PrivacyPolicy
Last updated: August 24, 2026
The short version.
FieldNote sends payment reminders on behalf of contractors. To do that, we receive a copy of the invoice emails our customers send, and we email their customers on their behalf.
We do not sell or rent personal information. We do not use your data, or your customers' data, to train AI models. We do not handle credit card or bank account numbers. We use your information only to run the service you hired us for.
FieldNote is operated by Elliott Bland and Doyle McNeela ("FieldNote," "we," "us"). This policy explains what information we handle, why, and what we do with it.
Two kinds of people in this policy
Our customers are the businesses that hire us — contractors and trade businesses. They have an account with us.
Their customers are the people and businesses that receive our reminder emails. They do not have an account with us. We handle their information only on the instruction of our customer, who decides who gets contacted and when. Our customer controls that information; we act on their behalf.
If you received a reminder email from FieldNote and want your information corrected or removed, the fastest route is to reply to that email — it goes directly to the business that sent it. You can also contact us and we will pass your request along and act on their instruction.
What we collect
From our customers, when they sign up: name, business name, email address, phone number, trade, and what they tell us about how they bill.
From the invoice emails our customers copy us on: we receive the email itself. That includes the recipient's name and email address, anyone copied on it, the subject line, the message body, and any attached invoice. From the attached invoice we read the invoice number, the amount due, the customer name, and the job or property address, so the reminder can reference the right job.
Automatically: basic delivery information about the emails we send — whether a message was delivered, bounced, or a link was clicked — plus standard server logs.
We do not collect payment card numbers, bank account numbers, Social Security numbers, government identifiers, health information, or precise device location.
Why we use it
- To send reminder emails on our customer's behalf, in their name
- To show our customer what is outstanding and let them approve each send
- To notify our customer when a reminder bounces or a recipient replies
- To keep the service running securely, diagnose problems, and prevent abuse
- To meet legal and tax obligations
We do not use this information for advertising, and we do not build profiles of recipients.
Who we share it with
We share information only with the service providers that help us run FieldNote, and only as needed:
| Provider | What it handles |
|---|---|
| Postmark | Sending and receiving email, including invoice attachments |
| Railway | Application hosting and the database |
We also share information when we are legally required to, or to protect our rights or someone's safety. If FieldNote is ever sold or merged, information may transfer as part of that transaction, and we will give notice before it becomes subject to a different privacy policy.
We do not sell personal information, and we do not share it for advertising purposes.
Artificial intelligence
FieldNote's reminder system contains no artificial intelligence. Reminder emails are generated from fixed templates by ordinary software. Your information and your customers' information are never sent to any AI service and are never used to train any model.
How long we keep it
- Account information: while your account is open, then up to 24 months.
- Invoice emails, attachments, and follow-up records: while your account is open, then up to 12 months, unless you ask us to delete sooner.
- Email delivery logs: as retained by our email provider.
- Records we must keep for tax or legal reasons: as long as the law requires.
How we protect it
- Access to customer data requires authentication; our operator console is password-protected and not publicly listed.
- Data is encrypted in transit and at rest by our hosting provider.
- Credentials are stored as environment variables, never in our source code, and our code repository is private.
- Reminder-approval links use long, unguessable tokens and are excluded from search engines.
- Access is limited to the two owners of the business.
No system is perfectly secure. If a breach affects personal information, we will notify affected customers and any regulators as required by law, without unreasonable delay.
Your choices and rights
Our customers can, at any time, see the information we hold for their account, correct it, export it, or ask us to delete it — just email us.
Depending on where you live, you may have rights to access, correct, delete, or obtain a copy of your personal information, and to appeal a denial of those rights. To exercise any of these, email us at the address below. We will verify your request and respond within the timeframe the law requires. We will not treat you differently for exercising these rights.
If you received a reminder email and no longer wish to be contacted, reply to it — your reply goes directly to the business that sent it — or contact us and we will forward your request.
Email practices
Reminder emails are transactional messages about an existing invoice or quote, sent at the direction of the business you did business with. They are not marketing. Each one identifies the sending business and provides a working reply path. We comply with the CAN-SPAM Act.
Children
FieldNote is a business tool and is not directed to anyone under 18. We do not knowingly collect information from children.
Changes
If we make material changes, we will post the updated policy here and update the date above. For significant changes affecting our customers, we will also email them.
Contact
Questions about privacy, or want to exercise any of the rights above?
elliott.bland@fieldnote.us
doyle.mcneela@fieldnote.us