Field Copilot Privacy Policy
Last updated: 19 August 2026
TraceTasks Ltd (“we,” “our,” or “us”) provides Field Copilot through its website, mobile applications, web application, and related services (the “Services”). This Privacy Policy explains how we collect, use, share, retain, and protect personal information when you use the Services.
Field Copilot may be made available to you by your employer or another organisation. That organisation may have its own privacy notice about its use of work-related information.
1. Information We Collect
Depending on the features you use, we may process the following information:
- Account and organisation information. Your name, business email address, account identifier, organisation, role, permissions, and authentication information.
- Work-related information. Job, customer, contact, site, schedule, task, asset, service-history, and related information provided by your organisation or received from systems your organisation connects to Field Copilot.
- Chat and AI content. Prompts, messages, AI responses, conversation history, feedback, summaries, reports, and escalation or handoff content.
- Voice information. Microphone audio and voice transcripts when a voice session starts.
- Camera and media content. Live camera content and photos, or other image files that you choose to capture, select, or upload.
- Technical and usage information. IP address, device type, operating system, app version, session identifiers, access records, feature usage, error and diagnostic logs, and security events.
- Website and enquiry information. Information you submit through forms, support requests, demo requests, or other communications, together with cookie and analytics data.
2. How We Use Information
We use personal information to:
- Provide the Services. Authenticate users, maintain sessions, and display information authorised by your organisation.
- Provide AI-assisted features. Generate answers, transcripts, summaries, reports, document lookups, image analysis, live-camera assistance, and other requested outputs.
- Support field-work workflows. Help users work with job, site, asset, task, and escalation information.
- Operate voice and camera features. Process audio, transcripts, live camera content, and uploaded media when you choose to use those features.
- Support and communicate. Respond to enquiries, provide technical support, and send service related communications.
- Maintain security and reliability. Prevent misuse, troubleshoot errors, investigate incidents, and monitor the performance of the Services.
- Improve the Services. Understand feature usage and improve performance, reliability, and usability.
- Meet legal and business obligations. Comply with applicable law, respond to lawful requests, and establish or defend legal claims.
3. Microphone, Camera, Media, and AI
Field Copilot requests access to the microphone, camera, or photo and media library when you choose a feature that requires that access. You can refuse or later change device permissions, although the relevant feature may not work without them.
If you enable the optional wake-word feature, Field Copilot listens on your device for the phrase “Hey Copilot.” Wake-word detection happens on the device and does not create or transmit a recording. When the wake word is detected, a voice session starts. During that session, microphone audio is sent to our servers and service providers for speech, transcription, and AI processing. When wake-word mode is enabled, the microphone may be active in the background, shown by a persistent notification (Android) or an on-screen indicator (iOS) for as long as the feature is active.
When you use camera, photo, or AI features, the information needed to handle your request may be transmitted to and processed by third-party services that provide AI or image processing. This may include your prompt, relevant work context, transcript, or image content.
Transcripts, uploaded content, and AI-generated outputs may be saved in conversation history or associated with the relevant work record. You should only provide information that you are authorised to share and avoid including unnecessary personal information about other people.
4. How We Share Information
We may share personal information with:
- Your organisation. Your employer or the organisation that provides your access may view information and content processed through its Field Copilot account.
- Service providers. Providers that support hosting, storage, authentication, AI, speech or vision processing, analytics, security, email, and customer support.
- Legal authorities. Where disclosure is required by law, legal process, or a valid governmental request, or is necessary to protect rights, safety, and security.
- Business transaction parties. In connection with a merger, acquisition, financing, sale of assets, or similar corporate transaction.
We do not sell personal information. We use agreements and other measures designed to require service providers to protect personal information and use it only for the services they provide to us.
5. Legal Bases for Processing (UK and EEA)
Where UK or EEA data protection law applies, our legal basis depends on the purpose of the processing. We may rely on:
- Contract. Where processing is necessary to provide services under a contract with you or to take steps at your request before entering into a contract.
- Legitimate interests. For service administration, security, support, business communications, and proportionate improvements to performance and reliability.
- Consent. Where we ask for consent for a specific optional activity. You may withdraw consent at any time.
- Legal obligation. Where processing is necessary to comply with applicable law.
If you use Field Copilot through your employer or another organisation, that organisation is responsible for identifying its own legal basis for its use of your information.
6. Data Retention and Deletion
We retain personal information only for as long as reasonably necessary to provide the Services, maintain security, support our customer relationship, comply with legal obligations, resolve disputes, and enforce agreements. Work-related information may also be retained according to your organisation’s instructions and agreement with TraceTasks.
You may request access to or deletion of your personal information by contacting privacy@tracetasks.com. If your Field Copilot access is managed by an organisation, you may need to contact that organisation first. We will assess and respond to requests as required by applicable law. Some information may be retained where required by law or remain temporarily in secure backups before being deleted through the normal backup cycle.
7. International Transfers and Security
Personal information may be processed in countries other than the country where you live. Where required, we use appropriate safeguards for international transfers, such as approved contractual protections.
We use administrative, technical, and organisational measures designed to protect personal information against unauthorised access, loss, misuse, or disclosure. No system can guarantee absolute security.
8. Cookies and Your Choices
We use Google Analytics 4 on this website to understand how it is used so that we can improve it. It tells us how many visits each page receives, how visitors reached the site (for example from a search engine, a link on another website or one of our emails), the approximate location of visitors (country, region or city) and the type of device and browser used. We look at this information only in aggregate.
To do this, Google Analytics sets a first-party cookie called _ga (with a companion _ga_… cookie) in your browser. It contains a random identifier that lets us tell one visit from the next; it does not contain your name, email address or anything you type into a form. The cookie lasts up to two years from your last visit. We do not use any advertising features: Google Signals is switched off, no advertising identifiers are stored, this website is not linked to any advertising account, and Google Analytics 4 does not log or store IP addresses. Google LLC processes this information on our behalf as our processor under Google’s data processing terms.
You can object at any time, free of charge, using the switch below, which you can also reach from the “Analytics choices” link in the footer of every page. Switching analytics off takes effect immediately in this browser: we stop sending anything to Google Analytics and remove the _ga cookies. Your choice is stored in this browser only, so you will need to repeat it in any other browser or device you use.
If you visit from the European Union, the wider European Economic Area or Switzerland, Google Analytics runs in cookieless mode for your visit: no analytics cookie is set and the visit does not appear in our reports. We do not currently offer a way to opt in from those countries.
We also use hCaptcha to prevent spam and abuse on our forms, and may use cookies needed for operation and security. You can block or delete cookies through your browser settings, although this may affect how the website functions.
You can manage microphone, camera, photo, and media permissions through your device settings.
9. Your Privacy Rights
Depending on where you live and the circumstances, you may have the right to:
- Access the personal information held about you.
- Correct inaccurate or incomplete personal information.
- Delete personal information in certain circumstances.
- Restrict or object to certain processing.
- Receive certain information in a portable format.
- Withdraw consent where processing relies on consent.
- Complain to the Information Commissioner’s Office or another competent data protection authority.
To exercise a privacy right, contact privacy@tracetasks.com. We may need to verify your identity before responding. If your request concerns information managed by your employer or another organisation, we may direct or assist you to contact that organisation.
10. Children’s Information
The Services are intended for authorised business users and are not directed to children under 16. If we learn that we have collected a child’s personal information contrary to this Policy or applicable law, we will take appropriate steps to delete or restrict it.
11. Changes to This Policy
We may update this Privacy Policy to reflect changes to the Services, our providers, legal requirements, or our data practices. We will update the date at the top of this Policy and provide additional notice where appropriate.
12. Contact
TraceTasks Ltd
Privacy enquiries and requests: privacy@tracetasks.com