Privacy Policy

Your privacy is a top priority at Janmar Systems ("we", "us"). This Privacy Policy explains what information we collect from you, why we collect it, and how we protect it. Our guiding principle is to collect only what we need to provide you with our excellent Field Service Cloud service (the "Service"). We will never sell your personal data.

Information We Collect

Information You Provide:

• Account Information: When you register, we collect your name, company name, and contact information (like email and phone number). We use this to create your account, provide support, and send you invoices or important service updates.
• Billing Information: When you become a paying customer, we require you to provide your billing details. This is handled by our secure third-party payment processor. We do not store your credit card information on our servers.
• Your Business Data: You provide us with data necessary for the Service to function, such as customer information, jobsite details, and schedules. You own this data, as outlined in our Terms of Use.

Information We Collect Automatically:

• Location Data: To enable core features like automated timesheets, jobsite arrival/departure alerts, and route compliance, the Field Assistant mobile app collects location data from your crew's devices while they are on the clock.
• Usage Data & Log Files: Like most software, we automatically collect information about how you use the Service (such as features used and frequency of use) and standard log file data (like IP address and browser type). We use this information to improve the Service, monitor for security threats, and troubleshoot issues.

Sharing Information with Third Parties

We do not sell your data. We only share information with a few trusted third-party service providers (known as "sub-processors") who help us operate the Service. These include:

• Cloud Hosting Providers: To host our software and your data.
• Payment Processors: To securely handle credit card payments.
• Marketing and Email Providers: To communicate with you about service updates or marketing information (which you can opt out of).

We have strict contracts in place with these providers to ensure they handle your data securely and only for the purpose of providing their service to us.

AI Assistants and Connected Applications

Field Service Cloud can connect to AI assistants and other compatible applications, such as Claude and ChatGPT, so that your team can ask questions about their own Field Service Cloud records. This is off unless a company Admin turns it on in Company Settings. Each user must then sign in with their own Field Service Cloud account and approve the named application before it can see anything.

These connections are read-only. When you approve an application, the information it requests, such as customers, jobsites, tasks, forms, and photos you have permission to see, is sent to that application at your direction. We do not choose the application, and it is not one of our sub-processors. The application's provider handles that information under its own terms and privacy policy, which we do not control. You can stop sharing at any time by disconnecting the application in that application, and a company Admin can turn off AI connections for the whole company in Company Settings.

We store connection records identifying your company, user account, connected application, approved permissions, and connection status. We also store limited activity records, such as the operation requested, the record identifiers and date range it covered, result counts and status, and when the request occurred. We use these records to enforce access permissions, monitor security and service reliability, troubleshoot problems, provide support, and understand use of the Service. These records are stored with our cloud hosting providers.

Data Retention

To make it easy for you to reactivate your account in the future, we do not automatically delete your data when your trial ends or your subscription is canceled. Your account will become inactive, but your data will be securely retained in our systems for your convenience.

We currently have no automatic deletion schedule for the AI connection and activity records described above. Disconnecting an application or ending your subscription does not automatically delete those records. Disconnecting also does not delete information the connected application has already received; its provider's privacy policy governs that information.

However, you have the right to have your data permanently deleted at any time. To request deletion of AI connection and activity records, or your account and all associated data, please contact us at support@janmarsystems.com. Please note that deletion is irreversible.

Data Security

We take the security of your data very seriously. We use industry-standard technical and organizational measures to protect your information, including data encryption in transit and at rest, access controls, and regular security reviews of our systems.

Cookies

"Cookies" are small data files that are written to and stored on your hard drive when you visit a web site. Like most web sites, we use cookies to personalize your experience and to make it easier for you to complete forms. You can decline cookies in your browser settings, but then your service will not function correctly as a result.

Required Disclosures

We may disclose personally identifiable information, with or without prior notice to you, when we believe that the law requires it, in response to subpoenas, warrants, court orders, or at the demand of governmental agencies.

Contact Us

If you have any questions about this Privacy Policy, please contact us at privacy@janmarsystems.com.