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For account-owner data, billing/contact data, and our own website/app operations, FieldRobin generally acts as the controller.

For customer, lead, job, invoice, review, message, and similar business records that our service-business customers upload or generate in the product, FieldRobin generally acts as a processor or service provider on behalf of that account holder. That business is responsible for its own notices, lawful bases, consents, and instructions for those records.

Website: https://fieldrobin.com
Support and privacy requests: support@fieldrobin.com

Account data: name, email, login details, business profile information.

Security and access data: password hashes, session/token metadata, MFA enrollment/confirmation metadata, login attempt controls, and audited admin-support access events.

Business records: customers, leads, jobs, quotes, invoices, notes, reminders, and related workflow status.

Review and reputation data: review request settings, outbound message content, delivery channel (SMS, email, or both), send and follow-up timestamps, link click events, manually logged reviews, and—when you connect Google Business Profile—Google account identifiers, selected location metadata, synced public reviews, and replies you post through FieldRobin.

Communications data: support messages and service notifications.

Technical and usage data: device/app/browser metadata, log events, diagnostics, and feature interactions.

AI workflow data: prompt context, model outputs, and approval/rejection actions needed to provide AI-assisted features safely.

If you visit a business website that uses FieldRobin customer chat, FieldRobin processes your chat messages and visitor-session and widget metadata on that business's behalf. If you submit a service request, we also process the details you enter in the request form for that business.

FieldRobin uses first-party cookies and similar storage to keep you signed in, remember app state, apply locale/theme preferences, and protect sessions.

Examples include an HttpOnly authentication cookie used by the API, a session marker cookie used to validate whether a browser session is still active, and preference cookies for locale or UI theme. We may also use local storage for non-sensitive UI preferences. These technologies are used for product operation, reliability, and security rather than to let you store raw API bearer tokens in readable browser storage.

Depending on features you use, the iOS app may request camera, microphone, photo library, notifications, or similar permissions.

We use data to provide and secure the Service, process subscriptions, sync your account across devices, run requested automations (including review requests and follow-ups you configure), improve reliability, detect abuse, provide support, and meet legal obligations.

When you use review request features, FieldRobin processes customer contact details and message content you provide or generate so messages can be delivered on your behalf. We record delivery status, timestamps, and link engagement to help you operate follow-ups responsibly.

You are responsible for having a lawful basis and any required consent before contacting customers by SMS or email, including automated review requests and follow-ups. Do not upload or message contacts who have opted out or asked not to be contacted.

SMS programs may support standard opt-out and help keywords (for example STOP and HELP) where configured. Quiet-hour settings in your workspace are applied to reduce off-hours sends when enabled.

If you request help from FieldRobin support, authorized platform personnel may need temporary access to your account to diagnose or resolve issues.

Where support impersonation is enabled internally, FieldRobin uses short-lived, audited support sessions with explicit reason capture, separate restore controls, admin MFA requirements, and restrictions against impersonating privileged platform-operator accounts. We use these sessions to provide support, security review, abuse response, or account recovery assistance and log them for audit and security purposes.

Google Business Profile access is optional and requires your explicit OAuth authorization. FieldRobin only accesses Google Business Profile businesses and locations you are authorized to manage, and only to support GBP features (location selection, review sync, and publishing/deleting replies you approve).

While connected, we store encrypted OAuth tokens, selected Google account/location resource identifiers, token status, sync timestamps, imported review records, optional notification subscription metadata, and audit events needed to operate the integration.

If you disconnect, FieldRobin revokes tokens where possible, deletes stored access/refresh tokens, marks the integration disconnected, disables future sync, and blocks future Google API calls for that connection. FieldRobin also disables and clears stored Google notification subscription state for that connection. By default, FieldRobin purges raw imported Google review content (for example review text, reviewer names, and direct review URLs) and retains only minimal metadata needed for operations and audit (for example internal IDs, Google resource identifiers when needed, aggregate-compatible rating records, sync/disconnect timestamps, and non-sensitive audit events). You may choose a stronger disconnect option that deletes imported Google review rows.

We process personal data under one or more of: contract performance, legitimate interests, legal obligations, and consent where required (including marketing or outreach where applicable law requires opt-in consent).

AI features may process selected business-record content to generate drafts, summaries, and recommendations. Outputs should be reviewed before customer-facing use. Google review text may be processed to draft replies when you use those features. FieldRobin does not train its own models on customer chat messages.

For customer chat, when a business enables AI replies, the visitor's message and selected excerpts from that business's approved FAQ or website sources may be sent to OpenRouter and the exact provider endpoint FieldRobin has reviewed and pinned for customer chat. If no exact endpoint is configured, FieldRobin does not send customer data to an AI provider. Contact and service details entered in the separate service-request form are not included in the AI prompt; details a visitor types into a chat message may be sent. The production route uses OpenRouter's azure/swedencentral endpoint for openai/gpt-6-luna-pro. FieldRobin requests data_collection=deny and zdr=true, orders that endpoint first, allows only that endpoint, and disables fallbacks. OpenRouter currently lists this exact endpoint as zero-data-retention (ZDR) and says an endpoint's policy can differ from the provider's general policy, including through special agreements. Microsoft's general Foundry documentation says prompts and completions flagged by abuse monitoring may be stored for review by authorized human reviewers. FieldRobin has not independently confirmed whether that general process applies to OpenRouter's exact route. FieldRobin may store a keyed hash of eligible normalized questions and encrypted answers for up to seven days to reuse exact repeats without a new AI-provider call. Reuse is limited to the same approved source revisions, model, endpoint, and language. Similar-question matching is off by default; if enabled after review and notice reconfirmation, an eligible normalized question is sent to a configured OpenRouter embedding model and endpoint, and its encrypted vector is kept for up to seven days. Do not send sensitive information through chat. A human team member can review and reply to the conversation. Chat does not book a service or record marketing consent.

OpenRouter provider logging and endpoint terms · OpenRouter request-level data controls

On September 14, 2026, FieldRobin verified that Input & Output Logging and Broadcast were off for the production OpenRouter workspace and that its setting allowing input/output use for product improvement was off. Private Input & Output Logging had been on earlier. OpenRouter says disabling it does not delete previously logged content and that logged prompts and completions may be kept for at least three months and longer. No public customer-chat visitor messages had been accepted before the pilot launch. OpenRouter still stores request metadata, such as token counts and latency. FieldRobin keeps customer-chat transcripts and linked service requests that have not been converted into business records for up to 90 days. Visitor-session identifiers expire within 30 days, and restricted support exports expire after 24 hours. Customer-chat answer-cache entries and, when semantic matching is enabled, encrypted question embeddings expire within seven days and are deleted when a source is revised, approved, or revoked.

We do not sell personal information. We share data with service providers as needed to provide and secure the Service, including hosting and storage, email and SMS delivery, payment processing, AI/model providers, fraud and security tools, and Google APIs when you connect Google Business Profile. Provider terms and data-handling practices vary. For customer-chat AI, see the OpenRouter disclosure above. We also disclose data when legally required.

We retain data as needed to provide the Service and for legal and business purposes. Customer-chat transcripts and linked service requests that have not been converted into business records are scheduled for removal after 90 days. When a service request is converted, the business record remains and FieldRobin removes its chat-transcript provenance. Visitor-session identifiers expire after up to 30 days. Customer-chat support exports expire after 24 hours. Customer-chat answer-cache entries and, when semantic matching is enabled, encrypted question embeddings expire within seven days and are deleted when a source is revised, approved, or revoked. Provider-side retention is governed by the applicable endpoint terms and settings described above. Operational logs are typically retained for up to 12 months. Certain security, billing, tax, dispute, fraud, and audit records may be retained longer where required or reasonably necessary.

We use reasonable technical and organizational safeguards, including encryption in transit, encrypted storage for sensitive integration tokens, access controls, login abuse protections, session revocation, and MFA support for privileged platform users. No method of transmission or storage is perfectly secure.

Depending on your location, you may request access, correction, deletion, portability, or restriction/object to processing. End customers who receive messages from your business should contact you first; we will assist account holders with lawful requests about data processed on their behalf.

For a message or request submitted through a business's chat, contact that business first. FieldRobin will assist the business with requests about data processed on its behalf.

You may delete your account from authenticated settings/API or by contacting support. On account deletion, FieldRobin deletes product data tied to that account, including Google Business Profile OAuth credentials, connection settings, account/location mappings, imported reviews, replies stored in-product, GBP sync state, and related tenant records. We retain only records strictly required for legal, tax, fraud, security, or billing compliance where applicable.

California: we do not sell/share personal information for cross-context behavioral advertising as defined by applicable California law. EEA/UK: you may lodge complaints with supervisory authorities.

The Service is not directed to children under 13 (or higher where required).

Data may be processed in countries other than where you live with required safeguards.

We may update this policy periodically and will post a new effective date on fieldrobin.com.

Privacy questions: support@fieldrobin.com