Privacy Policy
Last updated 10 July 2026
This policy explains what personal information FieldStack collects, how we use and protect it, and your rights under the Protection of Personal Information Act (POPIA).
1. Who is responsible for your information
FieldStack is operated by R Pivotal (Pty) Ltd (trading as FieldStack), Registration No. 2023/654036/07, 88 Lourens River Street, Strand, 7140, Western Cape, South Africa. For any privacy question, or to reach our Information Officer, email ruan@fieldstack.co.za.
For the personal information your business stores about your own clients and staff inside FieldStack, you are the responsible party and we act as your operator (processor), handling that data on your instructions to provide the service.
2. Information we collect
- Account information — name, work email, phone, company name and role of the people who register and use your workspace.
- Customer content — the data you put into FieldStack: clients, sites, contracts, quotes, projects, timesheets, health & safety records and documents.
- Usage data — log data, device and browser information, and how the service is used, to keep it secure and improve it.
- Payment information — billing details processed by our payment partners. We do not store full card numbers.
- Communications — messages you send us for support or sales.
3. How we use your information
- to provide, operate, secure and support the service;
- to process subscriptions and payments;
- to respond to your requests and provide support;
- to send service and account notices (and, where you have opted in, product updates);
- to improve the service and develop new features; and
- to comply with our legal obligations.
4. Legal basis (POPIA)
We process personal information where it is necessary to perform our contract with you, to pursue our legitimate business interests in a balanced way, to comply with the law, or where you have given consent. You may withdraw consent at any time where processing is based on it.
5. Sharing and sub-processors
We do not sell your personal information. We share it only with trusted service providers who help us run FieldStack, under confidentiality and data-protection obligations:
| Provider | Purpose |
|---|---|
| Cloud hosting (South Africa region) | Hosting the application and your data |
| Anthropic (Claude AI) | AI-assisted drafting and estimation features you trigger |
| Messaging bot (Telegram) | Field-crew timesheet and progress capture |
| Email & support tools | Sending service notices and handling support |
We may also disclose information where required by law, or to protect our rights, users or the public.
6. AI processing
When you use an AI feature, the relevant content is sent to our AI provider to generate the requested output. We use providers that do not train their models on your data through our business API. AI output is assistive and should be reviewed before you rely on it.
7. Where your data is stored
FieldStack is hosted in South Africa. Some sub-processors (for example AI and payment providers) may process limited data outside South Africa; where they do, we rely on providers with appropriate safeguards, as permitted under POPIA.
8. Security
We take reasonable technical and organisational measures to protect personal information, including encryption in transit, access controls and per-workspace data isolation. No system is perfectly secure, but we work to keep your data safe and will notify you and the Regulator of a material breach as required by law.
9. Retention
We keep personal information for as long as your account is active and as needed to provide the service. After cancellation we retain your data for a reasonable window so you can request an export, after which we delete or anonymise it, unless the law requires us to keep it longer.
10. Your rights
Under POPIA you have the right to:
- request access to the personal information we hold about you;
- ask us to correct or delete information that is inaccurate or no longer needed;
- object to certain processing and to direct marketing;
- withdraw consent where processing relies on it; and
- lodge a complaint with the Information Regulator (South Africa).
To exercise any of these, email ruan@fieldstack.co.za. If your request concerns data your service provider holds inside their FieldStack workspace, we will refer you to that business as the responsible party.
11. Cookies
We use essential cookies to keep you signed in and to operate the service securely. We do not use them for third-party advertising.
12. Children
FieldStack is a business tool and is not intended for use by children. We do not knowingly collect personal information from children.
13. Changes to this policy
We may update this policy from time to time. We will post the updated version here and change the “last updated” date; material changes will be communicated where reasonable.
14. Contact
R Pivotal (Pty) Ltd t/a FieldStack · Information Officer · 88 Lourens River Street, Strand, 7140 · ruan@fieldstack.co.za