ServusOne Field Service Management Platform
Effective Date: October 12, 2025
This Privacy Policy explains how Tradeforce Systems, LLC (“Company,” “we,” “us,” or “our”) collects, uses, and safeguards your personal information when you use ServusOne, our field service management platform (the “Service”). This policy complies with applicable privacy laws in the United States, Canada, and international jurisdictions where we operate.
Security Standards: ServusOne follows industry-standard information security practices and operates with enterprise-grade data protection for the field service industry.
IMPORTANT: By using ServusOne, you acknowledge that data processing activities are conducted with appropriate technical and organizational measures. Our liability for privacy-related matters is limited as set forth in our Terms of Service.
1. Information We Collect
- Personal Data: Name, email address, phone number, job title, company affiliation, professional role, and business contact information.
- Account Data: Login credentials (securely hashed), authentication logs, user preferences, account settings, subscription details, and role-based access permissions.
- Field Service Data: Customer information, job schedules, service tickets, work orders, technician assignments, equipment details, parts inventory, service history, invoicing information, and related field service management data you input or upload.
- Business Operations Data: Employee records, technician information, scheduling data, route optimization, equipment tracking, inventory data, cost estimates, billing information, and business performance metrics.
- Billing & Financial Data: Payment method information, billing address, transaction history, tax information, and subscription records (processed securely by third-party payment processors).
- Technical Data: IP address, device identifiers, browser type and version, operating system, usage patterns, feature interactions, system logs, geolocation data (when enabled for routing/scheduling), and mobile device information.
- Integration Data: Data synchronized from third-party services including accounting software (QuickBooks, Xero), scheduling tools, CRM systems, and other business applications you choose to connect.
- Communications: Support requests, feedback, survey responses, in-app messaging, file sharing, and any attachments or documents you provide through the platform.
- Cookies & Tracking: Essential session cookies, preference cookies, performance cookies, and analytics cookies (subject to your consent where required by applicable law).
2. How We Use Information
- Service Operation: To provide, operate, maintain, and improve ServusOne features and functionality.
- Account Management: To authenticate users, manage subscriptions, and provide customer support.
- Billing & Payments: To process transactions, calculate per-user pricing, and manage subscription billing.
- Communication: To send service notifications, updates, security alerts, and respond to support requests.
- Compliance: To comply with legal obligations, prevent fraud, and maintain security.
- Analytics: To analyze usage patterns, improve performance, and develop new features.
- Marketing: To send promotional materials about ServusOne (with your consent where required).
3. Information Sharing & Disclosure
We do not sell your personal data. We may share information with:
- Service Providers: Third-party vendors who assist with hosting, payment processing, analytics, customer support, and other business operations under strict confidentiality agreements.
- Business Transfers: In connection with mergers, acquisitions, or asset sales, with advance notice to affected users.
- Legal Requirements: When required by law, court order, or to protect our rights, safety, or the rights of others.
- Consent: With your explicit consent for other purposes not covered in this policy.
- Company Users: Within your organization as necessary for the Service functionality (e.g., sharing schedules with assigned technicians).
4. Data Security
- Encryption: Data is encrypted in transit using TLS and at rest using industry-standard encryption.
- Access Controls: Strict access controls limit data access to authorized personnel only.
- Monitoring: Continuous monitoring for security threats and unauthorized access attempts.
- Auditing: Regular security audits and compliance assessments.
- Incident Response: Established procedures for responding to data breaches or security incidents.
5. Data Retention
- Active Accounts: We retain your data while your account is active and as needed to provide services.
- Terminated Accounts: Data is retained for 90 days after account termination, then securely deleted unless legal obligations require longer retention.
- Backup Data: Backup copies may be retained for additional periods for disaster recovery purposes.
- Legal Hold: Data may be retained longer when subject to legal proceedings or regulatory requirements.
6. Your Rights & Choices
Depending on your location, you may have the following rights:
- Access: Request a copy of personal data we hold about you.
- Correction: Request correction of inaccurate or incomplete personal data.
- Deletion: Request deletion of personal data (subject to legal and contractual obligations).
- Portability: Request export of your data in a machine-readable format.
- Restriction: Request limitation of data processing in certain circumstances.
- Objection: Object to certain types of data processing.
- Withdrawal: Withdraw consent for consent-based processing.
To exercise these rights, contact us at privacy@buildwithtfs.com.
7. International Transfers
Your data may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for international transfers, including:
- Adequacy decisions by relevant authorities
- Standard contractual clauses
- Binding corporate rules
- Other legally approved transfer mechanisms
8. Cookies & Tracking Technologies
ServusOne uses cookies and similar technologies for:
- Essential: Authentication, security, and basic functionality
- Preferences: Remembering your settings and choices
- Analytics: Understanding usage patterns and performance
- Marketing: Personalized content and advertising (with consent)
You can manage cookie preferences through your browser settings or our cookie consent tool.
9. Third-Party Integrations
ServusOne integrates with third-party services (accounting software, mapping services, etc.). These integrations are governed by the privacy policies of those third parties. We recommend reviewing their policies before connecting external services.
10. Children’s Privacy
ServusOne is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If we become aware of such collection, we will delete the information promptly.
11. California Privacy Rights
California residents have additional rights under the California Consumer Privacy Act (CCPA):
- Right to know what personal information is collected and how it’s used
- Right to delete personal information
- Right to opt-out of the sale of personal information (we do not sell personal information)
- Right to non-discrimination for exercising privacy rights
12. Changes to This Policy
We may update this Privacy Policy periodically. Material changes will be notified through:
- Email notification to account holders
- Prominent notice in the ServusOne application
- Updated effective date in this policy
Continued use of ServusOne after changes constitutes acceptance of the updated policy.
13. Contact Information
For privacy-related questions or to exercise your rights, contact us at:
- Email: privacy@buildwithtfs.com
- Address: TradeForce Systems Privacy Officer
- Phone: Available upon request for privacy matters
We will respond to privacy requests within 30 days (or as required by applicable law).
Last Updated: October 12, 2025