Provide and administer FieldScout
Create accounts and agency access, deliver requested workflows, preserve authorized work, process subscriptions, provide support, and communicate about the service.
Your information
Privacy Policy
We use account, billing, source, and customer-work information to operate FieldScout, support you and your team, and protect the service. FieldScout does not sell user data.
Effective and last updated: October 12, 2026
What FieldScout uses
Information we collect and use.
The exact information depends on the tools you and your team choose to use. Each category supports a specific product, administrative, billing, support, or security purpose.
- Account and agency
- Names, work email addresses, usernames, roles, agency membership, agency contact and service-address details, jurisdiction assignment, timezone, and account status support access and administration.
- Billing
- Billing contact, subscription, invoice, cadence, purchased-user quantity, Stripe customer and subscription references, payment status, and consent records support purchasing and account management.
- Customer work and field data
- Jobs, Field Visit Exports, notes, observations, measurements, supported tool inputs and results, and review history preserve work continuity. Authorized workflows identify each Job by its complete service or property address including ZIP code.
- Field photographs
- FieldScout does not accept or retain customer photo files. HVAC Age uses the selected brand and the model and serial number a user enters; it does not process equipment photographs or retain image-derived OCR evidence. When an agency or state program requires field photographs, keep those files in the authorized agency or state-program system of record, not FieldScout.
- Source data
- Program source material, verification records, and official links support jurisdiction-specific guidance and citations.
- Support and communications
- Support requests, business correspondence, safe screenshots, and the operational context an agency chooses to provide support troubleshooting, purchasing, and rollout.
- Security and technical
- Authentication, session, request, audit, payment-confirmation, email-delivery, readiness, error, browser, device, and limited product-use diagnostics help operate, protect, and improve the service. Public-page analytics may use approximate visitor location based on your internet connection (country and, for U.S. page views and showcase interactions, state or region) to help us prioritize useful customer features and guidance for those jurisdictions. This is a general visitor estimate, not your account or property location; analytics does not retain your IP address or precise coordinates.
Why information is processed
How we use this information.
FieldScout uses information to deliver the product, protect the service, and improve supported workflows. FieldScout does not sell user data.
Protect the service
Authenticate users, enforce agency, role, and jurisdiction boundaries, prevent misuse, investigate operational or security issues, and preserve necessary audit history.
Maintain and improve
Diagnose failures, understand bounded product use, maintain source processing, and improve supported workflows without using protected customer identifiers in broad analytics.
Payment information
Payments through Stripe.
Stripe processes checkout and billing-portal activity. FieldScout receives the payment and subscription references needed to confirm and operate the subscription—not raw card numbers.
Customer work
Access to your Job information.
Individual Jobs stay within the owner’s account. Agency Jobs are shared with authorized members of that agency. Your complete service or property address is used to identify the Job within those authorized workflows. We keep it out of public pages, general usage analytics, routine logs, unrelated error reports and feedback, owner-level aggregate reports, exports to other accounts, and test data copied from production.
How information is handled
Access, storage, and your records.
Here’s how we handle access, service providers, device storage, records, and privacy questions.
Access and service
Who may use protected information and which systems support the service.
Agency access and isolation
Authorized agency administrators manage workforce access. Agency, role, object, and jurisdiction checks limit who can open or change protected records. One agency does not receive another agency's customer work.
Service providers
FieldScout may use hosting, storage, monitoring, email-delivery, coarse network-geolocation, and other operational providers to process information only for providing, protecting, and understanding use of the service. Business correspondence may be processed through Google Workspace.
Cookies and sessions
FieldScout uses essential cookies and session technology for sign-in, security, request integrity, and continuity. Public marketing pages may use a first-party analytics identifier with approximate visitor location to help us prioritize useful customer features and guidance for different jurisdictions. This is not an advertising-cookie program. Field Visit temporarily stores field entries on the device so collection can continue when coverage drops. These copies may include protected Job information. Use a protected device. Unsynced entries remain on that device until synchronized or explicitly removed; signing out removes local Field Visit copies. Browser storage clearing or device loss can remove entries that have not reached the Job.
Records and lifecycle
How information is retained, exported, corrected, deleted, or handled after termination.
Retention
FieldScout retains information for the period needed to provide the service, preserve required account, billing, audit, security, provenance, and customer-work history, resolve disputes, and meet applicable obligations. Retention depends on the record and agency workflow; this policy does not state a fixed period.
Export, correction, and deletion
Agency administrators are responsible for appropriate access and record-management requests for their workforce and agency work. Authorized requests may be sent to the privacy contact. Export or deletion may be limited by identity verification, agency authority, immutable history, security, billing, legal, or technical requirements.
Termination
After termination, agencies remain responsible for timely export of needed records. FieldScout may retain or delete information under the applicable service, storage, audit, security, and legal requirements; termination does not guarantee immediate deletion of every record.
Communications and policy
How FieldScout handles incidents, professional use, children’s privacy, and policy changes.
Incident communications
FieldScout uses available agency and account contact information for security or service communications when notice is appropriate. This policy does not promise a particular incident-notice deadline.
Professional use and children’s privacy
FieldScout is offered to Individual professionals and agencies and their authorized workforce for professional residential field and Weatherization work. Individual is a professional subscription, not a household consumer account. The service is not directed to children.
Policy changes
FieldScout may update this policy as the service and its processing change. The public policy will show the effective and last-updated date, and material operational changes may also be communicated through available business contact channels.
Privacy rights and agency administration
Privacy questions and requests.
Individual owners can contact FieldScout directly about their account and records. Agency users should start with their Agency Lead.
Depending on applicable law and the agency relationship, a person may ask to access, correct, export, or delete information. The rights and steps available depend on that law and relationship. Agency administrators validate authority and manage workforce and agency-record requests.