Privacy policy

1. Introduction

This Privacy Policy explains how SightLine AI Limited (trading as FieldPal), a company registered in England and Wales under company number 16565237, with its registered office at Building 1000 Beach Drive, Waterbeach, Cambridge, England, CB25 9PD (“FieldPal”, “we”, “us”, or “our”), collects, uses, stores, and protects personal data.

This policy applies to:

The FieldPal Assist platform, including mobile and wearable applications (the “Service”).
The FieldPal website at fieldpal.ai (the “Website”).

We are committed to protecting the privacy of our users and complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws.

2. Data Controller

SightLine AI Limited is the data controller for personal data collected through the Website. For personal data collected through the Service, we may act as either the data controller or data processor depending on the nature of the data and the arrangement with the Customer. Where we process personal data on behalf of a Customer, the Customer is the data controller and FieldPal acts as the data processor.

3. Data We Collect

3.1 Data Collected Through the Service

When Users interact with FieldPal Assist, we may collect and process the following categories of data:

Conversation Data: Text-based and voice-based interactions with the Service, including queries, commands, and AI-generated responses.
Voice Recordings: Audio recordings of voice interactions, which are processed to provide the Service and may be stored for quality and performance purposes.
Images and Files: Photographs, documents, and other files uploaded by Users to the Service.
Usage Data: Information about how the Service is used, including features accessed, frequency of use, session duration, and interaction patterns.
Device Information: Device type, operating system, application version, unique device identifiers, and hardware configuration.
Location Data: Approximate or precise geographic location, where permitted by the User’s device settings.

3.2 Data Collected Through the Website

When you visit fieldpal.ai, we may collect:

Contact Information: Name, email address, company name, and job title, where voluntarily provided through contact forms or enquiry submissions.
Analytics Data: Information about your visit, including pages viewed, time spent on pages, referral source, browser type, and IP address.
Cookies: We use cookies and similar technologies to improve your experience on our Website. See Section 10 for details.

4. How We Use Your Data

We use the data we collect for the following purposes:

Providing the Service: To deliver, maintain, and improve FieldPal Assist, including processing queries, generating responses, and enabling core functionality.
Service Improvement: To analyse usage patterns, diagnose technical issues, and improve the performance, reliability, and features of the Service. This may include the use of anonymised and aggregated data to develop and enhance our AI models.
Customer Support: To respond to enquiries, provide technical support, and communicate with Customers and Users about the Service.
Security: To detect, prevent, and respond to security incidents, fraud, or other harmful activity.
Legal Compliance: To comply with applicable laws, regulations, and legal processes.
Marketing: With your consent, to send you information about FieldPal products, services, and events. You can opt out at any time.

5. Legal Basis for Processing

We process personal data on the following legal bases under the UK GDPR:

Contractual Necessity (Article 6(1)(b)): Processing that is necessary to perform our contract with the Customer or to take steps at the Customer’s request prior to entering into a contract.
Legitimate Interests (Article 6(1)(f)): Processing that is necessary for our legitimate business interests, including improving the Service, ensuring security, and understanding how the Service is used, provided these interests are not overridden by the rights of the data subject.
Consent (Article 6(1)(a)): Where we rely on consent, such as for marketing communications or the use of certain cookies, you may withdraw your consent at any time.
Legal Obligation (Article 6(1)(c)): Processing that is necessary to comply with a legal obligation to which we are subject.

6. AI Model Improvement

FieldPal may use anonymised and aggregated data derived from the use of the Service to improve, develop, and enhance our AI models and the Service generally. This data is stripped of all information that could reasonably identify the Customer, any individual User, or any specific business operations.

Customers may opt out of this use of their data by providing written notice to FieldPal. Opting out will not affect the Customer’s access to or use of the Service.

We will never use identifiable Customer Data to train or improve our models without the Customer’s explicit prior written consent.

We do not sell personal data. We may share personal data with the following categories of recipients:

Cloud Infrastructure Providers: We use Microsoft Azure to host the Service. Data may be processed in the United Kingdom, the European Union, and the United States. See Section 8 for details on international transfers.
Service Providers: Third-party vendors who assist us in providing the Service, including analytics, monitoring, and support tools. These providers are contractually bound to process data only on our instructions and in accordance with applicable data protection laws.
Channel Partners: Where the Service is provided through an authorised channel partner, we may share relevant account and usage information with that partner to the extent necessary for billing and service delivery.
Legal and Regulatory: We may disclose personal data where required by law, regulation, court order, or governmental request, or where necessary to protect our rights or the rights of others.
Business Transfers: In connection with any merger, acquisition, restructuring, or sale of assets, personal data may be transferred to the acquiring entity.

8. International Data Transfers

The Service is hosted on Microsoft Azure infrastructure located in the United Kingdom, the European Union, and the United States. Personal data may be transferred to and processed in any of these regions.

Where personal data is transferred outside the United Kingdom, we ensure that appropriate safeguards are in place in accordance with the UK GDPR. These safeguards may include:

Transfers to countries that have been deemed to provide an adequate level of protection by the UK Secretary of State.
Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner’s Office.
Other lawful transfer mechanisms as permitted under applicable data protection law.

9. Data Retention

We retain personal data for as long as is necessary to fulfil the purposes for which it was collected, including to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements.

Service Data is generally retained for the duration of the Customer’s use of the Service and for a reasonable period thereafter to allow for data export and to comply with legal and regulatory requirements.

Website analytics data and cookie data are retained in accordance with the retention periods set out in our cookie management tools.

When personal data is no longer required, we will securely delete or anonymise it.

10. Cookies

The FieldPal website uses cookies and similar technologies to:

Ensure the Website functions correctly (strictly necessary cookies).
Understand how visitors use the Website (analytics cookies).
Improve the user experience and tailor content (functionality cookies).

You can manage your cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of the Website.

We do not use advertising or tracking cookies for the purpose of serving targeted advertisements.

11. Your Rights

Under the UK GDPR, you have the following rights in relation to your personal data:

Right of Access: You have the right to request a copy of the personal data we hold about you.
Right to Rectification: You have the right to request that we correct any inaccurate or incomplete personal data.
Right to Erasure: You have the right to request that we delete your personal data, subject to certain legal exceptions.
Right to Restriction: You have the right to request that we restrict the processing of your personal data in certain circumstances.
Right to Data Portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format.
Right to Object: You have the right to object to processing based on legitimate interests or for direct marketing purposes.
Rights Related to Automated Decision-Making: You have the right not to be subject to decisions based solely on automated processing that produce legal or similarly significant effects.

To exercise any of these rights, please contact us using the details set out in Section 13. We will respond to your request within one month of receipt, in accordance with applicable law.

12. Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encryption in transit and at rest, access controls, regular security assessments, and incident response procedures.

While we take the security of personal data seriously, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security.

13. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your data protection rights, or have a complaint about how we handle your personal data, please contact us at:

SightLine AI Limited

Building 1000 Beach Drive, Waterbeach, Cambridge, England, CB25 9PD

legal@fieldpal.ai

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection. You can contact the ICO at ico.org.uk.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, the Service, or applicable law. Material changes will be communicated through the Service or by other appropriate means. The “Last updated” date at the top of this policy indicates when the most recent changes were made.

Continued use of the Service or Website following any changes to this Privacy Policy constitutes acceptance of those changes.