Privacy Policy

Effective date: 2026-09-20

This Privacy Policy explains how Clearmind Fz-Llc, United Arab Emirates ("we", "us") handles personal data when operating FieldMate. It covers the portal and people communicating through a linked messaging account, including contacts who do not have a FieldMate account. For privacy questions, contact [email protected].

1. What FieldMate does

FieldMate relays messages between supported satellite messaging services and connected messaging platforms such as WhatsApp and Telegram. An optional AI route forwards requests to OpenAI and relays its responses. Available integrations depend on your account and the current preview configuration.

The bridge processes message content. Conversations relayed through FieldMate are not end-to-end encrypted across the entire satellite-to-messaging-platform path. Platform encryption does not prevent FieldMate and the relevant service providers from processing messages needed to provide the relay.

2. Data we process

• Account and access data: account email, password hash (not a plaintext password), sign-in identity, verification and invitation records, session information, and account settings. If you choose Google sign-in, we receive the identity information needed to authenticate you, such as your Google account identifier and email.
• Devices, contacts and routing: satellite email or other provider routing identifiers, device labels and verification state, contact names and aliases, WhatsApp phone/account identifiers, Telegram user/chat identifiers, invitations, connection status and communication preferences.
• Communications: message content, senders and recipients, timestamps, provider message identifiers, delivery/queue status, and AI requests/responses when that feature is used. Messages may contain location or other sensitive information if you or a sender include it.
• Operation and security: bridge-observed usage and quotas, authentication events, request/network information such as IP addresses where recorded, error and delivery records, and support correspondence. Infrastructure providers may also keep security and access logs.

We receive information directly from you, from people who communicate with you, and from the platforms or providers you connect. Do not send passwords, payment details or unnecessary sensitive information through the relay.

3. Purposes and legal grounds

We use data to create and secure accounts; verify devices and contacts; route, queue and deliver messages; provide requested AI responses; handle support and data-rights requests; enforce usage limits; prevent abuse; and meet applicable legal obligations.

Where a law requires a legal basis, processing necessary to provide your requested service is based on the service relationship; security, reliability and abuse prevention are based on legitimate interests, subject to your rights; legal compliance is based on the relevant obligation; and processing requiring consent relies on that consent. A contact's identity and messages may be processed to provide the conversation they chose to join. You can stop using an integration or withdraw consent where consent is the basis, without affecting the lawfulness of earlier processing.

We do not sell personal data or use message content for targeted advertising.

4. Who receives data

• Your conversation participants: recipients receive the messages and sender/context information needed for the conversation. They may keep their own copies.
• Connected platforms: Meta/WhatsApp, Telegram, and the relevant satellite and email providers process data necessary for the selected route. Their own privacy notices and terms also apply.
• AI and sign-in providers: requests directed to the AI feature and the context needed to answer them are sent to OpenAI. Google processes sign-in when you choose Google authentication. These are distinct from ordinary contact-to-contact relay routes.
• Service infrastructure: hosting, database, network, email and other operational providers process data needed to operate and secure FieldMate. Authorized operators may access data when necessary for support, operations or security.
• Legal disclosures: information may be disclosed when required by law or reasonably necessary to address fraud, abuse, security threats or legal claims, subject to applicable law.

FieldMate and its providers may process data in countries other than your own. Privacy protections can differ between countries. International processing remains subject to applicable data-protection requirements; contact us for information about the arrangements relevant to your data.

5. Cookies and security

The portal uses cookies and similar storage for sign-in sessions, CSRF protection and preferences such as the display theme. These functions support operation and security rather than advertising. Blocking essential cookies may prevent sign-in or account actions.

We use access controls, password hashing and secure web connections to protect data. No storage or transmission method is completely secure. Report suspected security issues to [email protected]; do not include credentials or another person's message history.

6. Storage and retention

FieldMate stores account, routing and communication records needed for service operation, conversation history, delivery retries, usage accounting and security. We do not promise automatic message deletion after a fixed period. Our retention criteria include whether an account or route remains active, outstanding delivery work, a deletion request, security needs, and applicable legal or dispute-related obligations.

You can request deletion as described below. Some data may need to be retained where applicable law permits or requires it. Deletion from active systems does not immediately overwrite all backups; retained backup copies are handled separately and are not a substitute for an active account. Independently held copies at recipients or other platforms are outside our direct control.

7. Your choices and rights

You may ask us to explain, access, correct, export or delete personal data held by FieldMate. Depending on the law that applies, you may also have rights to restrict processing, object, withdraw consent, and complain to a competent data-protection authority. We may need to confirm your control of the relevant account or messaging identity before acting. We handle requests within the time required by applicable law and explain any limits or lawful exceptions.

Use the Data Deletion instructions or email [email protected]. Messaging contacts can make a request without creating a portal account. Disconnecting a platform or sending STOP stops the relevant connection but is not a request to erase stored data.

8. Changes and contact

We may update this policy as the service develops or legal requirements change. The date at the top identifies the current version. Material changes will be communicated through the service or an appropriate contact channel where required.

Operator: Clearmind Fz-Llc, United Arab Emirates. Privacy and support: [email protected].