Privacy Policy

1. Information We Collect

1.1 Information You Provide

We collect information that you voluntarily provide when using our Service:

• Account Information: Name, email address, password, phone number, company name, and business address
• Billing Information: Payment method details (processed securely through Stripe), billing address, and transaction history
• Customer Data: Information about your customers that you enter into the CRM, including names, phone numbers, email addresses, service addresses, and service history
• Communication Data: Messages, support requests, and feedback you send to us
• AI Assistant Configuration: Custom prompts, business hours, service offerings, and other settings you configure for your AI Voice Assistant

1.2 Information Collected Automatically

When you access or use the Service, we automatically collect:

• Device Information: IP address, browser type, operating system, device identifiers, and mobile network information
• Usage Data: Pages visited, features used, time spent on pages, clicks, and navigation patterns
• Log Data: Access times, error logs, and referring URLs
• Location Data: General location based on IP address (not precise GPS location)

1.3 Call and Voice Data

When the AI Voice Assistant feature is enabled, we collect:

• Call Recordings: Audio recordings of calls handled by the AI Voice Assistant
• Call Transcripts: Text transcriptions of recorded calls
• Call Metadata: Phone numbers (caller ID), call duration, timestamps, and call outcomes
• AI Summaries: Automated summaries and extracted information from calls (customer name, address, appointment details, etc.)

1.4 Mobile Application Data

When you use the NexField Technician mobile application, we collect:

Device Permissions:

• Camera: Required to take photos of completed work for order documentation
• Photo Library: Required to select existing photos for order uploads
• Internet Access: Required to sync data with the CRM server

1.5 Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Maintain your session and authentication status
• Remember your preferences and settings
• Analyze usage patterns and improve the Service
• Detect fraud and security issues

You can control cookies through your browser settings, but disabling cookies may affect Service functionality.

2. How We Use Your Information

We use the collected information for the following purposes:

2.1 Providing and Improving the Service

• Operating and maintaining the CRM platform
• Processing appointments, orders, and invoices
• Powering the AI Voice Assistant and call handling
• Providing customer support and responding to inquiries
• Analyzing usage to improve features and user experience
• Developing new features and services

2.2 Billing and Account Management

• Processing subscription payments and overage charges
• Sending invoices and payment confirmations
• Managing your account and subscription status
• Calculating AI usage minutes and billing

2.3 Communications

• Sending service-related notifications and updates
• Responding to your requests and support tickets
• Sending product updates and feature announcements (with opt-out option)
• Affiliate program communications (for affiliates)

2.4 Security and Legal Compliance

• Detecting and preventing fraud, abuse, and security threats
• Enforcing our Terms of Service
• Complying with legal obligations and responding to legal requests
• Protecting rights, property, and safety of users and the public

3. How We Share Your Information

We do not sell your personal information. We share information only in the following circumstances:

3.1 Service Providers

We share information with third-party service providers who assist in operating our Service:

All service providers are contractually obligated to protect your information and use it only for the purposes we specify.

3.2 Legal Requirements

We may disclose information when required by law, including:

• Responding to subpoenas, court orders, or legal process
• Cooperating with government investigations or requests
• Protecting our legal rights and enforcing our Terms
• Investigating potential violations of our policies

3.3 Business Transfers

In the event of a merger, acquisition, bankruptcy, or sale of assets, your information may be transferred as part of the transaction. We will notify you of any such transfer and any choices you may have.

3.4 With Your Consent

We may share information with third parties when you explicitly consent to such sharing.

4. Data Retention

We retain your information for as long as necessary to provide the Service and fulfill the purposes described in this Privacy Policy:

• Account Data: Retained while your account is active and for up to 90 days after deletion request
• Customer Data: Retained while your account is active; deleted within 90 days of account termination
• Call Recordings: Stored according to your plan settings, typically 30-90 days, unless longer retention is configured
• Call Transcripts: Retained for the same period as recordings
• Billing Records: Retained for 7 years for tax and accounting purposes
• Usage Logs: Retained for up to 2 years for analytics and security purposes

5. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: Data is encrypted in transit (TLS/SSL) and at rest
• Access Controls: Strict access controls and authentication requirements
• Security Monitoring: Continuous monitoring for security threats
• Regular Audits: Periodic security assessments and updates
• Secure Infrastructure: Hosted on secure, reputable cloud infrastructure

While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

6. Your Rights and Choices

6.1 Access and Portability

You have the right to access the personal information we hold about you and receive a copy in a portable format. You can export your data through your account settings or by contacting us.

6.2 Correction

You can update or correct your account information at any time through your account settings or by contacting us.

6.3 Deletion

You can request deletion of your account and personal information by contacting us at support@nexfield.pro. Some information may be retained as required by law or for legitimate business purposes.

6.4 Marketing Opt-Out

You can opt out of marketing communications by clicking "unsubscribe" in any marketing email or updating your communication preferences in your account settings.

6.5 Cookie Controls

You can manage cookies through your browser settings. Note that disabling certain cookies may affect Service functionality.

7. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to Know: You can request information about the categories and specific pieces of personal information we have collected
• Right to Delete: You can request deletion of your personal information, subject to certain exceptions
• Right to Opt-Out: We do not sell personal information, so this right does not apply
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights

To exercise these rights, contact us at support@nexfield.pro. We may need to verify your identity before processing your request.

8. International Data Transfers

Our Service is operated in the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States, where data protection laws may differ from your jurisdiction.

By using the Service, you consent to the transfer of your information to the United States and the processing of your information in accordance with this Privacy Policy.

9. Children's Privacy

The Service is not intended for children under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately at support@nexfield.pro and we will take steps to delete such information.

10. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any information.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Posting the updated policy on this page with a new "Last updated" date
• Sending an email notification for significant changes
• Displaying a notice in the Service

Your continued use of the Service after changes take effect constitutes acceptance of the revised Privacy Policy.

12. Data Processing for Business Customers

When you use the Service to store information about your customers, you act as the "data controller" and we act as the "data processor" for that customer data. You are responsible for:

• Ensuring you have a lawful basis to collect and process your customers' information
• Providing appropriate privacy notices to your customers
• Obtaining necessary consents, including for call recording
• Responding to your customers' privacy requests

We will process your customers' data only according to your instructions and these Terms.

13. Mobile App Store Disclosures

This section provides the required disclosures for the Apple App Store and Google Play Store.

13.1 Google Play Data Safety

13.2 Apple App Store Privacy Labels

13.3 Data Deletion Requests

To request deletion of your data from the mobile app and associated services:

• Email support@nexfield.pro with subject "Data Deletion Request"
• Include your account email address
• We will process your request within 30 days
• Note: Your employer (the company account owner) may also need to authorize deletion of work-related data

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: