1. Who we are
FieldOne is a sales force automation service operated by The Fine Qubit ("we", "us"). Businesses ("your company") subscribe to FieldOne and give their staff — sales representatives, back-office staff, managers and administrators — accounts to use it.
Your company decides what its FieldOne account is used for and who can see what in it. For the business information your company and its staff put into FieldOne, your company is the controller and we act as its processor, handling that information on its instructions. For the information we need to run and secure the service itself, such as sign-in records, we are the controller.
2. What we collect
| Category | Examples |
|---|---|
| Account details | Your name, work email, phone number, role, the people you report to, and an optional profile picture. |
| Work activity | Work days and meter readings, routes, customer visits, orders, invoices, deliveries, collections and payments, returns, expenses, leave, targets and approvals. |
| Location | The phone's position and the time, recorded when you take a work action in the app (see section 3). |
| Photos and documents | Vehicle meter photos, customer shop fronts, cheques and bank transfer slips, receipts, invoices, delivery notes, return documents and customer registration documents that you choose to take or upload. |
| Voice clips | Short recordings you choose to make to draft an order, a collection, a return, an expense or a note, and the text read from them. |
| Customer business information | Details of your company's customers entered in FieldOne, such as shop names, addresses, contact names and phone numbers, and their orders and balances. |
| Device and technical data | A push notification token for your phone, the app version, and server logs such as sign-in times, IP addresses and error reports, used to run and secure the service. |
We do not collect your contacts, calendar, health data or browsing history, and we do not use advertising identifiers.
3. Location
The app records your location only while it is open and only when you take a work action — for example starting or ending your work day, marking a customer visit, placing an order, recording a collection or a return. There is no background tracking. If you refuse location permission, or the phone cannot get a fix, the action still goes ahead and is recorded without a position.
Your company's administrators can see these recorded positions, including on FieldOne's Live Map, which shows each rep's most recent recorded position for the current day. Maps are drawn with Google Maps.
4. Photos, voice and AI
Some FieldOne features use artificial intelligence to save typing. When you use them, the photo or voice clip — and, where needed, a list of your company's product, customer or bank names to match against — is sent from our servers to Google's Gemini API, which returns the result to us. This is used to:
- read a meter reading, a cheque, a bank slip, a receipt, a printed invoice, a credit note or a delivery note;
- identify a customer from a photo of the shop front, or read the shop's name and address from its sign;
- draft an order, a collection, a return, a route request, a customer record or an expense from what you say.
We do not send your company's name, your account identifiers or other identifiers to Google with these requests. The AI's answer is always a suggestion that you check and can change before saving. You can use every feature without AI by typing the details yourself. Google processes this content as our service provider under its terms for the paid Gemini API.
5. How we use information
- To provide FieldOne to your company — showing each person the records their role allows, and producing invoices, reports and dashboards.
- To send notifications in the app, by push and by email about work events, such as an order needing approval or an invoice being ready.
- To secure the service — authentication, preventing misuse, audit logs of changes, and investigating problems.
- To support you when you or your company contact us.
We do not sell personal information, we do not use it for advertising, and we do not track you across other companies' apps or websites.
6. Who we share information with
- Your company — its administrators and managers see the work records of the people they manage. Other companies using FieldOne cannot see your company's data.
- Linked companies — if your company has linked its FieldOne account with a related company, the people of those companies are shared between them with the same roles, and leave is mirrored between them.
- Service providers we use to run FieldOne:
- Google Cloud (hosting and storage);
- Google Gemini API (the AI features in section 4);
- Google Maps Platform (maps in the app and on the web);
- Firebase Cloud Messaging by Google (push notifications);
- our email delivery provider (notification emails).
- Legal reasons — where the law requires it, or to protect the rights, safety and security of users, your company or us.
7. App permissions
| Permission | Why the app asks |
|---|---|
| Camera | To photograph meters, shop fronts, cheques, slips, receipts, invoices, documents and your profile picture. |
| Photos | To choose an existing photo instead of taking a new one. |
| Microphone | To record a voice clip, and only while you are recording one. |
| Location (while using the app) | To record where a work action took place (section 3). |
| Notifications | To alert you to approvals, invoices and other work events. |
You can change any permission in your phone's settings at any time. Features that need a refused permission will ask again or let you continue without it.
8. Retention and deletion
We keep your company's information for as long as your company uses FieldOne, because it forms the company's business records — orders, invoices, payments and the audit trail. When a person leaves, the administrator deactivates their account; their past work records stay with the company's records.
When your company's subscription ends, we delete or return its data as its agreement with us provides. Copies in our backups are overwritten as the backups expire.
Deleting your account: ask your company's FieldOne administrator, or email us at the address below and we will pass the request to your company and act on its instruction. Voice clips and photos are kept with the record they belong to.
9. Security
- All connections to FieldOne are encrypted with HTTPS.
- Each company's data is kept separate, and the database itself refuses to return another company's records.
- Passwords are stored only as a one-way hash, and sign-in attempts are rate-limited.
- Sign-in tokens on the phone are kept in the phone's secure storage.
- Changes to business records are written to an audit log.
No system is perfectly secure. If you believe your account has been misused, tell your administrator and contact us straight away.
10. Your rights
Depending on where you live — including under Sri Lanka's Personal Data Protection Act, No. 9 of 2022 — you may have the right to:
- ask for a copy of your personal information;
- have it corrected;
- have it deleted, or its use restricted;
- object to its use;
- withdraw consent you have given.
Because your company controls its FieldOne data, please contact your company first. You may also contact us; we will help, or pass your request to your company. You also have the right to complain to your data protection authority.
11. Children
FieldOne is a business tool for employees and is not directed at children. We do not knowingly collect information from anyone under 18.
12. Changes to this policy
If we change this policy, we will update the effective date above. For significant changes, we will also tell your company's administrators before the change takes effect.
13. Contact
The Fine Qubit — FieldOne privacy
Email: info@thefinequbit.com