This Privacy Policy explains what information the FieldEazy web app, the FieldEazy mobile apps (iOS and Android), and related services (together, the “Service”) collect, how we use it, who we share it with, and the choices you have. “FieldEazy,” “we,” “us,” and “our” mean EIS Mechanical Services, LLC.
1. Who this policy is for, and our role
FieldEazy is business software. Companies — for example HVAC, refrigeration, and mechanical contractors — subscribe to FieldEazy to run their operations (each a “Customer”). People use FieldEazy because their employer, our Customer, gave them an account.
- Accounts are created by the Customer’s administrator. There is no public sign-up in the app.
- For information in a Customer’s workspace (its employees, customers, jobs, and books), the Customer decides what is collected and how it is used, and we process it on the Customer’s behalf as its service provider. If you use FieldEazy through your employer, your employer’s policies also apply, and many requests (Section 9) go to your employer first.
- For information we handle for our own purposes — such as running and securing the Service, or communicating with people who contact us or visit fieldeazy.com — we are responsible for it directly.
The Service is not intended for consumers or children (Section 12).
2. Information we collect
2.1 Account and profile information
Your name, work email, phone number (if your company enters it), role and job title, office, the permissions your company assigns you, an optional profile photo, and your sign-in credentials. Passwords are stored only as salted one-way hashes. If your company turns on two-step sign-in, we email you one-time codes and remember devices you have verified.
2.2 Work and business records
Information you and your coworkers enter or create while working: work orders, schedules and assignments, customer and job-site details (including customer contact names, phone numbers, and addresses), equipment records, labor and time entries, timesheets, field notes, refrigerant logs, forms and checklists, service reports, customer and technician signatures captured on the device, estimates, invoices, purchase orders, expenses, and related files.
2.3 Location
- Mobile app — when you log labor. If you allow location access, the app takes one reading of your device’s location (latitude, longitude, and accuracy) at the moment you submit a labor entry on a work order. We attach it to that labor entry in the work order’s history so your company’s office can confirm arrival at the job site. It is visible to office and management users in your company.
- The app asks only for “While Using the App” permission. It does not track you in the background or continuously and does not read your location at any other time. If you decline or later turn location off (iOS Settings › FieldEazy › Location), the app still works and labor entries save without a location.
- Company vehicles (web back office, where enabled). If your company connects vehicle GPS trackers from One Step GPS, the Service shows company vehicle positions and vehicle activity (such as engine on/off, drive time, and idle time) to dispatch and management roles. This comes from the tracker provider, not from your phone.
- Job-site addresses. We convert customer site addresses into map coordinates (Section 5) and show sites on maps. When you tap “Directions,” the address or coordinates are handed to the maps app you choose (Apple Maps or Google Maps), whose own privacy policy applies.
2.4 Photos, camera, and files
When you choose to, you can take or pick photos and attach videos or files — job-site and equipment photos, nameplates, receipts, forms and documents, and attachments in Messages. The mobile app uses the camera only when you tap to take a photo, and uses the system photo picker, so it only receives the photos you select — not your whole library.
2.5 Microphone, voice messages, and video
The app uses the microphone only when you tap to record a voice message in Messages, or when you record a video to attach. The recording is stored as an attachment to that conversation and can be played by the people in it. We do not listen in the background and do not transcribe voice messages. In-app voice and video calling is not currently offered.
2.6 Messages
Messages you send in FieldEazy’s team chat (text, photos, files, voice messages, reactions, and polls), plus basic status such as whether you are online or away and which messages you have read. Chat is limited to people in your own company’s workspace.
2.7 Push notifications and device information
If you turn on notifications, we receive the push token that Apple (APNs) or Google (Firebase Cloud Messaging, Android only) assigns to the app on your device, along with the device platform (iOS or Android) and the app version. We use these only to deliver notifications about your work, such as new assignments and messages. In the web app, browser push uses your browser vendor’s push service the same way. You can turn notifications off at any time in your device settings.
2.8 AI assistant (“Argus”) content
When you use an AI feature (Section 4), we collect what you send it — your questions, the recent conversation, and any photos or documents you attach — and the AI’s answers. Some FieldEazy workflows also use AI on business documents, such as reading a receipt you upload or a vendor invoice sent to your company’s accounts-payable mailbox.
2.9 Information from connected services (when your company connects them)
- Bank and card data: account details, balances, and transactions through Plaid, and corporate-card transactions and receipts through Ramp, for bookkeeping, categorization, and reconciliation. Plaid’s handling is governed by Plaid’s End User Privacy Policy.
- Accounting and payroll: customers, vendors, invoices, payments, employees, pay types, and hours synced with QuickBooks Online (Intuit), and payroll data through Gusto. Highly sensitive payroll identifiers (such as full Social Security numbers and employee bank details) stay with the payroll provider and are not stored by FieldEazy.
- Email (Microsoft 365): if your company connects a Microsoft 365 mailbox, or you connect your Outlook account, we access the mail and contact information needed for the features turned on — for example importing vendor invoices from an accounts-payable mailbox, tracking parts shipment notices, or drafting emails.
- Shipment tracking: tracking numbers and delivery status through EasyPost and FedEx.
2.10 Technical and security information
To run and protect the Service, our servers keep logs such as IP address, request times, device or browser type, errors, and security events (for example sign-ins and permission denials). The mobile app contains no advertising, analytics, or crash-reporting SDKs. The app keeps a cache of your work on the device so you can work offline; it is erased when you sign out.
3. How we use information
- To provide the Service: show your schedule and jobs, save your work, sync offline changes, send notifications, generate service reports, invoices, and other documents, and run the bookkeeping, payroll, and reporting features your company uses.
- To confirm job-site arrival for labor entries (location, Section 2.3).
- To power AI features you choose to use (Section 4).
- To secure the Service: authenticate users, enforce permissions, prevent abuse, and investigate problems.
- To provide support and to maintain and improve the Service.
- To meet legal, tax, and accounting obligations.
We do not sell personal information, share it for targeted or cross-context behavioral advertising, or use it to track you across other companies’ apps or websites. The mobile app does not use Apple’s advertising identifier.
4. AI features and third-party AI providers
FieldEazy includes an AI assistant called Argus and some AI-assisted workflows:
- Ask Argus (the Library tab in the mobile app, and in the web app): answers questions about parts, equipment, manuals, and troubleshooting, and — for users whose role allows it — questions about company data.
- AI helpers in Messages: a personal AI helper conversation and, for administrators, “@agent” mentions in a chat.
- Document reading: pre-filling details from receipts, vendor invoices, quotes, and shipping documents, and describing images added to the knowledge library.
What is shared, and with whom. To produce a response, we send the relevant content over an encrypted connection to a third-party AI provider. That can include your question, the recent conversation, attached photos or documents, and the business records needed to answer, limited to what your permissions allow:
- Anthropic, PBC (Claude) — our primary AI provider for Argus. Ask Argus uses Anthropic in both the mobile app and the web app.
- xAI (Grok) — Ask Argus also uses xAI (Grok), in both the mobile app and the web app, for users in the Grok pilot (users whose company has enrolled them in it). xAI is also used for certain back-office automations when the company enables them.
- Voyage AI — creates search indexes (“embeddings”) of knowledge-library text, search questions, and Argus conversation summaries and saved memories, so Argus and Library search can find relevant documents and earlier context.
Argus can also run public web searches through Anthropic’s search tool to answer technical questions. We use these providers under their business/API terms and only to provide the features you use. Under those terms, Anthropic and xAI do not use our API content to train their models; they may keep it for a limited period (xAI states up to 30 days) for abuse and security monitoring before deleting it. For Voyage AI, we have opted out of model training, so content we send is not used to train its models and is deleted once it has been processed. We do not allow any provider to use your content for advertising. AI answers can be wrong — check important information, especially safety, pricing, and compliance details.
Your choices. Using AI features is optional; you can do your work without them. The FieldEazy mobile app asks for your permission before Ask Argus sends your question, recent conversation, or photos to an AI provider for the first time. If you decline, Ask Argus stays off, and you can change this choice later in the app. Don’t include information in an AI request that you don’t want processed this way. Ask Argus history is kept according to your company’s setting (Section 7), and you can clear your AI helper chat history.
5. Who we share information with
We share information only as needed to provide the Service, with the service providers (sub-processors) below. They act on our instructions and are bound by contractual confidentiality and security obligations. Some are used only when a Customer turns on the related feature.
- Supabase — database, file storage (photos, attachments, documents), and real-time updates
- Railway — hosting for our API servers and background jobs
- Vercel — hosting for the web app and fieldeazy.com
- Apple (APNs), Google (Firebase Cloud Messaging, Android only), and browser push services — delivering push notifications
- Anthropic, xAI (where enabled), and Voyage AI (where enabled) — AI features (Section 4)
- Microsoft (Microsoft 365 / Graph), Resend, or your company’s own mail server — sending email from the Service (invoices, service reports, sign-in codes, password resets, notifications) and connected-mailbox features
- Plaid and Ramp — bank and corporate-card connectivity (where connected)
- Intuit (QuickBooks Online) and Gusto — accounting and payroll sync (where connected)
- One Step GPS — company vehicle location (where connected)
- EasyPost and FedEx — parts shipment tracking
- OpenStreetMap Nominatim and Esri (ArcGIS) — converting job-site addresses to map coordinates and satellite map imagery in the web app (site addresses and coordinates only, not your identity)
Within your company, what you enter is visible to coworkers according to the roles and permissions your company sets — for example, office and management users can see labor entries (including the arrival location attached to them) and job photos.
We may also disclose information if required by law, to protect the rights, property, or safety of people or of FieldEazy, or as part of a merger, acquisition, or sale of assets, subject to this policy. We do not share one Customer’s data with another Customer; each company’s workspace is kept separate.
6. Where information is stored
Our providers store and process information in the United States.
7. How long we keep information
- While your account is active, we keep your information to provide the Service.
- When your company deactivates your account, you can no longer sign in. Work records you created (for example labor entries, service reports, and job photos) are part of your company’s business records and are kept as your company decides.
- Location attached to labor entries stays in the work order’s history for as long as that work order is kept.
- Ask Argus history is kept according to a setting each company controls (automatic deletion after a set number of days, or kept until deleted). AI helper chat history in Messages keeps only your most recent 200 messages, and you can clear it at any time.
- Push tokens are replaced when they change and deleted when Apple or Google reports them invalid.
- Bank connections: when a bank account is disconnected, we revoke the connection with Plaid and delete the stored access token.
- Accounting, tax, and payroll records are kept as long as the law requires — generally up to 7 years.
- Server logs are kept for a limited period, generally no longer than 12 months.
- Backups: database backups roll off automatically on our database provider’s schedule. Backup copies are used only for disaster recovery and are deleted when no longer needed.
- On your device, offline data is erased when you sign out, and uninstalling the app removes it.
When information is no longer needed, we delete or anonymize it, except where the law requires us to keep it.
8. Security
We use encryption in transit (TLS/HTTPS) for all connections; encryption at rest in our database and storage provider; additional encryption of access tokens for connected services before they are stored; one-way hashing of passwords; optional two-step sign-in with emailed codes; role-based permissions enforced on our servers; separation of each company’s data; multi-factor authentication on our infrastructure accounts; and restricted, logged administrative access. No system is perfectly secure. If a breach affects your information, we will notify affected Customers and people as required by law.
9. Your choices and rights
- Location, camera, photos, microphone, and notifications are all optional and controlled in your device settings (iOS: Settings › FieldEazy). The app keeps working if you say no; only the feature that needs the permission is affected.
- Access, correction, and deletion. You can ask to access, correct, or delete your personal information, or to delete your account. Because your employer created your account, the quickest route is your company’s FieldEazy administrator, who can update or deactivate your account and manage your company’s records. You can also email josh@fieldeazy.com from the email address on your account. We will verify the request, work with your employer where the data belongs to them, and respond within the time required by law (normally within 45 days). We may keep information we are legally required to keep (for example tax, payroll, and accounting records) or that is needed to resolve disputes or prevent fraud, and we will tell you if that applies.
- State privacy rights. Depending on where you live (for example California, Texas, Colorado, or Virginia), you may have rights to know, access, correct, delete, or port your information, and to appeal our decision on a request. We do not sell personal information or use it for targeted advertising, so there is nothing to opt out of. We will not discriminate against you for exercising your rights. To appeal, reply to our response or email josh@fieldeazy.com.
10. Bank connections through Plaid
Connecting a financial account is voluntary and consent-based: you give consent in Plaid Link at the time of connection. You can disconnect at any time; when you do, we revoke the connection with Plaid and delete the stored access token.
11. Links to other services
The Service may link to or open other services (for example maps apps, bank sign-in pages, or email). Their own privacy policies apply.
12. Children
The Service is for businesses and their workers. It is not directed to children under 13 (or under 16 where local law sets a higher age), and we do not knowingly collect their personal information. If you believe a child has provided us information, contact us and we will delete it.
13. Changes to this policy
We may update this policy. We will post the new version at www.fieldeazy.com/privacy with a new “Last updated” date, and for material changes we will give notice in the Service or by email before they take effect.
14. Contact us
EIS Mechanical Services, LLC (FieldEazy)
12831 Forest Garden Ct, Conroe, TX 77302
Email: josh@fieldeazy.com