Who we are and when this policy applies
FieldMaestro and My Home Maestro are product identities operated by Viper Tool Solutions Inc. In this policy, “FieldMaestro,” “we,” “us,” and “our” refer to Viper Tool Solutions Inc. and the FieldMaestro services it operates.
This policy applies to our public websites, authenticated applications, customer portals, mobile apps, support channels, and platform communications. It covers account holders, organization members, customers using a portal, and people whose information an authorized organization stores in FieldMaestro. A separate notice may apply when a specific feature asks for additional information or consent.
Our role and your organization’s role
Organizations use FieldMaestro to manage their own workforce, customers, suppliers, projects, and business records. For that organization-controlled information, the organization decides why the record exists, who may use it, and how long it should be kept, while FieldMaestro processes it to provide and protect the service. The organization may therefore be the first place to direct a question about a job, employee file, customer record, or organization communication.
FieldMaestro is directly responsible for information used to run the platform itself, including account security, service administration, billing, support, abuse prevention, product operations, and our public website.
Information we collect
The information depends on the products and features you or your organization choose to use:
- Identity and account information: name, contact details, organization memberships, roles, permissions, authentication settings, and account preferences.
- Business and customer records: contacts, leads, quotes, contracts, projects, jobs, schedules, work orders, notes, forms, invoices, payments, expenses, suppliers, inventory, and related documents.
- Files and media: photos, videos, audio, attachments, annotations, captions, transcriptions, and file metadata that you choose to capture or upload.
- Communications: email and text-message content, notification preferences, delivery and opt-in records, replies, support messages, and, when the relevant calling feature is enabled and notice is provided, call or voicemail records and recordings.
- Location and operational information: addresses, job sites, calendar activity, trips, vehicle or equipment records, and device location when a location feature is enabled and permission is granted.
- Connected-service information: data returned by integrations you authorize, such as accounting, email, storage, calendar, mapping, payment, or financial-data services.
- Technical and security information: IP address, browser and device information, timestamps, diagnostics, authentication events, access logs, audit history, and fraud or abuse signals.
- Support and website information: information you send to us, requests you make, and essential website or session data needed to remember settings and operate the service.
Where information comes from
We receive information from you; from members and administrators of your organization; from customers, suppliers, and collaborators who interact with organization records; automatically from the devices and services used to access FieldMaestro; and from connected providers when an authorized person enables an integration. We may also receive lawful business contact information from public or commercial sources when it is needed for a requested business workflow.
How we use information
- Provide, personalize, maintain, and support the features you or your organization request.
- Authenticate users, apply organization permissions, and maintain security and audit records.
- Store, organize, connect, search, render, export, and synchronize authorized business records.
- Deliver requested emails, text messages, calls, portal notices, and in-app notifications.
- Process subscriptions, payments, usage limits, and related account administration.
- Diagnose reliability problems and improve product performance, safety, accessibility, and usability.
- Prevent fraud, spam, abuse, security incidents, and prohibited activity.
- Meet legal, tax, accounting, dispute-resolution, and regulatory obligations.
When we disclose information
We disclose information only for the purposes described in this policy, including:
- Within an organization: to authorized members, administrators, and invited portal users according to the organization’s permissions and sharing choices.
- Service providers: to providers that perform hosting, storage, authentication, communications, payments, mapping, diagnostics, support, and integration services for us under appropriate restrictions.
- Connected services: when an authorized user directs FieldMaestro to exchange information with a selected integration.
- Legal and safety reasons: where disclosure is required by law or reasonably necessary to protect people, rights, property, the service, or the integrity of an investigation.
- Corporate events: as part of a financing, reorganization, merger, sale, or transfer, subject to confidentiality and appropriate safeguards.
We do not sell personal information. We also do not use organization-controlled customer records to build advertising profiles for unrelated third parties.
Email, text messages, and mobile information
FieldMaestro may send account, security, quote, appointment, project, schedule, service, and other transactional notifications when the recipient has provided the required permission or another lawful basis applies. Marketing messages use a separate consent where required. Message frequency varies, and standard message and data rates may apply.
Mobile privacy promise: No mobile information, including mobile numbers and SMS opt-in or consent data, will be sold or shared with third parties or affiliates for promotional or marketing purposes. Communications providers may process this information only as needed to deliver, secure, support, or comply with the messaging service.
SMS consent is optional, separate from other agreements, and is not a condition of purchasing or using FieldMaestro. Consent boxes must not be pre-selected. Reply STOP to stop messages and HELP for help. Where a messaging program requires double opt-in, messages begin only after the recipient affirmatively confirms the subscription. See the SMS termsfor program details.
Connected financial data
If an authorized organization member chooses to connect a financial institution, FieldMaestro uses a financial-data provider such as Plaid or Flinks. Depending on the connection, we may receive institution and account names, account type, masked account number, currency, balances, and transaction details such as date, description, amount, merchant, and category hints. FieldMaestro does not ask you to enter online banking credentials directly into our application.
Before a connection opens, the feature presents the categories, purpose, provider, retention terms, and withdrawal consequences and requests an affirmative authorization. That authorization is separate from general service terms and is not pre-selected. Disconnecting removes the stored provider access credential and stops future collection, but it does not automatically erase accounting, tax, security, or audit records that must lawfully be retained.
AI, automation, and integrations
Some features may use automated processing or an AI provider to extract, summarize, classify, draft, or suggest information. When such a feature is enabled and used, the information needed for that request may be sent to the selected provider and the result may be stored with the related FieldMaestro record. Automated output can be incomplete or incorrect and should be reviewed before it is relied on. Integration and AI choices may be controlled by your organization’s administrator and may have additional provider terms.
Retention and deletion
We keep information only as long as reasonably needed for the purpose described, an organization’s valid instructions, security and continuity, and applicable legal obligations. Retention can vary by record type, account status, contract, legal hold, dispute, or regulatory requirement.
Provider access credentials are removed when a financial connection is disconnected. Provider-only bank data that was never reviewed, matched, or reconciled is eligible for deletion 30 days after disconnection. Records incorporated into bookkeeping, tax, reconciliation, security, consent, or audit records may be kept for at least six years after the end of the relevant tax year, or longer where required. At the end of the applicable period, information is deleted, de-identified, or securely made inaccessible through the applicable retention process.
Security and international processing
FieldMaestro uses safeguards designed for the sensitivity of the information, including scoped authorization, encrypted transport, protected credentials, logging, and access-revocation processes. No service can guarantee absolute security. Please contact us promptly if you believe an account or record has been accessed improperly.
We and our providers may process information in Canada, the United States, or other jurisdictions where a provider operates. Information may therefore be subject to the laws and lawful-access requirements of those jurisdictions.
Your choices and privacy rights
Depending on your relationship with FieldMaestro and applicable law, you may ask to access or correct personal information, understand how it has been used or disclosed, withdraw consent, object to or limit certain processing, request deletion where retention is not required, or challenge our compliance. We may need to verify your identity and authority before acting on a request.
Organization-controlled records may need to be handled by that organization’s administrator. Account and device controls also let users manage permissions, connected services, and communication preferences. A request to stop marketing does not prevent essential security, service, legal, or account messages where those messages are permitted by law.
Children
FieldMaestro is a business service and is not directed to children. We do not knowingly ask a child to create a FieldMaestro business account. If you believe a child’s personal information was provided improperly, contact us so we can investigate and take appropriate action.
Changes and contact
We will update the effective date when this policy changes. If a change materially affects an existing authorization, we will provide additional notice or request renewed consent where required.
The Privacy Officer for Viper Tool Solutions Inc. can be reached at hello@fieldmaestro.ca. Use the subject “Privacy request” and describe the account or organization involved so we can route the request safely.