Privacy Policy

1. Who We Are

InstantField is operated by Epistemic Group, a company based in the Netherlands. We provide a cloud-based field service management platform (the "Service") accessible via web browser and mobile app.

For privacy-related matters, you can reach us at:

2. What Data We Collect

Account & organisation data

• Name and email address of the account administrator and invited users
• Company / organisation name
• Preferred language and currency settings

Operational data

• Jobs, tasks, schedules, and status updates you create within the platform
• Client names, addresses, and contact information you enter
• Work reports submitted by field workers, including timestamps, notes, photos, and signatures
• Location data (a single location stamp recorded at work report submission — not continuous GPS tracking)
• Inventory items and material usage
• Invoices and financial records you generate

Technical & usage data

• IP address and browser/device information collected by our server on each request
• Push notification tokens (if you allow notifications on the mobile app)
• Authentication tokens stored locally on your device (used to keep you signed in)

Payment data

Payments are processed by Stripe. We do not store your full card details or bank account numbers. Stripe may store payment method information on your behalf under their own privacy policy. We store only your Stripe customer ID and subscription status.

3. How We Use Your Data

• Providing the Service — to operate, maintain, and improve InstantField for you and your team
• Billing — to manage your subscription and process payments via Stripe
• Communication — to send you important service-related emails (e.g. subscription status, security notices)
• Push notifications — to notify field workers of job assignments and updates (only if permission is granted)
• Legal compliance — to comply with applicable laws and regulations

We do not sell your data to third parties. We do not use your operational data for advertising purposes.

4. Third-Party Processors

We share data with the following sub-processors only to the extent necessary to operate the Service:

• Stripe — payment processing and subscription management (Stripe Privacy Policy)
• Google / Firebase — push notifications for the mobile app (Google Privacy Policy)
• VPS / hosting provider — server infrastructure where your data is stored and processed within the EU

5. Data Retention

We retain your account and operational data for as long as your subscription is active. If you cancel your subscription or delete your account, your data is permanently deleted from our systems within 30 days, unless we are required to retain it for legal or tax purposes.

Server access logs may be retained for up to 90 days for security purposes.

6. Your Rights

Under the General Data Protection Regulation (GDPR), you have the following rights:

• Access — request a copy of the personal data we hold about you
• Rectification — ask us to correct inaccurate or incomplete data
• Erasure — request deletion of your personal data ("right to be forgotten")
• Portability — receive your data in a structured, machine-readable format
• Restriction — ask us to temporarily stop processing your data
• Objection — object to processing based on legitimate interests

To exercise any of these rights, email us at admin@instantfield.com. We will respond within 30 days.

You also have the right to lodge a complaint with your national data protection authority. In the Netherlands, this is the Autoriteit Persoonsgegevens.

7. Data Security

We use industry-standard security measures including HTTPS/TLS encryption in transit, password hashing, and access controls. Data is hosted on servers located within the European Union.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify active account holders of material changes by email. The current version is always available at this page.

9. Contact