Privacy Policy

1. Scope

This policy applies to the FieldHash website, web app, and mobile companion app (collectively, "FieldHash"). It explains what data we collect, why we collect it, and how you can request access, export, or deletion.

2. Information We Collect

Depending on how you use FieldHash, we collect:

• Account information, such as name, email address, and authentication identifiers
• Content you provide, such as prompts, messages, uploaded files, research inputs, and generated outputs
• Continuity data, such as saved preferences, prior context, and memory entries you enable or create
• Technical and usage data, such as device/browser details, timestamps, and feature usage
• Support communications you send to us

3. How We Use Your Information

We use your information to:

• Provide core product features, including governed-memory workflows, companion chat, deep synthesis, and research workflows
• Maintain continuity, memory, and state across sessions when enabled
• Process and return model outputs based on your inputs
• Secure the service, detect abuse, and enforce terms
• Operate billing/subscription features and account support
• Improve reliability and product quality

4. How AI Features Work

FieldHash uses third-party AI model providers to power companion, research, and related AI-assisted features. When you choose to use those features, we may send the information needed to fulfill your request, including prompts, messages, relevant conversation context, and any files, documents, images, URLs, or other research inputs you explicitly submit.

This processing is used to provide the AI feature you requested, such as generating a response, analyzing submitted content, or synthesizing research outputs. The mobile app asks for your permission before sending data for AI processing.

For enterprise or qualified private deployments, FieldHash can be configured to route AI processing through customer-approved private, dedicated, or local models instead of the default hosted model providers. The exact processing path depends on the deployment agreement and technical configuration.

5. Subscriptions and Payments

If you purchase a subscription in the mobile app, billing is handled by Apple. We do not receive your full payment card number. We receive subscription status information needed to manage your plan and access.

6. Third-Party Services

We use third-party infrastructure and APIs to operate FieldHash, including:

• Authentication providers (for example, Google Sign-In and Apple Sign-In)
• Cloud hosting, storage, and database services
• AI model providers for inference and analysis, unless a private/local enterprise model path is configured
• Optional integrations you connect, such as Google Drive/Sheets

These providers process data on our behalf to deliver the service. We choose providers that support our privacy and security commitments through contractual, technical, and organizational controls, and we limit sharing to what is needed to operate the requested feature.

7. Data Sharing

We do not sell your personal data. We may share data only when necessary to:

• Provide the service through our processors and infrastructure providers
• Comply with legal obligations or lawful requests
• Protect rights, safety, and security of users and the platform

8. Data Retention

We retain data only for as long as reasonably needed for the purpose collected, unless a longer retention period is required or permitted by law. Typical retention criteria include:

• Account and subscription records are retained while your account is active and for a limited period afterward for support, tax, fraud-prevention, and dispute-resolution purposes.
• User content, uploads, prompts, generated outputs, and continuity data are retained while needed to provide enabled product features, unless you delete them or request eligible deletion.
• Security logs and technical diagnostics are retained for limited operational, abuse-prevention, and reliability windows.
• Support communications are retained while needed to resolve the request and maintain business records.

9. Security

We use reasonable technical and organizational safeguards to protect data, including authenticated access controls and secure transport/storage practices. No system can be guaranteed 100% secure, but security is a core design requirement for FieldHash.

10. Your Rights and Choices

You may request to:

• Access the personal data associated with your account
• Correct inaccurate account information
• Export eligible data
• Delete account data
• Object to or restrict certain processing where legally applicable

To submit a request, email privacy@fieldhash.ai from the account email you use in FieldHash.

11. Children's Privacy

FieldHash is not directed to children under 13 (or the minimum age required by local law). If you believe a child has provided personal data, contact us so we can take appropriate action.

12. Changes to This Policy

We may update this policy from time to time. If we make material changes, we will update the date above and, where required, provide additional notice.

13. Contact

Privacy requests: privacy@fieldhash.ai

Support: aaron@fieldhash.ai

14. Regional Notices

If you are in the EEA or UK, our legal bases may include performance of a contract, legitimate interests in operating and securing the service, consent where required, and compliance with legal obligations. You may have rights to access, correction, deletion, portability, restriction, objection, and withdrawal of consent where applicable. Where data is transferred internationally, we use appropriate transfer safeguards where required.

If you are in California, this policy is intended to serve as a notice at collection. We collect the categories described above for the purposes described above, do not sell personal information, and share information with service providers/processors as needed to operate requested features. You may request access, correction, deletion, and information about applicable sharing practices by contacting privacy@fieldhash.ai.