Effective date: July 18, 2026. Last updated: July 18, 2026. This policy is issued by Nathan Wells, doing business as Field Notes Pro ("Field Notes Pro," "we," "us").
1. What we collect
Account information: name, email address, role, agency or organization type, and password (stored as a salted hash — we cannot read it). Optional multi-factor authentication secrets where enabled.
Product content: the fictional/training text you enter and the drafts, reports, and case-preparation material you create in the apps. Our terms prohibit entering real case data or personal information about real people; automated screening helps enforce this, but treat everything you type as content you are choosing to store with us.
Billing information: your subscription plan, billing interval, and payment status. Card details never touch our servers — payment is handled entirely by Stripe on Stripe-hosted pages. We receive confirmation events from Stripe (subscription status, plan, and a customer reference), not card numbers.
Technical logs: standard web-server logs (IP address, request path, timestamp), session cookies needed to keep you signed in, and application error logs. We do not use third-party advertising or cross-site tracking. Our marketing pages use a small first-party analytics script that records page views and button clicks in your own browser's local storage; that data is not transmitted to us or to anyone else, and we use no third-party analytics services.
2. How we use it
To operate your account and the apps; to process subscriptions and grant the access you purchased; to generate AI-assisted drafts from your inputs; to keep the Services secure (session management, abuse prevention, error diagnosis); to respond to support requests; and to send service messages about your account or material changes. We do not sell personal information, and we do not use your content to train our own models.
3. AI processing
When you request a draft, the inputs you provided are sent server-side to our AI provider (currently OpenAI) to generate the text, under an agreement that restricts the provider's use of that data. This is the reason the training-data-only rule matters: content you enter for drafting leaves our server for processing. Do not enter real case information.
4. Who else processes data
We use a small set of service providers: our hosting provider (server infrastructure), Stripe (payments and subscription management), and OpenAI (draft generation), each processing only what their function requires. We disclose information beyond this only if required by law — and if we receive a legal demand for user data we will notify the affected user unless legally barred from doing so.
5. Retention and deletion
Account and product content are retained while your account is active. If you cancel, your content remains available for the rest of your paid period. Content is deleted 90 days after account closure; billing records are kept as long as required for tax and accounting purposes. You can request deletion of your account and content at any time at support@getfieldnotespro.com; we will complete verified requests within 30 days, except records we must keep by law.
6. Security
The Services use HTTPS everywhere, salted password hashing, role-based access controls, optional multi-factor authentication for privileged roles, server-side input screening, and least-privilege infrastructure practices. No system is perfectly secure; if we learn of a breach affecting your personal information we will notify you consistent with applicable law, including the Texas Identity Theft Enforcement and Protection Act.
7. Your choices and rights
You can access and update your account information in the app; export your content (PDF and CSV export are available in the apps); request a copy or deletion of your data by email; and decline non-essential communications. Depending on where you live you may have additional statutory rights (for example under the Texas Data Privacy and Security Act); we honor verified requests regardless of residence.
8. Children
The Services are not directed to children and may not be used by anyone under 18.
9. Changes to this policy
We may update this policy. For material changes we will give notice (email or in-product) at least 14 days before they take effect. The current version is always at this page, with its effective date at the top.
10. Contact
Nathan Wells, doing business as Field Notes Pro — support@getfieldnotespro.com