1. What this covers
This explains what SyncField collects, why, who else sees it and how long we keep it. It covers both the people who use the product — your office staff and technicians — and the customer records you enter about third parties.
2. What we collect
- Account details — business name, your name, email, and the logins you create.
- Operational records — customers, sites, addresses, jobs, services, parts, invoices and certificates you enter.
- Location — where a technician is when they start travel, arrive and complete a job.
- Photos — proof images, stamped with time, location, technician and job number.
- Technical data — IP address, browser, and a log of significant actions in your account.
We do not collect card numbers. Payment details go directly to our payment processor and never reach our servers.
3. Location and photos
These are the most sensitive things the product holds, so they are worth being specific about.
Location is captured at three moments — travel start, arrival, completion — and not continuously. If a device cannot get a fix, the record says so rather than substituting the site's address, so a stamp either reflects where someone actually was or admits it does not know.
Photos are stored privately. They are never served from a public URL; every view is authenticated and logged.
4. Who else processes your data
We use these providers, and only for the function named:
- Stripe — card payments and subscription billing.
- Google Maps Platform — turning addresses into coordinates, and drive times for route planning.
- Xero, QuickBooks Online or MYOB — only if you connect one, and only to send invoices and contacts you have chosen to sync.
- Our hosting and email providers — to run the service and send the notifications you have enabled.
Each account's data sits in its own database. We do not pool records between customers for any purpose.
5. How long we keep it
Operational records are kept while your account is active. Proof photos are retained according to your tier — 24 months on Professional — after which they are deleted automatically.
After you close your account you can still sign in to reactivate it or export your data — including uploaded files — for 90 days. After that the account and everything in it is permanently deleted. Backups age out within a further 30 days.
6. Your rights
You can access, correct, export or delete the data in your account at any time from within the product. If someone whose details you hold asks you to action a privacy right, you can do it yourself — you do not need to go through us.
Where we hold data about you as our customer, write to us and we will action the same rights.
7. Security
Traffic is encrypted in transit. Photos and documents are stored privately and served only to authenticated users. Each account is isolated at the database level. Access by our staff to a customer account is possible for support, is recorded, and is shown to you in the product while it is happening.
8. Changes
If we change this policy we will publish the new version here with a new version number. Where a change materially affects you, we will tell you before it takes effect.
9. Contact
Privacy questions, or a request about your own data, go to the contact address published on our site.