NexfieldPrivacy Policy
Effective date: April 28, 2026
Last updated: April 28, 2026
Table of Contents
1. Overview and Scope
Nexfield Office ("we", "us", "our") operates a cloud-based field service management platform available at nexfieldoffice.com and through our iOS and Android mobile applications. This Privacy Policy explains what personal data we collect, why we collect it, how we protect it, who we share it with, how long we keep it, and the rights available to you.
This Policy applies to:
- Administrators and Users who register for and use the Nexfield Office platform
- End Customers whose personal data is stored within the Service by an Organization
- Visitors to our website at nexfieldoffice.com
- Field Agents using the Nexfield Office iOS and Android mobile applications
If you are an End Customer of a business that uses Nexfield Office, that business is the data controller of your personal data. Please direct privacy requests to that business. Nexfield Office processes your data on their behalf.
2. Our Role as Data Controller and Processor
2.1 Data Controller
Nexfield Office acts as a data controller for personal data relating to account registration, billing, and direct communications with Administrators and Users. We determine the purposes and means of processing this data.
2.2 Data Processor
Nexfield Office acts as a data processor for all operational data entered by Organizations into the Service (customer records, jobs, invoices, forms, employee timesheets, location data, etc.). For this data, the Organization is the data controller and Nexfield Office processes data only on its instructions as set out in this Policy and the Terms of Service.
2.3 Data Processing Agreement
Organizations subject to the GDPR or other data processing agreement requirements may request a Data Processing Agreement (DPA) from Nexfield Office by contacting privacy@nexfieldoffice.com.
3. Data We Collect
3.1 Account and Organization Data
- Business name, industry vertical, timezone, and currency preferences
- Administrator name and work email address
- Password (stored as a bcrypt cryptographic hash — plaintext passwords are never stored or accessible)
- Subscription plan, billing cycle, trial status, and feature entitlements
- Billing contact information (name and address) — payment card data is transmitted directly to and stored by Stripe; Nexfield Office never accesses or stores card numbers, CVVs, or bank account details
- Language and locale preferences (stored in a browser cookie)
- Account creation date, last login timestamp, and IP address
3.2 Team Member Data
- Name and work email address
- Assigned role (Admin, Dispatcher, Field Agent, Finance, or Viewer)
- Assigned skills, service zones, and vehicle or location assignments
- Login history, last active timestamp, and session data
- Push notification device tokens for iOS and Android (used to deliver job and delivery alerts)
3.3 End Customer Data (controlled by the Organization)
- Full name or company name, email address, primary and secondary phone numbers
- Billing address and one or more service addresses with latitude and longitude coordinates (geocoded via Google Maps API)
- Customer type (individual or business), acquisition source, and organizational tags
- Complete job, invoice, quote, and contract history
- Portal access tokens (time-limited tokens used to grant self-service access to the customer portal without a login)
- Customer satisfaction ratings and feedback
- Appointment request history
3.4 Operational Data (controlled by the Organization)
- Job details including description, status history, priority, assigned agents, and internal and customer-visible notes
- Invoice records including line items, tax rates, payment status, payment method, and Stripe transaction references
- Quotes, recurring contracts, and associated service definitions and pricing
- Digital form submissions including text, numeric, and date responses; photographs; and digital signatures captured by Field Agents
- Inventory records including SKUs, stock levels by location (warehouse, van, job site), and transaction history
- Expense records submitted by Field Agents including category, amount, description, and approval status
- Timesheet records including clock-in/out timestamps, break records, total hours, and approval status
- Proof of delivery records: recipient name, digital signature image, delivery photograph, GPS coordinates, and timestamp
- File attachments (photos, documents, signed forms) uploaded to jobs, invoices, or form submissions
- SLA and breach records
- Agent check-in and check-out timestamps and GPS coordinates per job
3.5 Location Data
- Real-time GPS coordinates (latitude, longitude), accuracy radius, heading, and speed of Field Agents during active work sessions and delivery runs
- Job-level check-in and check-out GPS coordinates and timestamps
- Delivery stop arrival and completion GPS coordinates and timestamps
- Proof of delivery GPS coordinates at time of capture
Location data is only collected when the Nexfield Office mobile application is actively being used in a work context. Background location tracking is not performed.
3.6 Integration Data
If the Organization enables third-party integrations (Slack, QuickBooks, HubSpot, Salesforce, Zoho CRM), OAuth tokens and relevant operational data are exchanged with the connected platform per the Organization's configuration.
3.7 Technical and Usage Data
- IP addresses, browser type and version, operating system, and device identifiers
- Pages visited, features used, button clicks, and navigation paths within the Service
- API request logs, error reports, and diagnostic data
- Session authentication tokens (JWTs) and refresh tokens
- Cookies used for session maintenance and language preference (see Section 9)
4. How We Use Your Data
Service Delivery
To operate all platform features including job dispatch, invoice generation, delivery route optimization, real-time agent tracking, and customer portal access.
Authentication and Security
To verify user identity, maintain secure sessions, enforce role-based access controls, detect unauthorized access, and prevent abuse.
Payment Processing
To collect invoice payments via Stripe Connect and manage subscription billing cycles, renewals, and plan changes.
Notifications
To send automated SMS and email notifications to End Customers on the Organization's behalf (delivery alerts, invoice requests, portal links), and to send push notifications to Field Agents (job assignments, delivery updates).
Location Services
To display Field Agent positions on the dispatch map, enable geofenced job check-in/out, optimize delivery routes, and share real-time tracking with End Customers during active delivery runs.
Reporting and Analytics
To generate revenue reports, job performance dashboards, agent efficiency metrics, and timesheet summaries within the Organization's account.
Customer Communications
To send service announcements, billing notices, security alerts, and product updates to Administrators.
Legal and Compliance
To comply with applicable legal obligations, respond to lawful requests from government authorities, and enforce our Terms of Service.
Service Improvement
To analyze aggregated, anonymized usage patterns to improve existing features and develop new ones. Individual user behavior is never sold or shared for this purpose.
5. Legal Basis for Processing (GDPR)
For individuals in the European Economic Area (EEA) or United Kingdom (UK), our legal bases for processing personal data are:
Contract Performance (Art. 6(1)(b))
Processing necessary to provide the Service under our Terms of Service, including account management, billing, and core platform functionality.
Legitimate Interests (Art. 6(1)(f))
Processing for security monitoring, fraud prevention, service improvement, and sending relevant service communications. We balance these interests against your rights.
Legal Obligation (Art. 6(1)(c))
Processing required to comply with applicable laws, including financial record-keeping and responding to lawful government requests.
Consent (Art. 6(1)(a))
Where we rely on consent (e.g., optional marketing communications), you may withdraw consent at any time without affecting the lawfulness of prior processing.
Vital Interests / Public Task
In rare emergency circumstances where processing is necessary to protect vital interests.
For special category data (e.g., health data that might appear in expense or timesheet notes), we rely on explicit consent or another applicable Art. 9 basis. Organizations must ensure their own lawful basis for processing employee and customer data through the Service.
7. Location Data and Employee Monitoring
7.1 What We Collect
The Nexfield Office mobile application collects real-time GPS coordinates, accuracy, heading, and speed of Field Agents during active work sessions, job assignments, and delivery runs. Location data is collected only while the app is actively in use.
7.2 Who Can See Location Data
Within the Service, real-time and historical location data is visible to:
- Administrators and Dispatchers within the Organization's account via the live dispatch map
- End Customers — limited to a Field Agent's real-time position during an active delivery run, shared via the Organization's public delivery tracking link
7.3 Retention of Location Data
Real-time location updates are stored in the database and retained for 90 days from collection, after which they are automatically purged. Job-level check-in/out coordinates and proof of delivery coordinates are retained as part of the job record for the lifetime of the account.
7.4 No Background Tracking
Nexfield Office does not request background location permissions. Location data is only collected when the mobile application is open and actively in use. Field Agents retain control over their device's location permissions through iOS and Android system settings.
7.5 Organization's Obligations
Organizations using location-dependent features must: (a) provide clear written notice to Field Agents that GPS tracking occurs during work sessions; (b) obtain all legally required consents; and (c) comply with all applicable laws governing employee monitoring in their operating jurisdictions, including GDPR, UK GDPR, CCPA, and applicable national employment laws. Nexfield Office accepts no liability for the Organization's failure to comply.
8. Customer Portals and Public Links
8.1 Magic Link Portals
The Service enables Organizations to send token-authenticated portal links to End Customers. These links provide access to job status, invoices, quotes, contracts, and online payment — without requiring the End Customer to create an account. The token embedded in the link is the sole access credential. Links expire after a configurable period or can be manually revoked by the Organization.
8.2 Public Delivery Tracking
Public delivery tracking links allow End Customers to view a Field Agent's real-time location during an active delivery run without any login. The Organization generates and distributes these links. The link token is the access control mechanism. Organizations are responsible for ensuring these links are sent only to the intended recipient.
8.3 Quote Approval Portal
Token-authenticated quote approval links allow End Customers to review and approve or decline quotes without logging in. Approval actions (including the customer's decision, timestamp, and optional reason) are recorded in the Service.
10. Data Retention
You may request early deletion of your account data at any time by contacting privacy@nexfieldoffice.com, subject to legal retention requirements.
11. Security
We implement layered security measures to protect your data:
- All data in transit is encrypted using TLS 1.2 or higher
- Data at rest is encrypted using AES-256 on Supabase-managed infrastructure
- Row-Level Security (RLS) is enforced on all database tables, providing strict multi-tenant data isolation — one Organization's data cannot be accessed by another
- JWT-based authentication with short-lived access tokens and secure refresh token rotation
- Role-Based Access Control (RBAC) limits data visibility and actions to the minimum necessary per user role
- Security HTTP headers enforced on all web responses: Content-Security-Policy (CSP), X-Frame-Options, X-Content-Type-Options, Referrer-Policy, and Permissions-Policy
- API credentials, secrets, and keys are stored as encrypted environment secrets and are never embedded in source code
- Stripe PCI-DSS compliance for all payment card data — Nexfield Office never has access to card numbers or CVVs
Despite these measures, no internet-based system is completely secure. We cannot guarantee absolute security. If you discover a security vulnerability, please report it responsibly to security@nexfieldoffice.com.
12. International Data Transfers
Nexfield Office's infrastructure is hosted in the United States (Fly.io IAD region, Vercel, Supabase). If you or your End Customers are located outside the United States, your data will be transferred to and processed in the US.
For transfers of personal data from the EEA, UK, or Switzerland to the US, Nexfield Office relies on Standard Contractual Clauses (SCCs) approved by the European Commission (or equivalent UK transfer mechanisms) with its sub-processors. Copies of applicable SCCs or transfer mechanisms may be requested at privacy@nexfieldoffice.com.
13. Your Privacy Rights
Subject to applicable law, you may have the following rights regarding your personal data. To exercise any of these rights, contact privacy@nexfieldoffice.com. We will respond within 30 days (or within the timeframe required by applicable law).
Note: If you are a Field Agent or End Customer of an Organization, the Organization is the data controller for your operational data. You should direct requests to them first. Nexfield Office will cooperate with Organizations to fulfill such requests.
14. GDPR-Specific Rights (EEA and UK)
If you are located in the European Economic Area or the United Kingdom, you are protected by the General Data Protection Regulation (GDPR) or UK GDPR. In addition to the rights above, you have the right to lodge a complaint with your local supervisory authority. A list of EEA supervisory authorities is available at: edpb.europa.eu. The UK supervisory authority is the Information Commissioner's Office (ico.org.uk).
Organizations using Nexfield Office to process the personal data of EEA or UK residents must ensure they have a lawful basis for doing so. Organizations that require a Data Processing Agreement (DPA) to satisfy GDPR Article 28 requirements may request one at privacy@nexfieldoffice.com.
15. CCPA Rights (California Residents)
If you are a California resident, the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) provide you with specific rights regarding your personal information:
- Right to Know: You may request disclosure of the categories and specific pieces of personal information we have collected about you in the preceding 12 months.
- Right to Delete: You may request deletion of personal information we have collected, subject to exceptions.
- Right to Correct: You may request correction of inaccurate personal information.
- Right to Opt-Out of Sale: Nexfield Office does not sell personal information. We do not share personal information for cross-context behavioral advertising.
- Right to Non-Discrimination: You will not receive discriminatory treatment for exercising your CCPA rights.
- Right to Limit Use of Sensitive Personal Information: We do not use sensitive personal information for purposes other than those permitted under the CPRA.
To submit a CCPA request, contact privacy@nexfieldoffice.com with the subject line "CCPA Request". We will verify your identity before processing the request.
16. Children's Privacy
The Service is not directed to individuals under the age of 18 ("children"). We do not knowingly collect, process, or store personal data from children. If we become aware that a child under 18 has provided personal data, we will take prompt steps to delete such data.
If you believe a child has provided personal data through the Service, please contact us at privacy@nexfieldoffice.com.
17. Data Breach Notification
In the event of a personal data breach that is likely to result in a high risk to the rights and freedoms of individuals, Nexfield Office will:
- Notify affected account Administrators without undue delay and, where feasible, within 72 hours of becoming aware of the breach
- Provide information about the nature of the breach, the categories and approximate number of individuals and records affected, the likely consequences, and the measures taken or proposed to address the breach
- Notify relevant supervisory authorities as required by applicable law (e.g., GDPR Article 33)
- Maintain an internal register of all data breaches in accordance with applicable legal requirements
18. Changes to This Policy
We may update this Privacy Policy from time to time. For material changes — including changes to data collection practices, new sub-processors, or changes to your rights — we will notify account Administrators by email at least 14 days before the changes take effect. The "Last updated" date at the top of this page reflects the most recent revision.
Your continued use of the Service after the effective date constitutes acceptance of the updated Policy. If you object to changes, your remedy is to cancel your Subscription before the effective date.
19. Contact and Data Protection Officer
For privacy-related questions, data subject requests, DPA inquiries, or security disclosures:
Privacy requests: privacy@nexfieldoffice.com
Security disclosures: security@nexfieldoffice.com
General support: support@nexfieldoffice.com
If you are based in the EEA or UK and your concern is not resolved to your satisfaction, you have the right to lodge a complaint with your local data protection supervisory authority.