or a security incident. Not otherwise.
Who we send it to
| Service | What it receives | Where |
|---|---|---|
| Supabase | Everything — this is the database and file storage | See your project region |
| Vercel | Hosting and request logs | Global edge network |
| Stripe | Subscription and payment details | United States |
| Resend | Recipient address and message content, when you send a document | United States |
| Twilio | Recipient number and message text, when you send a text | United States |
Sending an email or a text to your customer necessarily discloses their address or number to the provider that delivers it. Some of these providers store data outside Australia.
How long we keep it
While your account is open, and after closure only for as long as we are required to. Note that compliance records — test sheets, certificates, site reports — are evidence your business may be legally required to retain for years, so we do not delete them on a schedule of our own choosing. Export anything you need before closing your account.
Your choices
- See it — everything about your business is visible in the app.
- Correct it — edit it in the app, or ask us.
- Export it — your business data can be exported. Ask us and we will help.
- Delete it — email us and we will delete your workspace, subject to the retention note above.
- Complain — email us first. If we have not resolved it, the Office of the Australian Information Commissioner takes privacy complaints.
Security
All traffic is encrypted in transit. Passwords are hashed and never stored in readable form. Uploaded files sit in private storage reachable only through short-lived signed links. Separation between businesses, and between roles, is enforced at the database level. We audit our dependencies for known vulnerabilities.
No system is perfectly secure. If we discover a breach likely to cause you serious harm we will tell you, and notify the regulator where required.
Changes
If we change this materially we will tell account holders by email rather than quietly editing the page.