Privacy policy
1. Who we are
FieldFrog is software for lawn care and pest control companies. It is run by C&F Solutions LLC, doing business as FieldFrog ("FieldFrog," "we" or "us"). This policy covers this website, the FieldFrog web app, the phone apps and the customer portal. FieldFrog is offered to businesses in the United States.
Three kinds of people appear here: company owners and their teams, who use FieldFrog to run their work; the customers of those companies, who get visits, invoices and messages; and visitors to this website.
2. What we collect
- Accounts: name, email, a hash of the password, role, and which companies a login belongs to.
- Company details: name, industry, address, time zone, tax rate, logo and color.
- What a company enters about its customers: names, emails, phone numbers, properties and map pins, notes, plans, visits, photos, estimates, signed agreements, invoices and payment records. Pest companies also keep product application records and tech license records.
- Time and location: clock-in and clock-out times, and a tech's location while clocked in.
- Messages: who each message went to, which channels it used and the result, including replies like STOP.
- Payments: status and amounts from Stripe. Card numbers go straight to Stripe's hosted fields and never reach our servers.
- Consent records: who agreed to what, which version, when, and from where.
- Use of the product and request records: described in the next two sections.
This marketing website sets no cookies and runs no analytics. If you type your name and email into the sign-up card, they are sent to the web app, which holds them for one minute in a cookie to fill in the sign-up form. Nothing else is stored until you create an account.
3. How we track use of the product
We run our own tracking, in our own database, to see whether FieldFrog works and who needs help. It has three parts:
- Business events, such as a job completed, an invoice paid or a plan created. These are recorded automatically as the work happens.
- Product events, such as a screen viewed, a button tapped, an error shown or a form abandoned. They hold no free text. Any user can opt out of these in their settings.
- Health, such as request timing and failures, job runs, text and email delivery, payment failures, crash reports and bot outcomes.
FieldFrog staff use this to see setup progress, last activity, jobs per week, money collected, active users and errors for each company, and how each feature is being used. Raw events are kept for 14 months, and summaries built from them may be kept longer.
4. What FieldFrog staff can see, and the debug trail
A small staff team runs FieldFrog. Staff accounts require a second sign-in factor and have only the access their job needs. Each time staff read a company's customer data, that view is recorded in an audit log that can't be edited. Staff can't sign in as you.
So we can trace a problem from start to finish, we keep a debug trail:
- Every request keeps a short summary: a request id, the method and route, ids in the path, the status, the duration, the size of the response, the company, the user, and whether it came from staff. It never holds passwords, sign-in tokens or the contents of the request. Summaries are kept for 14 months.
- Failed requests from a signed-in person, and any server error, also keep what was sent and returned for 14 days. Passwords, tokens, names, emails, phone numbers and card numbers are removed before saving, and sign-in, invitation and staff-account requests keep no contents.
- Full capture can be turned on by an admin on our staff for one company for up to 24 hours, to find a problem that doesn't show up as a failure. It keeps that company's requests the same way, removing the same details, for the same 14 days. It needs a written reason, and turning it on or off is audited.
- Server logs can be searched by staff and are kept for 30 days. Errors are grouped with a count and when they last happened.
- Staff views of company data in any of these screens are audited.
5. Location
The tech app uses a phone's location, including in the background, only while that person is clocked in, and only after they agree. It stops when they clock out. If someone forgets to clock out, tracking stops at the time the company sets and the shift is flagged for the owner. Hours never change on their own.
Owners and office staff in the same company see techs on the clock on the dispatch map. Location is never sold or used for advertising.
6. Emails and texts to customers
Companies use FieldFrog to message their customers. Each message kind is one of three types: required (invoice, receipt, void, signed agreement, payment problem), service (reminder, on my way, visit report) or marketing (review request, win-back, renewal offer).
- Email: every customer email has a link to a preferences page that needs no sign-in, and a one-click unsubscribe. It shows the company's name and postal address. Opt-outs apply at once, for that company. Bounces and spam complaints stop email automatically. Customers can turn off service and marketing messages.
- Texts need consent: a customer only gets texts when their consent is recorded and the company has text messaging active. Marketing texts need separate consent. We follow quiet hours.
- STOP and HELP: reply STOP to any text to stop texts, or HELP for help. Message and data rates may apply. A STOP applies across all companies while they share a sending number, and to one company once it has its own number. Replying START from the same number clears a STOP.
- A new number needs a new opt-in, by a signed email link or by staff at the company recording the customer's agreement. A change that only reformats the number keeps the consent.
- Opt-outs are logged as consent records, and neither a bot nor an owner can override them.
7. Bots
FieldFrog's bots follow fixed rules using each owner's settings. They are not artificial intelligence, and they don't train on your data. A bot stays off until an owner turns it on after a preview, follows the same message rules as everyone else, and logs each action. Credits and charges always wait for a person.
8. Companies control their customers' data
A company decides what it collects about its customers and how it uses it. For that information the company is in control, and FieldFrog processes it on the company's behalf only to provide and support the service. The company is responsible for giving its customers any notice and getting any consent the law requires.
If you are a customer of a company that uses FieldFrog, contact that company first. If you contact us, we will send your request to the company and help it respond.
9. How we use information
- To run the service, sign people in and keep accounts secure.
- To send the messages companies and bots send, and to record delivery.
- To bill subscriptions and process payments.
- To find and fix problems, give support, and see which features are used.
- To detect fraud and abuse, and to meet legal duties.
We don't sell personal information, we don't share it for advertising, and we don't show ads. We don't share phone numbers or text consent with third parties for their marketing.
10. Sub-processors
These providers help run FieldFrog, and each one gets only what its job needs. We will update this list before adding a new one.
- Stripe: subscriptions and customer payments (cards and bank accounts).
- Resend: email delivery.
- Twilio: text message delivery and replies such as STOP.
- Intuit QuickBooks: one-way sync of invoices and payments, if a company connects it.
- Cloudflare R2: private storage for photos and files.
- Sentry: crash and error reports.
- Apple Push Notification service and Google Firebase Cloud Messaging: push notifications to phones.
- U.S. Census Bureau geocoder: placing service addresses on the map.
- Apple MapKit and MapLibre map services: map display.
- Tomorrow.io or OpenWeatherMap: the forecast on the schedule, using the job's location.
- Google Fonts: typefaces loaded by the web app, which receive your IP address.
- Hosting and database provider: to be named here before launch. Data is stored in the United States.
We may also share information within a company according to its roles, with authorities when the law requires it, and with a buyer or successor if the business is sold, under the same protections.
11. How long we keep things
- Company data: while the company is open, then purged 30 days after it closes.
- Raw events: 14 months.
- Request summaries: 14 months.
- Contents of failed and captured requests: 14 days.
- Server logs: 30 days.
- Consent records and staff audit logs: kept as proof, and can't be edited.
- Trial history: enough to apply the one-trial-per-email rule.
- Billing records: kept at Stripe as tax and accounting laws require.
We may keep information longer when the law requires it or to resolve a dispute.
12. Data export and closing a company
Owners can export customers and reports as CSV, and invoices and payments can sync to QuickBooks. An owner can close the company at any time. Closing stops the subscription's next renewal, cancels queued messages and locks the company for 30 days. During that time the owner can download a full export or reopen the company. After 30 days, the company's data and stored files are purged, members with no other company are anonymized, and only the audit log and consent records stay. Export what you need first, including any records the law requires you to keep.
Anyone with an account can delete it in the app. The last owner of a company must transfer it or close it first.
13. Security
We separate each company's data at the database level, encrypt sensitive fields and data in transit, store only hashes of passwords and tokens, keep files private behind signed links, and back up automatically. No system is perfectly secure. If a breach affects your information, we will notify you as the law requires.
14. Your choices and rights
You can update your account in the app, opt out of product events in your settings, turn off location permission on your phone, and use the unsubscribe link or STOP for messages. Depending on your state, including under California law, you may have the right to know, access, correct, delete or get a copy of your personal information, and to appeal a decision. We won't treat you differently for using these rights.
Email privacy@fieldfrog.app to make a request. We will verify who you are and respond within the time the law requires.
16. Children
FieldFrog is for businesses and isn't directed to children under 16. If you believe we have a child's information, contact us and we will delete it.
17. Changes and versions
Each version of this policy has a version label, shown at the top. The consent record stores the version you accepted, when, and from where. If we make a material change, we will tell account owners and ask you to accept the new version.
18. Contact
C&F Solutions LLC (FieldFrog), Attn: Privacy, 105 Cox Lane, Brunswick, GA 31520. Email: privacy@fieldfrog.app.