Data and security
Your shop's data stays in Toronto, in a copy that's yours alone.
Your customers, jobs, photos and signatures sit on a server in Oracle Cloud's Toronto region, in a database no other shop shares.
- Where it lives
- Oracle Cloud, Toronto region
- Who else uses your copy
- Nobody. Every shop gets its own copy and its own database
- Backups
- Twice a day, to separate storage, restore tested weekly
- Who owns it
- Your shop. Ask for a full copy any time
Who can see what
Office and tech roles
A tech sees their own jobs without a single dollar figure, while office logins see pricing, hours and the QuickBooks queue.
Every change is logged
The audit log records who changed what, with the value before and after.
Locked after bad passwords
Ten wrong passwords in 15 minutes lock that login for 15 minutes. We store only a hash of each password.
Us, only to help you
We open your Field Ops to fix a problem, answer a support call or run an update. We never sell your data or use it for anything else.
Outside services that touch your data
Voice notes go to two providers in the United States. If you'd rather keep that work in Canada, we switch voice notes off for your shop and your techs type their notes.
| Provider | What it does | What it receives | Where |
|---|---|---|---|
| Oracle Cloud | Runs your copy of Field Ops and stores its database, photos and documents | Everything in your Field Ops | Toronto, Canada |
| Cloudflare | Carries traffic between phones, the office and the server over HTTPS | Everything in transit | Nearest Cloudflare location |
| Microsoft OneDrive | Holds the twice-daily backup copies | Backup archives | Microsoft cloud storage |
| Groq | Turns a tech's voice note into text | The voice clip | United States |
| Anthropic | Writes the English work description from that text | The voice note's text | United States |
| Your email provider | Sends signed work orders from your shop's own address | The email and its PDF | Wherever your mailbox lives |
Location stamps, and Ontario's monitoring rule
Field Ops records where a tech's phone is when they tap On my way, clock in, clock out and take a signature, and while the job page is open. It asks the tech's consent first, and it never tracks a locked phone. Location pings are deleted after 30 days.
Ontario's Employment Standards Act requires a written electronic monitoring policy from any employer with 25 or more employees in Ontario on January 1. If that's you, we'll give you a paragraph that describes exactly what Field Ops records, ready to drop into your policy.
Ontario's guide to the monitoring policyBackups, and what happens when you leave
Twice a day, the database and every photo and document are copied off the server to separate storage. A check runs every hour to make sure the newest copy is fresh, and we test a full restore every week.
Jobs, photos, voice notes and signed documents stay in Field Ops for as long as you're a customer. Ask for your data any time and you'll have a full copy within five business days: spreadsheet files for your customers, sites, equipment and jobs, plus folders of photos, signatures and work order PDFs.
When you cancel, we send that copy, keep your Field Ops for 30 days in case you change your mind, then delete it. Backup copies age out within 12 months.
Privacy questions
Canada's private-sector privacy law, PIPEDA, covers the personal information in Field Ops. Your shop decides what goes in, and we handle it on your behalf under the Field Ops terms. Email info@arborai.com with any question about your data, and we'll answer within two business days. The website's own privacy policy covers the contact form.