1. Scope
Vertex Field AI LLC ("Vertex Field AI," "we," "us," or "our") provides a business-to-business field-operations platform for utility construction and related work. This Privacy Policy explains how we collect, use, disclose, and protect personal information through our websites, applications, and services (collectively, the "Service").
Customers use the Service on behalf of their organizations. A customer controls the operational records its users submit, who may access those records, and how the Service is configured for its workforce and projects.
2. Information We Collect
Information provided to the Service
We collect account and business contact details, authentication information, support communications, and subscription and billing records. We also process content that customers and their users submit or generate, such as project records, field reports, safety forms, photographs, location-tagged work records, personnel and payroll inputs, invoices, onboarding documents, messages, AI prompts, and generated output ("Customer Content").
Customers decide what Customer Content to provide. They are responsible for having the rights, notices, and consents needed to submit information about employees, subcontractors, customers, job-site contacts, and other people.
Information collected automatically
When the Service is used, we collect technical and usage information such as IP address, browser and device type, operating system, language preference, pages and features used, timestamps, referring pages, error events, and security and audit logs. If a user enables notifications, we store the subscription information needed to deliver them.
Information from authorized sources
We may receive information from a customer's administrators, other users acting for that customer, and third-party services a user chooses to connect. We do not purchase personal information from data brokers.
3. How We Use Information
We use information to:
- provide, maintain, personalize, and support the Service;
- authenticate users and administer accounts, subscriptions, and permissions;
- create the reports, records, communications, and AI-assisted output users request;
- secure the Service, prevent misuse, investigate incidents, and maintain audit trails;
- diagnose errors, measure performance, and improve features and reliability;
- communicate about the Service, including support, security, billing, and product updates; and
- comply with law and establish, exercise, or defend legal claims.
4. Customer Content and AI Features
Customer Content remains confidential to the customer that provides it and is not made available to other customers unless an authorized user chooses to share it. We process Customer Content only to provide the Service, follow customer instructions, maintain security, provide requested support, and comply with law.
We do not use Customer Content to train, fine-tune, or improve generalized or foundation AI models, and we require service providers processing Customer Content for AI features not to use it for their own model training. AI features process relevant content to produce the response, draft, extraction, or analysis requested by the user.
Voice input is transcribed only to create the requested draft or record. We do not retain the audio or transient transcript after processing. AI output may be incomplete or incorrect and must be reviewed by a person before it is relied upon, finalized, or sent.
5. Data Retention and Deletion
We retain Customer Content while the customer's account is active and as needed to provide the Service. Following termination, we delete or deidentify Customer Content within a commercially reasonable period, except where retention is required by law, needed to resolve a dispute, or present temporarily in routine backups.
Account, billing, security, and audit information is retained for the business, security, and legal purposes for which it was collected. Where we maintain information in deidentified form, we do not attempt to reidentify it except to test whether deidentification safeguards remain effective or as otherwise permitted by law.
6. How We Share Information
We may disclose information in the following circumstances:
- Service providers. Vendors that support hosting, storage, authentication, AI processing, communications, analytics, security, and related operations, subject to contractual confidentiality and data-protection obligations.
- At a customer's direction. Recipients and connected services selected by an authorized user, including parties with whom the customer chooses to share reports, invoices, documents, or project records.
- Legal and safety reasons. Where reasonably necessary to comply with law or legal process, enforce agreements, investigate misuse, or protect rights, safety, and security.
- Business transactions. In connection with a financing, merger, acquisition, reorganization, or sale of assets, subject to appropriate confidentiality protections.
We do not sell personal information or share it for cross-context behavioral advertising.
7. Connected Services
Users may choose to connect third-party accounts so the Service can perform requested actions, such as sending a communication or saving a file. Connections are optional, the permissions requested are presented during authorization, and the Service uses connected-account information only to provide the enabled function. A user may disconnect a service at any time, although the third party may retain information under its own terms and privacy policy.
8. Security
We maintain technical, administrative, and organizational safeguards designed to protect information, including encryption, access controls, audit logging, monitoring, and restrictions on internal access. Service providers are required to protect information they process for us.
No system is completely secure. Customers are responsible for protecting their credentials, assigning appropriate permissions, and removing access when it is no longer authorized. If we become aware of a security incident affecting Customer Content, we will notify the affected customer as required by law and provide reasonably available information to support its response.
9. Cookies and Similar Technologies
The authenticated Service uses cookies and similar storage that are necessary for sign-in, security, preferences, and core functionality. On our public website, optional analytics and advertising technologies remain disabled unless a visitor selects "Accept all." Selecting "Reject non-essential" keeps them disabled.
We store the consent choice so it does not need to be made repeatedly. A visitor may change it through "Cookie choices" in the footer of a public page. An enabled Global Privacy Control signal is treated as a rejection of non-essential technologies. Browser settings may also block cookies, although doing so may prevent parts of the Service from working.
10. Your Rights and Choices
Depending on where you live, you may have rights to know about, access, correct, delete, or receive a portable copy of personal information, and to appeal a decision about a request. You may also opt out of non-essential communications using the instructions in the message.
To make a request, email info@vertexfield.ai with enough detail for us to understand it. We may verify your identity and, for an authorized agent, the agent's authority. We will respond within the period required by applicable law and will not discriminate against you for exercising a privacy right.
If a customer submitted your information, that customer controls the record. You should contact the customer directly; if you contact us, we will route the request to the appropriate customer and assist as required.
11. U.S. State Privacy Rights
Residents of states with comprehensive privacy laws may have additional rights, including rights concerning sale, targeted advertising, sensitive information, and profiling that produces legal or similarly significant effects. We do not sell personal information, use it for targeted advertising, or use it to make automated decisions producing legal or similarly significant effects about individuals.
Where we process personal information for a customer, we act as its service provider or processor and use the information only for the limited purposes described in our agreement and this Policy.
12. International Data Transfers
The Service is offered to business users in the United States. Information is processed in the United States and may be handled by service providers operating from other locations. If you access the Service from outside the United States, your information may be processed where privacy laws differ from those in your location.
13. Children's Privacy
The Service is a business tool intended for adults acting in the course of their work. It is not directed to children, and we do not knowingly create accounts for or collect personal information directly from children. If we learn that we have done so, we will delete the information as required by law.
14. Changes to This Policy
We may update this Policy as our Service, practices, or legal obligations change. We will update the date shown above and, where a change materially affects how we handle personal information, provide notice through the Service, by email, or both before the change takes effect.
15. Contact Us
Questions, requests, and privacy concerns may be sent to:
Vertex Field AI LLC
1 Beacon Street, 15th Floor
Boston, MA 02108
United States
info@vertexfield.ai
For contractual terms governing the Service, see our Terms of Service.