Privacy Policy

Last updated: October 25, 2026. For accounts created before that date, the changes take effect November 25, 2026.

FieldBrief (“FieldBrief,” “we,” “us”) is operated by Rocky River Software, LLC. This Privacy Policy explains what we collect when you use the FieldBrief iOS app, the FieldBrief web admin at fieldbrief.io, and our APIs, and what we do with it.

What we collect

  • Account information. Email, name, and the organization you create or join.
  • Project data you upload. Audio recordings from site walks, photos pinned to those walks, project names, subcontractor contact information, and any text you enter.
  • Generated data. Transcripts, AI-extracted punch list items, trade categorization, and the audiences you assign to each item.
  • Device information. iOS push notification tokens (so we can notify you when a walk is processed) and basic diagnostic logs.
  • Payment information. Handled by Stripe. We store only the customer ID and subscription status; card numbers never touch our servers.
  • Records of what you agree to. When you agree to our recording terms, to AI processing of your walks, or to our Terms of Service, we may keep a record of that agreement: your name, your company’s name, which version you agreed to, when, and the app version you used.
  • Usage analytics. We count page views on our public pages and a few product milestones (an organization was created, a walk finished processing, a report was emailed). Page views are tied to a random ID that lasts only until you close the browser tab — there is no cookie and no cross-site or cross-session tracking. We strip query strings from the addresses we record, and we keep only the domain a visitor arrived from, never the full referring link.

How we use it

  • To run the service: transcribe walks, structure items, generate PDFs, and email subcontractors on your behalf.
  • To send transactional emails and push notifications about your walks.
  • To bill you for your subscription via Stripe.
  • To debug issues you report.

We do not sell your data, use it to train shared AI models, or share it with advertisers.

Who we share it with

  • OpenAI processes your site-walk audio (Whisper transcription), the resulting transcript text (GPT) to produce transcripts and structured items, and your walk photos to write a short caption for each, and generates text embeddings of your notes and photo captions to power semantic search. Walk audio can include the voices of other people near you. Per OpenAI’s API terms, your data is not used to train their models.
  • Supabase hosts our database, file storage, and authentication.
  • Vercel hosts the web app and APIs.
  • Resend delivers email to subcontractors and transactional email to you.
  • Apple Push Notification service delivers push notifications to your device.
  • Stripe processes payments.
  • Open-Meteo receives a project’s location (the place name you entered, and the map coordinates found for it) so we can add the day’s weather to your daily logs. It receives no names, audio, photos, or report content.
  • PostHog receives the usage analytics described above. It never receives your audio, transcripts, photos, or the contents of any report.

These vendors act as processors. We will not transfer your data to other parties except when required by law.

Recording other people

FieldBrief records audio during a walk, and it can pick up anyone speaking nearby, including people who don’t use FieldBrief. It is your responsibility to give any required notice and to obtain and document any and all required consent from any and all individuals being recorded, in compliance with all applicable laws. FieldBrief does not give notice or obtain consent for you. See sections 2 and 10 of our Terms of Service.

Retention

Walks, photos, items, and reports are retained for as long as your account is active. Raw walk audio is deleted automatically 90 days after the walk is processed; the transcript, photos, and reports stay. If you delete a walk it is permanently removed within 30 days. If you cancel your account we delete your organization’s data within 90 days of cancellation.

Records of what you agreed to (described above) are the exception: we may keep them after you delete your account or your company’s workspace, for as long as they may be needed to establish, exercise, or defend legal claims, and we use them only for that purpose.

Your rights

You can export, correct, or delete your data at any time by emailing support@fieldbrief.io. Residents of California, the European Union, and the United Kingdom have additional rights under CCPA, GDPR, and UK GDPR; the same address handles those requests.

Children

FieldBrief is a business tool and is not intended for anyone under 18.

Changes

If we make material changes to this policy we will notify the account owner by email at least 30 days before they take effect.

Contact

Questions? Email support@fieldbrief.io. Mail: Rocky River Software, LLC.