Privacy Policy

1. Who We Are and How to Read This Policy

Fieldmarks Co. LLC (“Fieldmarks,” “we,” “us”) provides software for wildlife-expedition operators. This Privacy Policy explains how we handle personal data when we decide why and how it is processed — that is, when we act as a data controller.

Our role depends on the activity. When an operator uses our platform to manage its Trips, parties, guides, and guest sightings, the operator decides how that data is used and is the controller; we act as its processor, and that processing is governed by our Data Processing Agreement with the operator and described to guests in our Guest Privacy Notice. We act as a controller for our own activities — running our website, managing operator accounts and billing, our own marketing, securing and improving the Services, and creating aggregated, de-identified data. This policy covers those controller activities.

2. The Personal Data We Process as Controller

Depending on how you interact with us, we may process:

• Operator and staff contact and account data — names, business email and phone, role, login credentials, and account settings.
• Billing data — billing contact, plan, and transaction records. Card details are handled by our payment processor; we do not store full card numbers.
• Website and usage data — pages visited, device and browser information, IP address, and similar data collected through cookies and analytics (see Section 5).
• Communications and support data — messages you send us and our responses.
• Marketing data — contact details and preferences for newsletters or product updates, where you have opted in or we are otherwise permitted to contact you.
• Email delivery and suppression data — delivery, bounce, complaint, and unsubscribe records we maintain to route email correctly and to protect email deliverability across our platform.
• Aggregated and de-identified data — data derived from use of the Services that does not identify any individual (see Section 4).

Trip, party, guest, guide, and sighting data (including GPS location captured with sightings) is processed on the operator’s behalf as a processor; see the Data Processing Agreement and the Guest Privacy Notice.

3. Why We Process Personal Data and Our Legal Bases

Where the GDPR or UK GDPR applies, we rely on the following legal bases:

Where we rely on legitimate interests, we balance those interests against your rights. Where we rely on consent, you may withdraw it at any time.

4. Aggregated and De-identified Data

We create and use aggregated and/or de-identified data derived from use of the Services — for example, anonymized species-occurrence and rarity information — for purposes including improving the Services, analytics, research, conservation analytics, and developing new products and datasets. This data is processed so that it does not identify you, any guest, any operator, or any individual, and we do not attempt to re-identify it. Where the underlying data includes personal data, we describe this use in the Guest Privacy Notice and process it under a lawful basis as required.

5. Cookies and Similar Technologies

Our website and web pages (including trip-recap pages) use cookies and similar technologies. We use: (a) strictly necessary cookies, which are required for the site and recap pages to function — session handling, security, and remembering your cookie choices — and which do not require consent; (b) analytics cookies, which help us understand how the site is used so we can improve it, and which are set only with your consent where consent is required; and (c) preference or marketing cookies, only if we introduce them and only with your consent.

Our website analytics provider is Mixpanel, Inc. Analytics uses a randomly generated identifier stored in your browser's local storage, set only with your consent.

Where consent is required (for example, in the EU and UK), non-essential cookies are not set until you accept them through the cookie banner, and you can change your choices at any time through cookie settings or your browser controls. Declining non-essential cookies does not affect your ability to use the site or view a trip recap.

The mobile App does not use cookies; it stores trip data on your device so the App works offline, as described in the Guest Privacy Notice.

We do not use cookies to sell personal information or for cross-context behavioral advertising.

6. How We Share Personal Data

We share personal data with: service providers and sub-processors who help us run the Services (for example, cloud hosting and database, communications, analytics, and payment providers), under contracts that limit their use of the data; professional advisers; authorities where required by law; and parties to a merger, financing, or sale of assets, subject to this policy. We do not sell personal data.

7. International Data Transfers

We are based in the United States and host data on U.S.-based infrastructure. When we transfer personal data from the European Economic Area or the United Kingdom to the United States or other countries, we use appropriate safeguards, principally the European Commission’s Standard Contractual Clauses (and the UK International Data Transfer Addendum).

8. How Long We Keep Personal Data

We keep personal data only as long as needed for the purposes described here or as required by law — for example, account data for the life of the account and a reasonable period afterward, and billing records for the period tax and accounting law requires. When no longer needed, we delete or anonymize it. Retention of data we process on an operator’s behalf is governed by the Data Processing Agreement. When an operator’s subscription ends, that data is deleted after a 90-day retention period under the Data Processing Agreement; we may retain data that has been aggregated or de-identified so that it no longer identifies anyone.

9. Security

We use technical and organizational measures designed to protect personal data, including access controls, encryption in transit, and per-operator data isolation. No system is perfectly secure, and we cannot guarantee absolute security.

10. Your Privacy Rights

Depending on where you live, you may have rights to: access your personal data; correct inaccurate data; delete data; restrict or object to certain processing; receive your data in a portable format; and withdraw consent. Where the GDPR or UK GDPR applies, you may also lodge a complaint with your local supervisory authority.

To exercise these rights, contact us at privacy@fieldmarks.co. If your data is processed by an operator using our platform, please contact that operator (the controller); we will assist them as required. We will respond within the timeframes the applicable law requires.

11. Children’s Data

The Services are not directed to children, and we do not knowingly process children’s personal data in our role as controller. Operators are responsible for obtaining any consents required to include a minor’s data in a trip. If you believe we hold a child’s data without an appropriate basis, contact us and we will address it.

12. U.S. State Privacy Rights

Some U.S. states, including California, give residents specific privacy rights. These laws apply to a business only above certain size and revenue thresholds. To the extent a U.S. state privacy law applies to us, we honor the rights it grants, including rights to know, delete, correct, and opt out of the sale or sharing of personal information; we do not sell personal information.

13. Changes to This Policy

We may update this policy from time to time. We will post the updated version with a new date and, for material changes, provide additional notice where appropriate.

14. How to Contact Us

Fieldmarks Co. LLC
2108 N ST STE N
Sacramento, CA 95816
privacy@fieldmarks.co