Privacy Policy

FieldHaus sits between a Business Customer and that business's own customers and callers (“End Customers”). We handle two categories of personal information differently:

• Business Customer information — information about you and your business when you sign up for and use FieldHaus (account details, business profile, billing contact, staff logins). For this information, FieldHaus is the data controller and this policy describes our own collection and use directly.
• End Customer information — information about the people who call, text, or chat with your business through FieldHaus (names, phone numbers, emails, appointment details, call recordings and transcripts, chat messages). For this information, the Business Customer is the data controller and FieldHaus acts as a data processor / service provider, handling it only as instructed by, and on behalf of, the Business Customer.

If you are an End Customer with a question about your own data, please contact the business you called or messaged directly — they control that data, and we act under their instructions.

Calls to a business phone line connected to FieldHaus are answered by an AI receptionist and are recorded and transcribed so the AI can respond accurately and so the Business Customer can review the conversation. Under Canadian law (Criminal Code s. 184(2)(a)), recording a call is lawful with the consent of at least one participant to the call — consent that the Business Customer, as a participant through their AI receptionist, provides. Where a Business Customer's callers are located in a jurisdiction that requires notice or all-party consent for call recording, the Business Customer is responsible for ensuring their own greeting or FieldHaus configuration provides that notice; FieldHaus provides tools to include a spoken recording disclosure in the AI's greeting on request.

We use personal information to:

• Operate and provide the Service — answering calls and chats, checking availability, booking appointments, and escalating conversations to the Business Customer when needed.
• Train and improve the accuracy of each Business Customer's own AI receptionist using that business's own Business Brain content (we do not use one Business Customer's data to train another's AI).
• Maintain, secure, and troubleshoot the Service.
• Communicate with Business Customers about their account, service updates, and support requests.
• Comply with legal obligations and enforce our Terms of Service.

We do not sell personal information. We do not use End Customer data (caller/chat information) for advertising or marketing purposes.

To provide the Service, FieldHaus shares personal information with the following categories of service providers, each acting under contractual confidentiality and data-protection obligations:

• Anthropic (Claude) — generates AI responses for chat and voice conversations.
• Vapi — real-time voice call orchestration platform.
• ElevenLabs — text-to-speech voice generation for phone calls.
• Twilio — phone number provisioning and call/SMS routing.
• Google (Google Calendar API) — appointment scheduling, with the Business Customer's authorization.
• Supabase / Lovable Cloud — application hosting and database storage.

We do not permit these providers to use FieldHaus data for their own purposes beyond providing their service to us. We may also disclose information if required by law, subpoena, or court order, or to protect the rights, property, or safety of FieldHaus, our customers, or the public.

We retain personal information for as long as a Business Customer's account is active, and for a reasonable period afterward to comply with legal, accounting, or dispute-resolution needs (generally up to 24 months after account closure, unless a longer period is required by law or requested by the Business Customer for their own records). Business Customers may request earlier deletion of their account data, and End Customers may request deletion of their information through the relevant Business Customer.

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information we hold, including encryption in transit, hashed password storage, and access controls limiting who can view account and call data. No system is 100% secure, and we cannot guarantee absolute security, but we work to protect information against unauthorized access, loss, or misuse.

Under PIPEDA and applicable provincial law, individuals have the right to:

• Know what personal information we hold about them and how it is used.
• Request access to, and a copy of, their personal information.
• Request correction of inaccurate information.
• Withdraw consent for further collection or use, subject to legal or contractual restrictions.
• Request deletion of their personal information, subject to legitimate retention needs.

Business Customers can exercise these rights, or make these requests on behalf of their End Customers, by contacting us using the details below. End Customers should generally contact the business they interacted with directly, since that business controls their data; if unsure who to contact, reach out to us and we'll help direct the request.

FieldHaus is intended for use by businesses and their adult customers. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us and we will delete it.

Some of our service providers (including Anthropic, Vapi, ElevenLabs, and others listed above) may process data outside Canada, including in the United States. By using FieldHaus, Business Customers acknowledge that personal information may be transferred to, and processed in, jurisdictions with different data protection laws than Canada. We require our providers to protect information consistently with this policy regardless of where it is processed.

We may update this Privacy Policy from time to time. We will post the updated version on this page with a new “Last updated” date, and for material changes, we will provide additional notice to Business Customers (such as by email).

Questions, requests, or complaints about this Privacy Policy or our handling of personal information can be sent to: FieldHaus Privacy Officer, email privacy@fieldhaus.app. If you are not satisfied with our response, you have the right to contact the Office of the Privacy Commissioner of Canada (priv.gc.ca) or your provincial privacy regulator.