FieldFlow is operated by Potentia Motus Ventures Ltd. For privacy questions, contact us at info@potentiamotus.biz, call +256 394 306 540, or visit potentiamotus.biz.

We may collect:

• Account information — name, email address, password (stored as a secure hash), organization/workspace details, and optional profile fields such as phone, job title, timezone, and avatar.
• Authentication data — when you sign in with Google, we receive your verified email, name, and profile image from Google as permitted by that service.
• Workspace content — templates, visits, assignments, answers, review comments, exports, and evidence files (including photos and optional location metadata you choose to capture).
• Usage and device data— approximate logs needed to operate and secure the service (for example sign-in times, basic error diagnostics, and product events that do not require unnecessary personal detail). Signed-in users can disable optional product-usage analytics in Privacy & Data settings. Required security, synchronization, and accountability records remain active.
• Support communications — messages you send via feedback forms, email, or phone.

We use information to:

• Provide, maintain, and improve FieldFlow
• Authenticate users and protect accounts
• Coordinate field visits, evidence capture, review, and reporting
• Send operational emails (invites, reminders, password resets)
• Respond to support requests and investigate abuse or security issues
• Comply with legal obligations

We do not sell your personal information.

Where applicable data-protection law requires a legal basis, we rely on performance of a contract (providing the service you signed up for), legitimate interests (securing and improving the product), consent (where you choose optional features such as Google sign-in or location capture), and legal obligation where required.

We share information only with processors that help us run FieldFlow (for example hosting, database, email delivery, and file storage providers), with your organization administrators as part of workspace collaboration, or when required by law. Processors act on our instructions and are expected to protect data appropriately.

We retain account and workspace data while your organization uses FieldFlow and for a reasonable period afterward for backups, dispute resolution, and legal compliance. You (or your workspace owner) may request deletion of account or organization data by contacting us.

We use industry-standard safeguards such as encrypted transport (HTTPS), hashed passwords, access controls, and least-privilege server credentials. No method of transmission or storage is completely secure; please use strong passwords and protect device access.

FieldFlow may be hosted on infrastructure located outside your country. Where transfers occur, we take steps appropriate under applicable law to protect personal data.

Depending on your location, you may have rights to access, correct, delete, or export personal data, or to object to certain processing. Signed-in users can download a portable JSON copy of their personal FieldFlow data or change optional analytics in Privacy & Data settings. Workspace owners control organization content. To exercise other rights, email info@potentiamotus.biz. You may also stop using the service and request account closure.

FieldFlow is intended for organizational and professional use. It is not directed to children under 16, and we do not knowingly collect their personal information.

We may update this Privacy Policy from time to time. The “Last updated” date above will change when we do. Continued use of FieldFlow after an update means you accept the revised policy.

Potentia Motus Ventures Ltd
Email: info@potentiamotus.biz
Phone: +256 394 306 540
Website: https://potentiamotus.biz
Privacy Policy URL: https://fieldflow.cc/privacy