Draft for legal review

This text describes how Fieldmate handles data as built. It has not yet been reviewed by unique land use's legal counsel or data protection officer and is not final.

Privacy notice for Fieldmate

Last updated: 27 October 2026

Who is responsible

unique land use GmbH (“we”) operates Fieldmate, a field assistant for forestry crews, and the management console at this address. Contact for data protection questions: datenschutz@unique-landuse.de [address and data protection officer to be completed by legal].

What Fieldmate stores

Your account: name, work email, the client you work for, your role, and when you last signed in.
Your questions and the answers, including photos and documents you attach, the time they were sent, and whether an answer came from the on-device offline assistant.
Device information sent by the app: platform, app version and when the device last synced.
Usage records for each answer (amount of text processed and estimated cost), used for billing and capacity planning.

Administrators can read your chats

Authorised administrators at unique land use can read every chat, including photos and answers generated offline on your phone once they have synced. They use this to support you, to check that answers are correct and safe, to improve the instructions and documents the assistant uses, and to investigate problems. Every access to the management console is restricted to staff accounts, and changes they make are recorded in an audit log. Do not use Fieldmate for private matters.

Why we process this data

To provide the assistant to you as part of your work (Art. 6(1)(b) GDPR, or (f) where you are employed by our client) [legal basis to be confirmed by legal].
To keep the service secure and to investigate misuse (Art. 6(1)(f) GDPR).
For billing between unique land use and your employer (Art. 6(1)(f) GDPR).

Who else receives data

To generate an answer, your question, the relevant passages from your company's documents and any photo you attach are sent to an AI model provider acting as our processor. [Provider name, location and data-processing agreement to be completed by legal once the provider decision in the overhaul plan is made.] [Confirm before publishing: photo location metadata is removed before sending once the new upload pipeline ships (API contract v2), and hosting is in Germany after the Hetzner move.]

How long we keep it

Chats are kept while your employer uses Fieldmate, even if you delete a chat in the app (it is then hidden from you but kept for audit). [Retention period to be set by legal.] Accounts of people who leave are deactivated by an administrator.

Your rights

You can ask for access to, correction or deletion of your data, restriction of processing, data portability, and you can object to processing. You can also complain to a data protection supervisory authority. Write to the address above. [Add: in-app account deletion, once the apps ship it.]