Professional Privacy Policy

FieldWise Professional is committed to protecting the privacy, confidentiality, and security of the organisations, professionals, clients, and field teams who use the platform.

This Privacy Policy explains how FieldWise Professional collects, uses, stores, protects, manages, shares, exports, and deletes personal and organisational information across FieldWise Pro Hub and the FieldWise Professional applications.

FieldWise Professional is designed for professional field work. The platform helps teams plan projects, capture defensible field evidence, and turn it into reports that clients and regulators can rely on.

Where FieldWise is used by an organisation, that organisation remains responsible for determining how its client, project, and field data is used. FieldWise acts as a service provider and data processor, handling organisation data only for the purpose of delivering the FieldWise Professional service. This policy is separate from the FieldWise Education Privacy Policy, which governs the schools platform.

FieldWise Professional is built around two connected layers: FieldWise Pro Hub and the FieldWise Professional applications.

FieldWise Pro Hub is the central platform layer that manages the secure operation of the professional ecosystem — organisation accounts, user accounts and roles, client directories, projects, sites and study areas, dynamic forms, offline sync, mapping, species and evidence records, QA and audit trails, and the secure connection between professional applications.

The FieldWise Professional applications are specialised field tools that connect to Pro Hub — including Geography Pro, Ecology Pro, Agriculture Pro, Biodiversity Pro, Land & Wildlife Pro, Environmental Pro, Marine Surveyor Pro, Science Pro, and Heritage & History Pro. Each may capture different field evidence depending on the method and profession, but all follow the same privacy and security principles set out in this policy.

FieldWise Professional is also designed to support future interoperability with commonly used cloud storage, GIS, and identity systems. These integrations will only be enabled where technically available, organisation-approved, permission-based, and consistent with privacy and security requirements.

FieldWise Professional only collects information that is reasonably necessary to provide, operate, improve, secure, and support the platform. The type of information collected depends on how a person and organisation interacts with FieldWise.

Client contact details entered into FieldWise are provided and controlled by the organisation. The organisation is responsible for ensuring it has an appropriate basis to enter and use that information within the platform.

Users capture field evidence as part of their professional work. Depending on the application and method, this may include:

Field records may include personal information only where a user chooses to record it (for example, a person appearing in a site photograph, or a landholder named in a note). Users and organisations are responsible for capturing only information relevant to the professional task.

Many FieldWise Professional activities use location features to support accurate, defensible field work. This may include:

Location information is used only for professional field purposes — for example, confirming where evidence was collected, mapping observations, supporting QA and review, and producing report-ready outputs. FieldWise does not use location data for advertising, behavioural profiling, or unrelated commercial tracking.

When a person visits the FieldWise Professional website, registers for a pilot, joins a waitlist, or contacts us, we may collect:

This information is used to respond to enquiries, provide product updates, manage pilot and early-adopter interest, and communicate with organisations and professionals who have chosen to hear from FieldWise.

FieldWise Professional uses collected information only for legitimate operational, service, security, support, and communication purposes.

FieldWise Professional does not sell client, project, or field data, and does not use it for advertising or unrelated commercial profiling.

FieldWise Professional takes reasonable technical and organisational steps to protect information from misuse, interference, loss, unauthorised access, modification, or disclosure.

FieldWise uses Supabase as its primary backend infrastructure provider for platform data, authentication, database storage, and synced records. Persistent platform data may include organisation and user accounts, clients, projects, sites, field records, media, QA records, exports, and integration records required for the service to operate.

FieldWise aims to host organisation data in secure infrastructure located in Australia wherever technically and contractually available. Before deployment, FieldWise will confirm the hosting region and inform organisations where their data is stored. If data is stored, processed, backed up, or supported outside Australia, FieldWise will disclose this where required and take appropriate steps to protect the information.

Field work often takes place in remote outdoor environments where internet access is unreliable. To support this, the app may temporarily store records and media on the device until a connection is available. When the device reconnects, this information is queued for secure synchronisation. Once syncing is complete, locally cached data may be cleared, reduced, or retained only as required for app functionality and organisation use.

FieldWise Professional recognises that field work can involve sensitive or confidential information — for example, threatened or protected species locations, culturally sensitive sites, or commercially confidential client data.

Organisations remain responsible for classifying their own sensitive data, setting appropriate access, and complying with any licence, permit, or legal conditions that apply to it.

FieldWise Professional does not disclose personal or organisational information to third parties except where necessary to provide and secure the service, comply with legal obligations, or act under an organisation's instructions.

FieldWise will not allow third-party service providers to use organisation, client, or field data for their own advertising, marketing, behavioural profiling, or unrelated commercial purposes.

FieldWise Professional may send product updates, pilot information, launch announcements, or relevant content to people who have voluntarily joined a mailing list, registered for a pilot, or contacted us.

Recipients may unsubscribe from marketing communications at any time. Client and field data is not used for marketing, is not added to marketing lists, and is not shared with advertisers.

FieldWise Professional retains information only for as long as reasonably necessary to provide the service, meet organisation requirements, support records and reporting, comply with legal obligations, resolve disputes, maintain security, or meet contractual obligations.

Some data may remain temporarily in secure backups or logs for a limited period before deletion through normal backup rotation processes.

Organisations own and control the client, project, and field data they create or manage within FieldWise.

Upon valid request, FieldWise will delete, anonymise, or return relevant data in accordance with the organisation's instructions, contractual requirements, legal obligations, and reasonable technical limits. Some data may remain temporarily in secure backups before deletion through normal backup rotation.

FieldWise may retain limited administrative, billing, legal, or security records where required.

Organisations and users may request access to or correction of personal information held in FieldWise. FieldWise will assist with reasonable access, correction, export, and deletion requests where technically possible and legally appropriate.

Where information relates to a client or a third party entered by an organisation, requests should usually be directed to the organisation that controls that record.

Where required by law, FieldWise will support notification to relevant regulators or affected individuals.

FieldWise aims to use Australian-hosted infrastructure for organisation data wherever technically and contractually available.

However, some third-party providers, support systems, cloud storage providers, authentication systems, or technical services may process or store information outside Australia. Where this occurs, FieldWise will take reasonable steps to ensure the information is protected and that organisations are informed where required.

FieldWise Professional records evidence and supports professional decisions. It does not make regulatory determinations and does not replace licences, permits, or qualified professional judgement.

Organisations and users remain responsible for the accuracy of the records they capture, for complying with the laws, licences, and permits that apply to their work, and for the conclusions and reports they produce using FieldWise.

FieldWise Professional may update this Privacy Policy from time to time as the platform develops, new applications are released, legal requirements change, integrations are added, or security practices improve.

When significant changes are made, FieldWise will update the policy date and, where appropriate, notify account holders.

Questions about this Privacy Policy or FieldWise Education’s handling of personal information can be directed to:

FieldWise Education
Email: benjamen.holley@fieldwiseeducation.com.au
Website: www.fieldwiseeducation.com.au