Privacy Policy

Effective October 28, 2026. Last updated November 5, 2026.

1. Who we are

FieldSummit is field-service software for HVAC and similar contractor companies. It includes a price book, dispatch board, technician app, good/better/best estimates that contractors share with their customers by secure link, invoices, an owner dashboard, optional AI features and an optional GPS tracking and route planning add-on.

FieldSummit is operated by RoadReviveGarage, an Illinois limited liability company (“FieldSummit”, “we”, “us”). You can reach us about privacy at support@fieldsummitapp.com.

This policy covers:

• our website at fieldsummitapp.com, including the demo request and contact forms;
• the FieldSummit demo;
• the FieldSummit service used by contractor companies and their staff; and
• homeowners and other customers of those contractors who view estimates or other pages a contractor sends them through FieldSummit.

FieldSummit is in pre-launch. Subscriptions are not yet on sale and no payment is taken on this website. Where this policy describes something that will start when subscriptions open, it says so.

2. Our two roles

• Information we control. For website visitors, people who request a demo or contact us, and contractor account and billing details, we decide how the information is used. This policy explains how.
• Information we handle for contractors. When a contractor puts information into FieldSummit about its own customers, jobs, equipment, estimates, invoices, photos and staff (“Customer Data”), the contractor decides what goes in and how it is used. For Customer Data we act as the contractor’s service provider and processor, under our Data Processing Addendum. We use Customer Data only to provide the service to that contractor and as that contractor instructs.

If you are a homeowner or other customer of a contractor that uses FieldSummit, the contractor is responsible for your information. Please contact the contractor first with questions or requests. If you contact us, we will pass your request to the contractor and help them respond.

3. What we collect

Website visitors

• Demo request and contact forms. When you send a form, we collect what you type into it. Depending on the form, this can include your name, email address, company, phone number (optional), trade, number of technicians, current software, preferred contact time, plan interest, topic and your message. We also record which form you used, which page it was sent from, when it was received and a random record number.
• Spam protection. To block spam and repeat submissions, our server turns your email address, your network (IP) address and the submitted content into keyed one-way hashes. Temporary rate-limit and duplicate-check records expire and are cleared during later submissions. A hash of the submitted content is also kept with the form record. We do not store a readable IP address in that form record.
• Hosting. The website is hosted by Cloudflare. Like any web host, Cloudflare processes your IP address and normal request details to deliver pages and protect the site from attacks.
• Fonts and graphics library. Our pages load fonts from Google Fonts and a 3D graphics library from jsDelivr. Your browser contacts those services directly, so they receive a normal web request, including your IP address and browser details. Their own privacy policies apply to that request.
• No cookies, analytics or advertising trackers. Our website does not set cookies, does not use browser storage to track you, and does not run analytics or advertising trackers.

Demo users

Demo access is given on request with an access code. The demo uses a fictional sample company and made-up customers. When you use the demo, the app uses a sign-in cookie to keep your session working and may record actions you take in the demo. Please do not enter real customer information or other real personal information into the demo. We may reset or delete demo data at any time.

Contractor account holders and staff

• Account details. Name, email address, role and company, and the sign-in details needed to give each user their own account.
• Sign-in cookie. The app uses one strictly necessary sign-in cookie that keeps you signed in. It cannot be read by page scripts and is sent only over secure connections in our live environments. We keep session records to keep you signed in and to protect accounts.
• Activity records. We keep an audit trail of important actions in an account, such as changes to estimates and invoices, to help contractors and us understand what happened and to protect accounts.
• Billing details (when subscriptions open). Subscription payments will be handled by Stripe on Stripe-hosted pages. Stripe collects your card or bank details directly. We receive your plan, billing contact, payment status and limited card details such as brand and last four digits. We do not receive or store full card numbers.
• Support messages. What you send us when you ask for help.

Customer Data held for contractors

At a contractor’s direction, FieldSummit stores information such as: customer names, contact details and service addresses; job records, notes and history; equipment details and data-plate information; photos, video and voice transcripts attached to jobs; estimates, invoices, line items and payment records; forms, schedules and dispatch details; and price book and purchasing records.

Invoices in FieldSummit can record a payment received outside the app, such as cash, check, card or bank transfer. Online card payments inside the app are not available yet, and FieldSummit does not store the card numbers of contractors’ customers.

Homeowners and other customers who view estimates

When a contractor sends you an estimate or similar page by secure link, we show you the information the contractor has prepared. When you open the link or respond to it, we record events such as when the estimate was viewed, which option was chosen and whether it was approved, so the contractor can see the result. These records can include a hashed version of your IP address and a short summary of your browser type, which we use to help protect the link from misuse.

Online booking

A contractor can publish an online booking page. When a homeowner books a visit there, we collect the details they enter (such as name, contact details, service address and what they need) for that contractor, as its service provider. That information becomes part of the contractor’s Customer Data.

Maps

The app uses Google Maps Platform to display job locations and support route planning. Job addresses and, when used by the GPS add-on, technicians’ device locations are sent to Google. Google also receives technical request information, including IP addresses. Google processes this information under its own terms and privacy policy and may retain and use it to provide and improve Google products and services. For personal data covered by Google’s controller terms, Google acts as an independent controller rather than solely as our processor. See our Sub-processors page for details.

QuickBooks Online

If a contractor connects its QuickBooks Online account, FieldSummit sends the customer, invoice and payment records the contractor chooses to sync to Intuit. Intuit handles that data under the contractor’s own agreement with Intuit.

Location data (GPS add-on)

If a contractor turns on the optional GPS tracking and route planning add-on, the technician app may collect the location of a technician’s device while the technician is using it for work, so the contractor can see where technicians are and plan routes. This is Customer Data that we handle for the contractor. The contractor decides whether to turn it on and is responsible for telling its staff and getting any consent the law requires.

No biometric information

FieldSummit does not collect, capture, store or use biometric identifiers or biometric information, such as fingerprints, face geometry, retina or iris scans, or voiceprints, as those terms are used in the Illinois Biometric Information Privacy Act. Photos are used to document equipment and jobs, not to identify people. Voice features turn speech into text; they do not create voiceprints or identify who is speaking.

4. How we use information

• To provide, maintain and support FieldSummit and the demo.
• To answer demo requests and messages and to talk with you about FieldSummit.
• To set up and manage accounts and, when subscriptions open, to bill for them.
• To keep the website and service secure, prevent spam and abuse, and investigate problems.
• To fix bugs and improve the service. When we use information to measure how the service performs, we use it in a form that does not identify contractors’ customers.
• To send service and account messages, such as security notices and notices of changes to our terms.
• To meet legal obligations and enforce our terms.

We use Customer Data only to provide the service to the contractor that owns it, as described in our Data Processing Addendum. We do not use Customer Data to market to a contractor’s customers.

5. AI features

FieldSummit’s optional AI features include a technician assistant, photo analysis and voice transcription. AI features come only with plans that include them, which include monthly AI credits. These features use the OpenAI API.

• What is sent. For the technician assistant, the app sends OpenAI a structured summary of the job being worked on: the customer’s concern, what the technician has observed or confirmed, equipment details, measurements, checks done, summaries of evidence and reference material. For photo analysis, the photo the technician selects is sent with its photo type. For voice features, audio is sent to be turned into text. Because these details are written or recorded by contractor staff, they may sometimes include personal information, such as a name or address in a note. The app does not send a contractor’s customer list to OpenAI.
• When it is sent. Data is sent to OpenAI only when AI features are enabled for the account’s environment and plan and a user uses one of them.
• How OpenAI handles it. OpenAI processes this data as our service provider under its API terms. OpenAI’s API terms say it does not use data sent through its API to train its models unless the account owner opts in to sharing. We do not opt in to sharing Customer Data for training. OpenAI may keep API data for a limited period to monitor for abuse, as described in its terms.
• People make the decisions. AI output is a suggestion. Technicians review it and decide what to accept, change or reject. AI output can be wrong or incomplete. FieldSummit does not use AI to make decisions about people that have legal or similarly significant effects.

6. Who we share information with

We do not sell personal information. We do not share personal information for cross-context behavioral advertising or targeted advertising.

We share information only as follows:

• Service providers and other recipients. We use third parties for hosting, email, AI, payments and mapping. Our service providers process information for us under contractual restrictions. Google Maps Platform processes information under its own terms as described in section 3. Services a contractor chooses to connect, such as QuickBooks Online, process information under that contractor’s agreement with the provider. Our Sub-processors page distinguishes these roles and explains what information each receives.
• Contractors. Information a homeowner provides through an estimate link or similar page goes to the contractor who sent it.
• Legal reasons. When we believe in good faith that the law requires it, such as a valid subpoena or court order, or when needed to protect the rights, property or safety of FieldSummit, our customers or others. Where the law allows, we will tell a contractor before disclosing its Customer Data so it can respond.
• Business transfers. If FieldSummit is involved in a merger, acquisition or sale of all or part of its business, information may be transferred as part of that deal. A successor must continue to protect previously collected information consistently with the commitments that applied when it was collected. Before materially changing those uses, the successor must give any required notice and obtain any consent or other authorization required by law. A transfer does not itself expand the permitted uses of Customer Data under our Data Processing Addendum.
• At your direction. When you ask us to share information, or a contractor directs us to share its Customer Data.

7. Where information is processed

FieldSummit is run from the United States. The FieldSummit app and its database are currently hosted by Railway in its US East (Virginia, United States) region, so information in the app is stored and processed in the United States. Some of our service providers operate global networks and may process information in other countries. When they do, we require them to protect it as described in this policy.

8. How long we keep information

• Demo requests and contact messages: during pre-launch, demo requests, contact messages, their submission hashes and internal notification records are kept without an automatic deletion deadline. Contact us to ask for access, correction or deletion, and we will handle your request as the law requires.
• Spam-protection records (hashes only): short-lived. Duplicate checks cover 10 minutes and rate limits cover windows of up to one day; expired records are cleared as part of normal operation.
• Sign-in sessions and estimate-link security records: kept for operational and security purposes. How long depends on the configuration of the environment that stores them; we are not currently promising fixed deletion periods for these records.
• Customer Data: kept while the contractor’s account is active. When subscriptions open, a contractor whose account ends will be able to ask for an export for 30 days, and we will then delete Customer Data within 90 days after the account ends, except for copies in backups, which are described below.
• Backups: we keep database backups for recovery. How long backups are kept depends on the configuration of the environment; we are not currently promising a fixed backup deletion period. Deleted data leaves our backups as older backups are removed.
• Account and billing records: kept while the account is active and afterward for as long as needed for tax, accounting and legal purposes, generally up to seven years.
• Demo data: may be reset or deleted at any time.

We may keep information longer when the law requires it, or to resolve a dispute or enforce our terms, and only for as long as that need lasts.

9. Security

We use reasonable, industry-standard measures to protect information, including encryption in transit (HTTPS), secure sign-in cookies, separation of each contractor company’s data from other companies’ data, role-based access inside each account, verification of signed messages from our payment provider, keyed hashing of IP and email addresses for spam protection, request-size limits, limited staff access and regular database backups. No system is perfectly secure, and we cannot guarantee that information will never be accessed without permission. We do not claim any third-party security certification.

If we learn of a breach of security that affects your personal information, we will notify you as required by law, including the Illinois Personal Information Protection Act, in the most expedient time possible and without unreasonable delay. Where Customer Data is affected, we will notify the affected contractor without undue delay after becoming aware of a Security Incident, and sooner whenever applicable law requires. Where 815 ILCS 530/10(b) applies, we will notify the owner or licensee immediately following discovery if covered personal information was, or is reasonably believed to have been, acquired by an unauthorized person. We will provide the information then available and supplement it as our investigation continues; we will not delay a legally required notice pending confirmation or completion of the investigation. See our Data Processing Addendum. Where the law requires, we will also notify the Illinois Attorney General or other authorities.

10. Your choices and rights

• Website visitors and demo requesters can ask us to access, correct or delete the information we hold about them. Email support@fieldsummitapp.com.
• Contractor staff can update most account details in the app or ask their company’s account administrator.
• Homeowners and other contractor customers should contact the contractor that holds their information. We will help the contractor respond.
• Emails from us. You can opt out of marketing emails at any time by replying or using the unsubscribe link. We will still send messages needed to run your account.

We respond to requests within 45 days. We may need to confirm your identity before acting on a request, usually by asking you to reply from the email address we have on file.

11. US state privacy rights

Depending on where you live, including California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon and other states with privacy laws, you may have some or all of these rights about personal information we control:

• to know what personal information we collect, use and disclose, and to get a copy of it in a portable format;
• to correct inaccurate personal information;
• to delete personal information;
• to opt out of the sale or sharing of personal information, targeted advertising and profiling that has legal or similarly significant effects. We do not do any of these things;
• to limit the use of sensitive personal information. We use sensitive personal information, such as account sign-in details, only for purposes the law allows without an opt-out;
• not to be treated differently for using these rights.

To use these rights, email support@fieldsummitapp.com. You may use an authorized agent; we may ask the agent for proof that you authorized them and ask you to confirm your identity with us. If we decline your request, you may appeal by replying with “Appeal” in the subject line. We will answer an appeal within 45 days, or within any shorter period the law sets for your state. If you are not satisfied with our answer, you may contact your state attorney general.

We honor these requests whether or not a particular state law applies to us.

In the last 12 months, for the purposes in section 4, we have collected these categories of personal information:

• Identifiers and contact details: name, email, phone, company and, in hashed form, IP address. Sources: you and your browser. Disclosed to: hosting and email providers.
• Professional information: company, trade, team size and current software. Source: you. Disclosed to: hosting and email providers.
• Internet activity: requests to our website and, for estimate links, view and response events with a hashed IP address and browser summary. Source: your browser. Disclosed to: hosting providers.
• Account sign-in details (sensitive personal information), for app users. Source: you. Disclosed to: hosting providers.

Personal information in Customer Data, including the location of technicians’ devices when the GPS add-on is on, is handled for contractors as their service provider. Requests about that information go to the contractor.

12. Children

FieldSummit is for businesses and is not directed to anyone under 16. We do not knowingly collect personal information from anyone under 16. If we learn that we have, we will delete it. If you believe a child has given us personal information, contact us.

13. Changes to this policy

We may update this policy. We will post the new version here with a new “Last updated” date. If we make a material change, we will tell contractor account holders by email or in the app at least 30 days before it takes effect, and we will note the change on this page.

14. Contact

RoadReviveGarage
support@fieldsummitapp.com