Back to Home

Privacy Policy

Last updated: December 2025

This Privacy Policy describes how FieldLog ("we", "our", "us") collects, uses, and protects your information during the closed beta testing of the FieldLog mobile application.

Data Controller

The controller responsible for processing personal data is FieldLog (operated by Bharath Kumar Gopalan). For all privacy inquiries, contact [email protected]. Our legal imprint is available in the Impressum.

Legal Basis for Processing

During the invite-only beta, we process personal data on the basis of your consent (Article 6(1)(a) GDPR) to provide, test, and improve the FieldLog application. You may withdraw consent at any time by emailing [email protected].

1. Information We Collect

Personal Information:

  • Email address (for account creation)
  • Name (optional, for account personalization)

Location Data:

  • GPS coordinates when you tag locations
  • Location data is stored locally on your device

Content You Create:

  • Voice recordings and transcriptions
  • Photos you take
  • Text notes and observations
  • Location tags and place names

Technical Data:

  • Device information (model, OS version)
  • App usage analytics (crash reports, performance data)
  • IP address (for server communication)

2. How We Use Your Information

  • Core Functionality: Store and sync your field logs, photos, and voice notes
  • Account Management: Create and maintain your user account
  • Data Sync: Backup your data to our secure servers
  • App Improvement: Analyze usage patterns to improve the app
  • Support: Provide customer support when you contact us

3. Data Storage and Security

  • Local Storage: All data is stored locally on your device first
  • Encryption: Data is encrypted in transit (HTTPS/TLS) and at rest
  • Secure Servers: We use EU-based hosting (Hetzner) with industry-standard security measures and access controls
  • No Third-Party Sharing: We don't sell or share your data with third parties. Access is limited to authorized team members
  • No Advertising: We do not use your personal data for advertising purposes

4. Your Rights and Controls

  • Access: View all your data through the app
  • Export: You may export your records in standard formats (e.g. KMZ or HTML) for your own use or sharing
  • Delete: Delete your account and all associated data
  • Offline Mode: Use the app completely offline

EU/EEA Residents:

If you are located in the EU/EEA, you have additional rights under the GDPR, including the right to access, rectification, erasure, restriction or objection to processing, and data portability (Articles 15–20). You can exercise these rights or withdraw consent by contacting [email protected]. We will respond within statutory timeframes (typically 30 days).

5. Processors and Hosting

We work with the following data processors who process data on our behalf:

  • Hetzner Online GmbH (EU): Secure hosting of our servers and databases in Germany
  • Cloudflare, Inc.: CDN/reverse proxy and security services acting as a technical intermediary under a Data Processing Agreement (DPA)
  • Groq Inc. (USA): Automated speech-to-text processing (see detailed section below)
  • Google LLC: Website analytics via Google Analytics 4 (see detailed section below)
  • Map Services: Standard mapping APIs for location display

All processors act on our instructions and are bound by data processing agreements.

6. Website Analytics & Cookies

Google Analytics 4

We use Google Analytics 4 (provided by Google LLC) to understand how visitors interact with our website. This helps us improve our content and user experience. Google Analytics collects:

  • Pages visited and time spent on pages
  • Referral source (how you found us)
  • General geographic region (country/city level)
  • Device type and browser information

Privacy measures we have implemented:

  • Consent Required: Analytics only activate after you provide explicit consent via our cookie banner
  • No Advertising: We do not use Google Analytics for advertising purposes
  • No Data Sharing: We have disabled data sharing with Google for advertising features

For more information, see Google's Privacy Policy.

Cookies We Use

Cookie Purpose Duration
cookie_consent Stores your cookie preference (granted/denied) 1 year
_ga, _ga_* Google Analytics (only if consent granted) 2 years

Managing Your Preferences

You can change your cookie preferences at any time by clearing your browser cookies and revisiting our website—the consent banner will reappear. You can also opt out of Google Analytics across all websites by installing the Google Analytics Opt-out Browser Add-on.

7. Voice Transcription (Groq)

When you submit audio within the app, we securely transmit the audio to Groq Inc. (United States) solely to generate a text transcript. Groq processes this data as our processor under its Data Processing Addendum, which incorporates the EU Standard Contractual Clauses (SCCs) for international data transfers.

Audio is transmitted via HTTPS, used only for transcription purposes, and deleted by Groq in accordance with its DPA. The resulting transcript is stored on our EU servers. No audio or transcript data is used by Groq for training or other purposes.

8. Data Retention

We retain personal data only as long as necessary to operate, evaluate, and improve the beta. Where appropriate, we may anonymize data for ongoing research and development.

  • Active Accounts: Data retained as necessary for testing and improvement
  • Deleted Accounts: Data permanently removed within 30 days of deletion request
  • Local Data: Stored on your device until manually deleted

You may request deletion at any time by emailing [email protected].

9. International Data Transfers

Transfers of EU personal data to the United States occur only in connection with voice transcription by Groq Inc. Such transfers are safeguarded by the EU Standard Contractual Clauses (SCCs) as part of Groq's Data Processing Addendum. We do not make other international transfers of personal data during the beta.

Data may be processed in different countries. We comply with applicable data protection laws including GDPR for EU/EEA users.

10. Children's Privacy

FieldLog is not intended for children under 13. We don't knowingly collect data from children under 13. Parents can contact us to delete any child's data.

11. Changes to This Policy

We'll notify you of significant changes. Continued use constitutes acceptance. Previous versions available upon request.

12. Contact Us

For any privacy concerns or data requests, contact us at [email protected]. We'll respond within statutory timeframes (typically 30 days).