Security, privacy and GDPR

Customer data protected by design, not by policy.

FieldFlow treats customer details as something to protect at every step: encrypted when stored, revealed only when needed, and logged every time someone looks.

• Encrypted customer details.

  Names, emails, phone numbers and addresses are encrypted in the database.

• Every look is logged.

  Each time staff view a customer's details, the system records who, when and which fields, in an audit log that cannot be edited or deleted. Screens decrypt only what they show.

• Access by role, enforced in the database.

  Each role, from technician to admin, sees only what its job needs. The rules live in the database itself, not just on screen, and customers see only their own records.

• Location only on shift.

  Technician location is recorded only between clock-in and clock-out; anything outside a shift is rejected. The live location trail is deleted after 48 hours, keeping only the daily route summary used for mileage and job costing.

• Right to erasure, done properly.

  Erasing a customer irreversibly removes their personal details, clears site coordinates and deletes signatures — while invoices and payments stay intact for your accounts.

• Card details never touch FieldFlow.

  Card payments run on Stripe's hosted pages, and a payment counts only when Stripe confirms it.

• Private files, short-lived links.

  Photos and documents are kept in private storage; links shared with customers expire within an hour.

• Safe public links.

  Tracking, quote and job pages use unguessable links and show only what the customer needs, with technicians named by first name.

• Secure by default.

  HTTPS everywhere and strict browser security headers on every page.

• Controlled devices.

  One phone per technician, encrypted job data on that phone, and admins can sign a device out.

• Notifications without personal data.

  Staff alerts never carry customer names or addresses.