Privacy Policy
About Fieldtrix
FieldTrix is a B2B SaaS field sales and medical representative (MR) tracking platform operated by ProweSolution Pvt. Ltd. It is deployed by pharma and FMCG companies (“client companies”) to their field teams.
Your employer (the client company) is the Data Fiduciary / Controller of your personal data. ProweSolution acts as the Data Processor on your employer’s behalf.
This policy applies to all field representatives and managers who use the FieldTrix mobile or web application.
Who we are
Data we Collect
We collect only what is necessary to deliver the service:
IDENTITY
Name, mobile number, employee ID, profile photo
LOCATION (FOREGROUND)
GPS coordinates for geo-tagged check-ins — collected only when app is open and you are On Duty
LOCATION (BACKGROUND)
Periodic GPS for beat-route tracking — only when your employer has enabled this feature
ATTENDANCE & ACTIVITY
On Duty / Off Duty timestamps, leave and NFW records
VISIT & SALES DATA
10:30
Check-in / check-out, customer details, orders, samples, DCR notes
EXPENSE DATA
10:30
Amount, category, and receipt images (if submitted)
OCR/AI DATA
10:30
Text extracted from receipts and FFR documents via Azure AI — only when the OCR module is enabled by your employer
DEVICE & TECHNICAL
10:30
Device model, OS, app version, push token — for service delivery
Data is collected only while you are On Duty. No data is collected outside working hours.
How We Use Your Data
-
Enabling field sales workflows — attendance, check-ins, tour plans, daily call reports
-
Processing primary and secondary sales records
-
Delivering WhatsApp notifications for duty management, SOS alerts, and performance digests
-
Providing performance dashboards and reports to your employer
-
Detecting anomalies such as ghost visits and expense irregularities
-
Processing expense claims
-
Platform improvement using anonymised, aggregated data only — never linked to identifiable individuals
We do not use your data for advertising, third-party marketing, or any purpose not listed above.
Legal Basis for Processing
Under the Digital Personal Data Protection Act 2023 (DPDP Act):
Attendance & sales tracking
Foreground location
Background location
OCR / AI processing
WhatsApp communications
Background Location — Special Disclosure
FieldTrix may request background location access to:
-
Record GPS coordinates periodically during your duty shift for beat-route compliance
-
Detect implausible check-ins (ghost visit prevention)
-
Share your location in SOS / emergency situations
Background location is not collected when you are Off Duty, is configurable by your employer, and is never used for surveillance outside working hours or shared for advertising purposes.
A separate in-app disclosure screen is shown before your device’s permission dialog, as required by Google Play Store and Apple App Store policies.
Data Sharing
We do not sell personal data. Data is shared only with:
Your employer
Microsoft Azure
Azure AI / Azure OpenAI
MSG91 (WhatsApp BSP)
Law enforcement
Client companies are notified in advance of any changes to sub-processors.
Data Retention
Employee leaves the company
10:30
Data archived; accessible to the client company for the duration of their subscription.
Client ends subscription
10:30
Data archived with a 30-day export window, then deleted upon written request.
Employee deletion request
10:30
May be directed either to your employer or submitted by the employee directly; FieldTrix processes deletion requests from both employer administrators and employees.
Audit logs
10:30
Retained for 1–3 years for security and legal compliance.
Security
-
Data encrypted in transit (TLS 1.2+) and at rest (AES-256) on Microsoft Azure
-
Role-based access control — MR, Manager, Admin, Super Admin
-
Audit logs for all data access and changes
-
OTP and JWT-based authentication
-
Geo-fencing validation to detect implausible check-ins
-
Data breach notification within 72 hours to affected client companies and regulatory authority, as required under the DPDP Act 2023
Your Rights
Under the DPDP Act 2023, you have the right to access, correct, and erase your personal data. Because your employer is the Data Fiduciary, most rights are exercised through them:
Grievance Officer
In accordance with the DPDP Act 2023, ProweSolution has designated a Grievance Officer for privacy-related complaints:
Changes to This Policy
We may update this policy from time to time. When we make material changes, we will post the updated policy on our website and within the app, and notify client companies by email at least 30 days before changes take effect.
Continued use of FieldTrix after the effective date constitutes acceptance of the revised policy.