Built for trust in the field.

Information You Provide

When you create a FieldLoom account, we collect:

• Email address — used for account authentication and essential account communications
• Name — used for account personalization and to attribute inspection reports
• Business information — company name, license number, logo (optional) — used to brand inspection reports

When you use FieldLoom to conduct inspections, you create and store:

• Customer information — names, addresses, phone numbers, and email addresses of your customers
• Equipment information — make, model, serial number, refrigerant type, and service history of HVAC equipment you inspect
• Inspection data — measurements, readings, findings, and notes you enter during inspections
• Photos — images you capture during inspections, including any annotations you add
• Customer signatures — digital signatures captured at the end of inspections
• Estimates, invoices, agreements and payments — line items, prices, approval status, and payment records (card details are handled by Stripe and never stored by FieldLoom)
• Messages — the text and email messages you send to customers through FieldLoom, replies you receive, and the consent status you record for each customer
• Voice and audio — dictation is transcribed on your device; if you use "Listen for Issues", a short audio clip of running equipment is analysed by our AI provider (see the AI section) and is not kept by FieldLoom
• Location — only when you allow it, for weather conditions on the report, maps and driving ETAs, en-route arrival tracking you choose to send a customer, and the Crew fleet map (see Device Permissions)
• Leads — if you turn on missed-call text-back, the phone number and time of calls to your FieldLoom business number
• Inventory and expenses — parts, stock levels, receipts and job costs you record

Information We Do Not Collect

FieldLoom does NOT collect:

• Your contacts list, calendar, or other device data outside the app
• Your location when you have not granted location permission, and never in the background unless you have joined a Crew team and turned on the fleet map
• Continuous or background audio. The microphone is only active while you hold the dictation button or run a ten-second "Listen for Issues" recording
• Your customers' data for any purpose other than operating the service for you
• Advertising identifiers (IDFA / Android Advertising ID), cross-app tracking, or data shared with ad networks
• Payment card numbers (collected and stored by Stripe only)
• Health data, biometric data, or sensitive personal information

We do not sell, rent, or share your data with third parties for marketing purposes. Ever.

Device Permissions

FieldLoom asks for each permission only when you first use the feature that needs it. You can change any of them later in your phone's Settings.

• Camera — photographing equipment and findings, scanning nameplates, gauge screens, part labels and QR codes. Images are processed on your device unless you send one to Photo Diagnosis.
• Photo library — importing photos and your company logo, and saving annotated photos back to your library if you choose.
• Microphone and speech recognition — dictating findings, notes and readings. Transcription runs on your device using Apple's speech frameworks (and the Android speech recogniser on Android). "Listen for Issues" records about ten seconds of equipment sound and sends that clip to Google Gemini for analysis; the clip is deleted from your device afterwards and FieldLoom does not store it.
• Location (while using the app) — fetching current outdoor weather for the report via Apple WeatherKit, showing job addresses on a map, and computing a driving ETA when you send an "on my way" text. If you send a customer an arrival-tracking link, your position is shared with that customer through the link while you are en route; the link expires after four hours.
• Location (always / background) — requested only if your company uses FieldLoom Crew and the fleet map is turned on, so a dispatcher can see technician positions during the workday. Solo accounts are never asked for background location.
• Bluetooth — connecting HVAC instruments and card readers for Tap to Pay. FieldLoom does not scan for other devices.
• Notifications — job reminders, booking requests, customer replies and team updates, delivered through Apple Push Notification service and Firebase Cloud Messaging.
• NFC (Android) — Tap to Pay card acceptance through Stripe.

AI Features: On-Device First, Cloud Fallback

FieldLoom includes an AI copilot: Photo Diagnosis, Listen for Issues, Voice Inspect, Predict Equipment Health, Smart Pricing, Predict Parts, Homeowner Report, executive summary, finding polish, estimate scope, photo captions, nameplate extraction, report and message translation, and an HVAC assistant chat. This section explains where that processing happens and what leaves your device.

On your device

On iPhones and iPads with Apple Intelligence (iOS 26 and later), the AI features run first on Apple's on-device Foundation Models. Speech recognition, text recognition in photos (Vision), nameplate and gauge scanning, and English/Spanish translation also run on the device using Apple frameworks. Nothing processed this way is sent to FieldLoom or to any AI provider. Apple Writing Tools, available in text fields, are an Apple system feature governed by Apple's privacy policy and your device settings.

In the cloud: Google Gemini

When a device does not have Apple Intelligence, when the on-device model cannot complete a request, or for features the device cannot do (sound analysis in "Listen for Issues"), FieldLoom sends the request to Google Gemini (currently the Gemini 2.5 Flash model), accessed through Firebase AI Logic. The Android app uses Gemini for all AI features. Depending on the feature, the request contains:

• The text needed for that feature: readings, findings, equipment make and model, visit type, your pricebook rates, the checklist labels, or the transcript of what you dictated
• The customer's name when writing the homeowner page of a report (no address, phone or email)
• A photo you specifically chose to analyse
• A ten-second audio clip you specifically chose to record
• Text you asked to be translated, including a customer text message when you tap translate in the inbox

We do not send your customer list, payment data, signatures, account credentials or your full job history to Gemini. Requests are sent over TLS and do not include your name, email or account identifier. Google processes this data as our service provider under the Gemini API Terms and Google's privacy policy. FieldLoom uses Google's paid Gemini API services, under which Google does not use prompts or responses to train its models; Google may retain them for a limited period to detect abuse.

What FieldLoom records about AI use

To manage cost and quality, FieldLoom logs which AI feature you used, whether it ran on-device or in the cloud, the model name, response time, token counts, whether the call succeeded, and whether you accepted or edited the result. These logs do not contain the content of the request or the response. Cloud AI is capped per company per month (1,000 calls on paid plans, 150 during the free month); the on-device features and all calculations keep working after the cap.

Your control

• Every AI feature is started by you. Nothing is analysed automatically.
• No AI result is written to a job until you accept it. Accepted results are stored as ordinary findings, readings or report text.
• Measured values on reports are calculated by FieldLoom's HVAC engine, not by AI, and are labelled as such. AI estimates carry a "verify" label.
• FieldLoom does not train AI models on your data, and does not permit its providers to do so.
• You can avoid cloud AI entirely by using FieldLoom on a device with Apple Intelligence and not using "Listen for Issues", or by not using the AI features at all. The rest of the app does not depend on them.

Third-Party Services We Use

FieldLoom uses the following third-party services to operate. Each is listed with what data it sees and why:

Apple

• App Store and StoreKit — subscription purchases and the free month. Apple handles payment; we receive a transaction identifier and subscription status, never your card.
• Sign in with Apple — optional account sign-in.
• Apple Intelligence, Speech, Vision, Translation and Writing Tools — on-device processing described in the AI section.
• WeatherKit — outdoor conditions for the report, requested with the job's coordinates. Weather data is provided by Apple and its data sources.
• Apple Maps (MapKit) — showing addresses, geocoding, directions and driving ETAs. Address lookups are sent to Apple.
• Siri and App Intents — optional voice shortcuts. Requests are handled on your device; FieldLoom does not receive Siri audio.
• Tap to Pay on iPhone — contactless card acceptance where available, processed by Stripe (below).

Apple's privacy policy: apple.com/privacy.

Google Firebase (operated by Google LLC)

We use Firebase to provide app functionality:

• Firebase Authentication — manages your account login (email + password, or Sign in with Apple)
• Firebase Firestore — stores your inspection data, customer information, and equipment records on Google's servers (located in the United States)
• Firebase Storage — stores photos, signatures, logos, and generated PDF reports (encrypted in transit and at rest)
• Firebase Cloud Functions — processes backend operations including subscription updates, SMS and email delivery, online booking requests, customer portal access, and invoice reminders
• Firebase Hosting — serves the FieldLoom website, booking page, and customer portal
• Firebase AI Logic — the gateway through which the app calls Google Gemini (see the AI section)
• Firebase Cloud Messaging — delivers push notifications; Google holds an anonymous device token for your installation
• Firebase App Check — verifies requests come from a genuine copy of the app using Apple App Attest / Google Play Integrity
• Firebase Crashlytics — collects crash reports to help us fix bugs. Crash reports do NOT include your inspection data, customer information, or photos. They include device model, iOS version, and the technical state of the app at the moment of the crash.

Google's Firebase privacy policy: firebase.google.com/support/privacy.

Google Gemini (Google LLC)

Gemini is the cloud AI model behind FieldLoom's AI features when they cannot run on your device, and behind all AI features on Android. What is sent, when, and how Google handles it is described in full in the AI Features section. Gemini receives only the content of the specific request you start; it does not receive your account identity, customer list or payment data. Terms: ai.google.dev/gemini-api/terms.

Google Analytics (GA4)

We use Google Analytics 4 on the FieldLoom website (fieldloom.io) to understand how visitors interact with our pages — for example, which pages are visited, whether the booking form is completed, and how many people join the launch list. GA4 collects:

• Page views and navigation paths
• Browser type, device category, and screen resolution
• Approximate geographic region (country/city level, not precise location)
• Interaction events (e.g., form submissions, button clicks)

We have disabled Google advertising signals and enabled ads data redaction. We do NOT use GA4 data for remarketing, advertising, or cross-site tracking. GA4 is used on the website only — the iOS app does not include Google Analytics.

Google's privacy policy: policies.google.com/privacy. You can opt out of Google Analytics using the Google Analytics Opt-out Browser Add-on.

Twilio (SMS and Missed-Call Text-Back)

When you send SMS messages to customers through FieldLoom (appointment reminders, en-route notifications, etc.), those messages are delivered via Twilio. Twilio receives the recipient's phone number and the message content. Twilio does not receive your inspection data, customer records, or photos.

If you turn on missed-call text-back, calls to your FieldLoom business number are not answered or recorded; Twilio tells us the caller's number and the time, we send the caller your text-back message, and we create a lead in your inbox with that number so you can call back or save them as a customer. We never record calls.

Twilio's privacy policy: twilio.com/legal/privacy.

SendGrid (Email Delivery)

When you send emails to customers through FieldLoom (report delivery, invoice notifications, reminders, etc.), those emails are delivered via SendGrid (a Twilio company). SendGrid receives the recipient's email address, subject line, and message content. SendGrid does not receive your full inspection data or customer database.

SendGrid's privacy policy: twilio.com/legal/privacy.

Stripe (Payment Processing)

When your customers pay invoices through the FieldLoom customer portal, payments are processed by Stripe. Stripe collects the customer's payment information (card number, billing details) directly — FieldLoom does not see or store credit card numbers. We receive only the payment status (paid, pending, failed) and transaction identifiers.

In-person card payments (Tap to Pay on iPhone, Tap to Pay on Android, and Bluetooth card readers) are processed by Stripe Terminal. Card data goes from the customer's card to Stripe; FieldLoom receives only the payment result, the last four digits and the card brand for the receipt.

Stripe's privacy policy: stripe.com/privacy.

QuickBooks (Intuit Inc.)

If you connect your QuickBooks Online account, FieldLoom syncs the business records you choose to share — typically your customers' contact details (name, address, email, phone) and your invoices, estimates, and payment records — so your bookkeeping stays in sync. This data is transmitted to Intuit Inc. under your authorization through a secure OAuth connection. FieldLoom does not receive or store your QuickBooks login credentials, and we use QuickBooks data only to provide the accounting-sync feature you enabled — never for advertising.

Intuit's privacy policy: intuit.com/privacy/statement.

Google Play (Android)

On Android, subscriptions are purchased through Google Play Billing. Google handles payment and we receive a purchase token and subscription status. Google Play's privacy terms: policies.google.com/privacy.

How Your Data Is Stored

On-device storage

FieldLoom stores a copy of your data on your iPhone using Apple's SwiftData framework, encrypted at rest using Apple's standard encryption. This allows you to use FieldLoom without an internet connection — in attics, basements, crawlspaces.

Cloud storage

FieldLoom syncs your data to Firebase Firestore so you can access it across multiple devices (iPhone and iPad) signed in to your account. Firebase data is:

• Encrypted in transit using TLS
• Encrypted at rest in Google's data centers
• Located in the United States
• Accessible only to you (other FieldLoom users cannot see your data)
• Subject to Google's security practices

Photos

Photos you capture during inspections are stored on your device. Photos are also synced to Firebase Storage (encrypted in transit and at rest, accessible only to you) so they appear in your inspection records across all your devices.

How Long We Keep Your Data

We retain your data:

• For active accounts: As long as you maintain an active FieldLoom subscription, plus 30 days after cancellation
• After cancellation: Your data is deleted from Firebase within 30 days of subscription cancellation, unless you reactivate
• Crash reports: Retained for 90 days, then automatically deleted
• Account email: Retained for as long as you have an account; deleted on account deletion request
• Audio clips for "Listen for Issues": Deleted from your device as soon as the analysis returns; never stored by FieldLoom
• AI usage logs (feature, provider, timing, token counts, accept/edit): Kept with your account and deleted with it
• Location: Arrival-tracking links expire four hours after they are sent. Fleet-map positions are overwritten by the latest position and cleared when tracking stops
• Missed-call leads: Kept in your inbox until you delete them or save them as a customer
• Customer messages and consent records: Kept with the customer record for your compliance records; deleted with your account

You can delete your account and all associated data at any time. See Section 8 ("Your Rights") for how.

Data Sharing

We do not share your data except in the following limited circumstances:

• With our service providers — Apple, Google (Firebase and Gemini), Twilio, SendGrid, Stripe and, if you connect it, Intuit, each as described above and only as needed to operate the feature you are using
• With your customers — when you choose to send a report, estimate, invoice, booking link, arrival-tracking link or message. Customer portal and report links are token-based and show only that customer's documents.
• Founding Pro showcase — If you are a Founding Pro and choose to publish a profile, the name, photo, company name, city and text you provide are public on fieldloom.io/pros. You can unpublish at any time from the FieldLoom web app or by emailing support@fieldloom.io.
• Pro websites — If you publish a business website through FieldLoom, the business name, phone, hours, service area, photos, reviews and any other content you choose to include are public at fieldloom.io/s/. Your account email and street address are shown only if you turn those options on. You can unpublish from the FieldLoom web app or by emailing support@fieldloom.io.
• With law enforcement — if compelled by valid legal process (subpoena, court order). We will notify you of such requests unless legally prohibited.
• In a business transfer — if FieldLoom LLC or FieldLoom LLC is acquired or transferred (e.g., the planned transfer to FieldLoom LLC), your data transfers to the new entity under this same Privacy Policy

We do NOT share your data with:

• Advertisers
• Marketing companies
• Data brokers
• Analytics companies (other than Firebase Crashlytics for crash diagnostics and Google Analytics for website traffic)
• AI training datasets — your data is never used to train AI models, by us or by our AI providers

Your Rights

You have the right to:

Access your data

Email hello@fieldloom.io with the subject "Data Access Request" and we will provide a copy of your data within 30 days.

Correct your data

You can edit your account information, customer records, and inspection data directly within the app. For corrections to data you cannot edit yourself, email hello@fieldloom.io.

Delete your data

You can delete your account from within the app: Settings → Account → Delete Account. This permanently deletes all your data from Firebase within 30 days. You can also request deletion by emailing hello@fieldloom.io.

Export your data

FieldLoom provides PDF export of inspection reports and equipment records. To export your full account data in a machine-readable format (JSON or CSV), email hello@fieldloom.io.

Restrict or object to processing

You can restrict our processing of your data by canceling your subscription, which limits Firebase access. To fully restrict processing, delete your account. To object to our use of your data for any reason, email hello@fieldloom.io.

California Privacy Rights (CCPA)

If you are a California resident, the California Consumer Privacy Act gives you additional rights:

• Right to know what personal information we collect, use, disclose, and sell. We do not sell personal information.
• Right to delete personal information we hold about you (see Section 8)
• Right to opt out of sale — not applicable; we do not sell personal information
• Right to non-discrimination — we will not discriminate against you for exercising your rights

To exercise these rights, email hello@fieldloom.io.

European Privacy Rights (GDPR)

If you are in the European Economic Area, United Kingdom, or Switzerland, the General Data Protection Regulation gives you the rights described in Section 8 plus:

• Right to lodge a complaint with your local data protection authority
• Legal basis for processing — we process your data based on contract performance (to deliver the service you subscribed to), legitimate interest (to improve the app and fix bugs), and consent (for any optional features you opt into)
• International transfers — your data is transferred to the United States. We rely on Standard Contractual Clauses approved by the European Commission for such transfers.

To exercise these rights, email hello@fieldloom.io.

Children's Privacy

FieldLoom is a professional tool for HVAC technicians and is not directed to children under 13. We do not knowingly collect personal information from children under 13. If we learn we have collected such information, we will delete it promptly. If you believe a child has provided us with personal information, contact hello@fieldloom.io.

Security

We implement reasonable security measures to protect your data:

• All data in transit is encrypted using TLS 1.3
• All data at rest in Firebase is encrypted using Google's standard encryption
• On-device data is encrypted using iOS standard encryption
• Authentication uses industry-standard token-based protocols
• We follow Apple's secure coding guidelines

Despite these measures, no internet transmission or electronic storage is 100% secure. We cannot guarantee absolute security but commit to using reasonable measures and notifying you of any data breach affecting your account within 72 hours of discovery.

SMS Communications

With your explicit consent, FieldLoom may send SMS messages to your mobile phone number for the following purposes:

• Appointment reminders (e.g., 24-hour advance notice)
• Technician en-route notifications
• Service completion confirmations
• Satisfaction follow-up messages
• Estimate follow-ups and invoice payment reminders
• Maintenance reminders
• Two-way conversational messages initiated by you or in reply to your inquiries

Consent: You must opt in before receiving any SMS messages. Consent is collected either through the online booking page — by checking a clearly labeled, unchecked consent box — or in person or by phone at the point of service, where your contractor records your verbal or written consent in the FieldLoom app before any message is sent. Consent is not a condition of purchase.

Opt-Out: You may opt out at any time by replying STOP to any message. You will receive a confirmation and no further messages will be sent. You may also request opt-out by emailing hello@fieldloom.io.

Help: Reply HELP to any message for assistance or contact us at hello@fieldloom.io.

Message Frequency: Message frequency varies based on your service schedule. You may receive up to 10 messages per month per service relationship. Recurring messages may be sent for appointment reminders and follow-ups.

Message & Data Rates: Message and data rates may apply. Check with your mobile carrier for details about your text messaging plan.

No Sharing of Mobile Numbers: We will not sell, rent, loan, trade, lease, or otherwise transfer for profit any phone numbers or customer mobile information (including opt-in data and consent status) collected through our SMS program to any third party. Mobile numbers are used solely to deliver the messages described in this section and are not shared with third parties for their own marketing purposes.

Carriers: Carriers are not liable for delayed or undelivered messages. T-Mobile is not liable for delayed or undelivered messages.

Changes to This Policy

We may update this Privacy Policy from time to time. When we do:

• The "Last updated" date at the top will change
• We will notify you via email if changes are material (e.g., new categories of data collected, new third-party services)
• Continued use of FieldLoom after a policy update constitutes acceptance of the updated policy
• You can review the current policy at any time at fieldloom.io/privacy

Contact

For privacy questions, data requests, or to report a privacy concern:

• Email: hello@fieldloom.io
• Mail: FieldLoom LLC, c/o Northwest Registered Agent, 100 N Central Expy, Suite 602, Richardson, TX 75080

We respond to privacy inquiries within 5 business days, faster for urgent matters.

Specific Disclosures

App Tracking Transparency (ATT)

FieldLoom does NOT track you across apps and websites owned by other companies. We do not use the IDFA (Identifier for Advertisers).

App Store Privacy Nutrition Label

FieldLoom's App Store privacy nutrition label discloses:

• Data linked to you: Email, name, customer data you enter, inspection content you create, photos, business information, payment records (not card numbers), and location when you enable it
• Data not linked to you: Crash diagnostics, AI usage metrics, audio clips and photos sent for AI analysis
• Data not collected: Contacts, browsing history, advertising data, health or sensitive info
• Data used to track you: None

Right to access app data offline

You can use FieldLoom without internet connectivity. Your data is preserved locally and syncs when connection is restored.