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Privacy Policy

How GenAspect Inc. collects, uses, stores, shares and protects personal information in FieldValve.

Effective date: September 9, 2026 · Last updated: September 9, 2026

Summary. FieldValve is business software for field-service companies. We collect the information you give us to run your account, the operational data your team enters (customers, jobs, invoices, photos, signatures, time entries, and technician location while they have an open time entry or an unfinished visit that day), and technical data needed to keep the service secure. We use it to provide, secure, support and improve FieldValve, to bill you, to protect our customers and our platform, and to meet legal obligations — and, with your consent, to send you marketing email; Sections 4 and 8 give the full list. We do not sell personal information, and we do not run advertising or third-party analytics trackers. For most data in FieldValve, the business you work for or buy services from (our customer) decides why it is collected; we process it on their behalf. Questions and requests: support@fieldvalve.com.

1. Who we are and scope

FieldValve is operated by GenAspect Inc., a corporation incorporated in Ontario, Canada ("GenAspect", "we", "us"). This Policy covers personal information processed through:

Together these are the "Services". This Policy is part of our License Agreement & Terms of Service (the "Agreement"). Capitalized terms not defined here have the meaning given there.

2. Our roles: controller and service provider

FieldValve holds information about several kinds of people, and our role differs for each:

WhoExample dataOur role
Site visitors and prospectsContact-form and newsletter submissionsController / accountable organization.
Account owners and billing contacts of a company that subscribes ("Customer")Name, email, company, billing details, support historyController.
Authorized Users (a Customer's staff: owners, managers and technicians)Name, work email, role, skills and certifications, activity, time entries, ratings left by End Customers, location while on an open time entry or an unfinished visit (Section 6)Customer is the controller / accountable organization; we are its service provider / processor. Your employer decides what is collected and why.
End Customers (the Customer's clients, including Portal users)Name, address, phone, email, service history, quotes, invoices, signatures, paymentsCustomer is the controller; we are its service provider / processor.

Where we act as a service provider, we process personal information only on the Customer's documented instructions (this Policy, the Agreement and the Customer's configuration of the Services) and for the purposes in Section 4. Requests about data held in a Customer's account should be directed to that Customer; we will assist them, and if you contact us directly we will forward your request to them where appropriate.

Two access paths inside a Customer's account are worth knowing about. First, a Customer's owner can open a read-only view of the Portal exactly as a given End Customer sees it, to help with support; every such view is recorded in an audit log. Second, GenAspect platform staff can access Customer accounts for support, security and engineering purposes, under confidentiality obligations.

3. Information we collect

3.1 Information you provide

3.2 Information collected automatically

3.3 Information from third parties

Other than the technician location described in Section 6 and the signature images described above, we do not intentionally collect sensitive categories of information (health, biometrics, government ID numbers, precise financial account numbers). Please do not enter them in free-text fields.

4. How we use information

We do not use Customer Data to train machine-learning or generative-AI models, to build advertising profiles, or for any purpose other than those above. We do not make decisions about you that have legal or similarly significant effects solely by automated means.

5. Legal bases

Where the GDPR, UK GDPR or a similar law applies, we rely on: performance of a contract (providing the Services to the Customer); our legitimate interests (security, fraud prevention, service improvement, and business communications, balanced against your rights); compliance with legal obligations (tax, accounting, responding to lawful requests); and consent, where required (for example marketing emails). Under Canadian law (PIPEDA and provincial equivalents), we collect personal information with consent that is express or implied by the circumstances, and we limit collection to what is reasonable for the purposes identified.

6. Technician location data

FieldValve includes a live-presence feature that shows a Customer's dispatchers where technicians currently are on a map. It works as follows:

Live presence is a standard feature of the App: GenAspect decides how it works technically — when it captures, how often, and that only the latest position is kept — while the Customer (your employer) decides whether to act on it and is responsible for informing you and meeting its obligations under applicable employment and privacy law. A Customer that does not want its technicians located can ask us to switch the feature off for its account at support@fieldvalve.com. We do not rely on your individual consent for this collection. Your employer collects your work location in order to dispatch and coordinate field work, and directs us to process it on its behalf: in Canada this is employee personal information collected for purposes that are reasonable in the circumstances (section 5.3 of PIPEDA, and the employee-information provisions of Alberta's and British Columbia's Personal Information Protection Act); where the GDPR applies, the basis is your employer's legitimate interest in coordinating field work. You can still stop the collection at any time by revoking the App's location permission on your device; that switches off live presence and does not otherwise affect your use of the App.

7. Offline storage on your device

The App is offline-first. To let field staff work without connectivity, it stores on your device a copy of the Customer Data you are authorized to see: customers, sites, jobs, line items, visits, comments, activity history, time entries, the price book, attachment lists, and a cache of attachment files (up to about 50 MB), pre-loaded from the jobs and service requests already synced to your device. It also keeps a queue of changes you made offline, including any photos you attached, until they are uploaded, plus your access credentials, your permissions, a directory of your co-workers, sync bookmarks and interface preferences. If you sign in with a password, the App also stores a salted, irreversible verifier derived from it so that you can sign in again while offline; the password itself is never stored on the device.

This data stays on the device until you sign out or clear the browser or app data. Signing out removes the local database, the attachment cache and your credentials; your permissions and a small number of preference, diagnostic and not-yet-uploaded change records remain until the browser or app data is cleared. Anyone with access to an unlocked device may be able to view local data, so please use a device passcode and keep the device secure. If the Customer revokes your access, the App stops syncing; because it is offline-first, a device that is not signed out keeps its local copy until it is signed out or its data is cleared, so Customers should sign out removed users and, if a device is lost, wipe it with their device-management tools.

8. Sharing, sub-processors and third-party links

We share personal information only as described here. We do not sell or rent personal information, and we do not share it for cross-context behavioural advertising.

We will update this list when we add or replace a sub-processor. Customers who need notice of sub-processor changes may request it at support@fieldvalve.com.

9. QuickBooks Online integration

FieldValve offers an optional integration with Intuit® QuickBooks® Online. This Section explains exactly what happens when a Customer connects it. Intuit and QuickBooks are registered trademarks of Intuit Inc. FieldValve is an independent application and is not affiliated with, endorsed by or sponsored by Intuit Inc.

9.1 Authorization

9.2 Data we read from QuickBooks

We read: company information and preferences (name, currency, tax settings); the chart of accounts (income and deposit accounts); items and services; classes, if class tracking is used; customers; employees; and estimates, invoices and payments. We read this data to map your FieldValve records to your books and to detect and reconcile differences; invoices and payments are read across your company file for the period being reconciled, not only the records FieldValve created. If you run the optional one-time import, we also copy your QuickBooks customers, items and invoices for a period you choose into FieldValve, where they are then held as Customer Data and retained under Section 12. Intuit also sends us change notifications (webhooks) for your company; we verify their signature and keep the notification payloads, for up to 90 days, to process them and to diagnose sync problems.

9.3 Data we write to QuickBooks

We write: customers and their addresses and contact details; estimates (from quotes); invoices and invoice lines; payments; refund receipts; deposits mirroring Stripe payouts; employees and time activities, if time sync is enabled; classes mirroring your business units, if class tracking is used; and items and services mirroring your price book, plus two FieldValve service items used for lines that have no matching item. We write only records derived from your FieldValve data and the sync options you enable. Some writes are triggered by an event rather than by a person — for example a deposit created when Stripe reports a payout — and the two FieldValve service items are created by us so that lines with no matching item can be posted.

9.4 How QuickBooks data is used and shared

9.5 Disconnecting and deleting QuickBooks data

Your use of QuickBooks itself is governed by the Intuit privacy statement and Intuit's own terms.

10. Payments through Stripe

Card and bank payments, including a payment a technician collects on site through a payment link, are processed by Stripe. When a Customer enables payments, Stripe collects the business and owner identity information it needs for onboarding and compliance directly through Stripe-hosted pages; we receive only the resulting account status. When an End Customer pays, card details are entered into Stripe-hosted elements and go straight to Stripe; FieldValve stores only the amount, status, payment-method type and Stripe identifiers. If a payment is disputed, we may submit the related invoice, the End Customer's signature image, job photos and the Customer's written explanation of the charge to Stripe as evidence on the Customer's behalf. Stripe's processing of personal information is described in the Stripe Privacy Policy. Stripe may also act as an independent controller for fraud prevention and regulatory purposes.

11. Cookies, tokens and similar technologies

12. Data retention and deletion

Customers can remove users from their organization and delete customers, jobs and attachments from within the Services. To delete your whole account, or to have your personal information deleted, email support@fieldvalve.com from the address on the account; we complete deletion within 30 days, subject to the legal-retention exceptions above.

13. Security

We use administrative, technical and physical safeguards appropriate to the sensitivity of the information, including TLS encryption for all connections, encryption at rest by our database and storage providers, encryption of integration credentials with keys held separately from the database, argon2id password hashing, role-based access control with location scoping, short-lived access tokens, request rate limiting, security headers on all three surfaces with a strictly enforced content-security policy on the Site and the Portal, and stripping of secrets from request data before it can reach application logs. Our Trust & Security page describes current measures and our roadmap; roadmap items are not commitments. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we become aware of a breach of security affecting your personal information, we will notify the affected Customer without undue delay and, where required, individuals and regulators, in accordance with applicable law.

14. International transfers

GenAspect is located in Canada. Our primary hosting and most sub-processors are in the United States, and some providers operate in the European Union. Personal information you provide is therefore stored and processed outside your province or country, where it may be accessible to local law-enforcement and national-security authorities under local law. We rely on contractual safeguards with each provider (including standard contractual clauses where required) for these transfers, and before communicating personal information outside Quebec we carry out the privacy impact assessment required by Quebec law. Our Privacy Officer (Section 20) can answer questions about these transfers.

15. Your rights and choices

Depending on where you live, you may have the right to access the personal information we hold about you, to correct it, to have it deleted, to receive a portable copy, to object to or restrict certain processing, to withdraw consent, and to complain to a privacy regulator. To exercise these rights, email support@fieldvalve.com. We verify requests by confirming that they come from the email address on the account (or, for an End Customer, the address the Customer holds for you) and, where necessary, by asking for details only the account holder would know. We respond within 30 days (or the period required by law) and will not discriminate against you for exercising your rights. You may use an authorized agent where the law allows; we will ask for proof of the authorization.

If your information is held in a Customer's account (you are an employee or an End Customer of a business that uses FieldValve), the Customer is responsible for handling your request; we will forward it and assist as its service provider. You can update most of your own account and profile details directly in the App. Customers can export jobs and invoices as CSV from the App and can request a full account export from support.

16. Region-specific disclosures

16.1 Canada

We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and substantially similar provincial laws, including the Act respecting the protection of personal information in the private sector (Quebec) and the Personal Information Protection Act of each of Alberta and British Columbia. The person accountable for our compliance is our Privacy Officer, who can be reached at support@fieldvalve.com. You may lodge a complaint with the Office of the Privacy Commissioner of Canada or your provincial commissioner. For Quebec residents: Section 6 describes the technology that allows a technician to be located and how to deactivate it; Section 14 describes transfers outside Quebec; we do not make decisions based exclusively on automated processing.

16.2 United States (including California)

We collect, and in the preceding 12 months have collected, the categories of personal information listed in Section 3 (identifiers, commercial information, internet activity, geolocation, professional information, and the signature images described in Section 3.1) from the sources described there (you, the Customer whose account you are in, your device, and the integrations in Section 3.3), for the purposes in Section 4, and disclose them to the service providers in Section 8. We retain each category for the periods in Section 12. We have not sold or shared (for cross-context behavioural advertising) personal information and we do not knowingly collect personal information of consumers under 16. Precise geolocation is sensitive personal information under the CPRA. We collect it in two ways: technician location for live presence (Section 6), and, in the limited cases described in Section 3.1, location metadata embedded in an uploaded photo. We collect it solely to provide the service the Customer requested and do not use it to infer characteristics about you. California residents have the rights to know, delete, correct, and to non-discrimination described in Section 15, and may use an authorized agent. We operate exclusively online and have a direct relationship with the people whose information we collect, so requests may be submitted by email. For data held in a Customer's account we act as a "service provider" under the CCPA/CPRA and process it only for the Customer's business purposes.

16.3 European Economic Area, United Kingdom and Switzerland

The Services are directed at businesses in Canada and the United States. We do not offer them to individuals in the EEA, the UK or Switzerland, and we do not monitor the behaviour of individuals in those regions; on that basis we have not appointed a representative under article 27 of the GDPR. If we begin offering the Services in those regions we will appoint one and name it here. Where the GDPR or UK GDPR applies, the legal bases in Section 5 apply, you have the rights in Section 15, transfers rely on the safeguards in Section 14, and you may complain to your local supervisory authority.

17. Children and age

The Services are for business use and are not directed to children. Users of the App must be at least 18 (Section 3 of the Agreement). We do not knowingly collect personal information from anyone under 16 through the Portal or the Site. If you believe a child has provided us information, contact us and we will delete it.

18. Marketing emails

We send marketing emails (such as the newsletter) only with your consent as required by Canada's Anti-Spam Legislation (CASL) and CAN-SPAM. Every marketing email includes an unsubscribe link and our contact details; you can also opt out at support@fieldvalve.com. Opting out does not affect transactional or service emails, which are necessary to operate your account. Emails that the Services send to End Customers on a Customer's behalf (quotes, invoices, appointment notices) are sent at the Customer's direction; End Customers can manage those preferences through the unsubscribe link in each message or by contacting the Customer.

19. Changes to this Policy

We may update this Policy from time to time. We will post the new version at fieldvalve.com/privacy with an updated date and, for material changes, notify account owners by email or in-app notice before the change takes effect. Where a change introduces a new purpose for which the law requires your consent, we will obtain that consent before the change applies to you. Continued use of the Services after the effective date otherwise means you accept the updated Policy.

20. Contact

GenAspect Inc. (operating as FieldValve)
A-239 Sunnyside Ave, Ottawa, Ontario K1S 0R4, Canada
Privacy, security, legal and support enquiries all reach us at support@fieldvalve.com. Mark a privacy request "Privacy" in the subject line and it goes to our Privacy Officer.