Privacy policy

Effective date: 28 September 2026

This policy explains what the Fieldhand app and this website collect, why, and what we do with it. Fieldhand is operated by Fieldhand Farm LLC ("we", "us"). If anything here is unclear, email legal@fieldhand.farm.

This website

fieldhand.farm is a plain website. It sets no cookies and runs no scripts, analytics or trackers. Like any website, its host (Cloudflare) receives your IP address when you visit, and may keep standard technical logs.

Information you give us

Your account

• Your name, and your email address or phone number.
• Fieldhand has no passwords. You sign in with a one-time code sent to your email or phone. We store only a scrambled (hashed) copy of each code, and it expires.
• If your farm uses a shared tablet in kiosk mode, you may set a short PIN. We store only a hashed copy of it.

Your farm's records

Everything you and your farm's members enter, including:

• machines, tools and their details (make, model, serial number or VIN, notes)
• service history, work orders, maintenance schedules and checklists or forms
• meter readings such as engine hours or mileage
• parts, stock levels and purchase orders
• documents such as manuals, receipts and invoices
• messages between members of your farm

Records show who entered them and when. Your farm's records are visible to members of your farm according to the permissions your farm gives them. A member with permission can also create a time-limited, read-only link that shows one machine's details and history to someone outside your farm, such as a dealer or buyer. Anyone with that link can view it until it expires. Each farm's data is kept separate from every other farm's by the database itself.

Photos, video clips and sound

The app uses your camera to scan QR labels and to take photos or short clips of repairs. It uses the microphone only to record sound with a clip, and your photo library only when you choose a photo or clip to attach. Photos and clips you attach are stored with your farm's records.

When you take a photo in the app, it does not ask the camera for photo metadata such as the place the photo was taken. Photos chosen from your library may still carry that metadata, and we don't currently guarantee to remove it.

Location

• Fieldhand asks for your location only while you are using the app. It never tracks you in the background.
• Location is recorded per machine, not per person. When you scan a machine that has position tracking on, or complete a checklist for it, the app records the machine's position at that moment. The position may also be saved with a meter reading you enter at the same time.
• Position tracking is on by default for tractors, trucks, implements and tools, and off for other kinds of equipment. Your farm can change the default for each kind of equipment, and can switch tracking off for any machine except tools. When tracking is off, the app records no position for that machine and never asks for your location. The machine is also left off the farm map and its position history is hidden.
• A tracking beacon attached to a machine turns position tracking on for it. While in range, the beacon reports the machine's position, running time and battery level to Fieldhand.
• The app also uses your location to centre the farm map on where you are, and to list machines near you in the Quick pane. For the Quick pane, your position stays on your device. Positions are precise GPS coordinates.

Information collected automatically

• Sign-in sessions: when you sign in, we record your IP address and your device or browser type. We use this to keep your account secure and to limit repeated sign-in attempts.
• Server logs: our servers log the IP address, browser type and page or action of each request, for security and troubleshooting. These logs are kept for up to 90 days.
• Error reports: when something goes wrong on our servers, an error report goes to our error-tracking service. Before it is sent, we remove your identity, cookies, IP address and request contents. What remains is the device or browser type and which part of the service failed.
• Notifications: if you turn on notifications in a web browser, we store the details your browser needs to deliver them.
• Change history: every change to your farm's records is logged with who made it and when, so your farm has a complete history.

Cookies

In a web browser, the Fieldhand app uses cookies only to keep you signed in and to run kiosk mode on a shared device. We use no advertising, analytics or tracking cookies.

Storage on your device

So that Fieldhand works without signal, the app keeps a copy of your farm's data on your device. It also keeps any changes you made offline until they sync. On phones this copy is in the app's private storage. In a web browser it is in the browser's storage. On phones, your sign-in is kept in the device's secure storage (the iOS Keychain or the Android equivalent).

This copy is erased when the app is removed from the device, or when the app is pointed at a different Fieldhand server. Signing out does not currently erase it.

How we use your information

We use your information only to run Fieldhand for your farm. That means signing you in, storing and syncing your records, working out when maintenance is due, sending the notifications you ask for, keeping the service secure, and fixing problems.

We do not sell your information. We do not use it for advertising or share it with advertisers. We don't track you across other apps or websites.

Services that handle data for us

Some information passes through other services to make features work:

• Service providers: we use trusted service providers for hosting, file storage, email and text-message delivery (for example, sending your sign-in codes and notifications). They may use your information only to provide Fieldhand. Fieldhand is hosted, and your records, photos and files are stored, in the United States.
• Map imagery: the farm map loads satellite images from Esri (ArcGIS). Esri receives your IP address and the area of the map being shown.
• Manufacturer websites: links to a manufacturer's manuals or parts pages open inside the app, so that website receives your IP address. When you save a link or a manual, our server fetches the page's icon or the manual from that website.
• Directions: if you tap Directions for a machine, Apple Maps or Google Maps opens with that machine's position and name. Nothing is sent unless you tap.
• VIN lookup: when you look up a vehicle by its VIN, the VIN is sent to the U.S. National Highway Traffic Safety Administration's public vehicle database.
• Optional features: these features send data to a search, AI or translation service only when you use them:
  • Manual search sends a machine's make and model, never its serial number or VIN.
  • Reading an ID plate, fuel receipt or invoice from a photo sends that photo. Card numbers are cut to the last four digits before anything is kept.
  • Translation sends the labels of your farm's forms.

How long we keep it, and deleting it

Farm records are history, so Fieldhand does not erase them when they are removed in the app. It marks them as deleted and keeps the change log. We keep your farm's information while your farm uses Fieldhand.

To have your account deleted, email legal@fieldhand.farm. We will delete your account and delete or anonymise your personal details within 30 days. Your farm's records stay with your farm, as described above.

Security

Fieldhand is served over encrypted connections. Sign-in codes, PINs and session tokens are stored only as hashes. Each farm's data is kept separate by rules in the database itself, not only in the app.

Children

Fieldhand is a tool for running a farm and is not directed at children under 13. We do not knowingly collect information from them.

Changes to this policy

If we change this policy, we will post the new version here and update the effective date at the top.

Contact

Privacy questions or requests: legal@fieldhand.farm
General support: hello@fieldhand.farm