Privacy Policy
Effective date: April 19, 2026
This Privacy Policy explains how StrataLogic LLC, an Indiana
limited liability company headquartered in Bloomington, Indiana
("StrataLogic," "we," "our," or "us"), collects, uses, shares, and protects
information when you visit stratalogic.io,
use our customer portal, purchase a subscription, or use any of our products:
PointScout Desktop, PointScout Mobile, FieldIntel Server, and FieldIntel Managed
(collectively, the "Products").
Each Product is also governed by its own end-user agreement (EULA or Terms of
Service). This policy covers the personal information we handle in connection
with all of them. Where a Product has privacy behavior specific to its design
(for example, FieldIntel Server's local-only processing), that is called out in
Section 10.
1. Information We Collect
1.1 Information You Provide to Us
- Demo request form: name, work email, company, crew size, and any operational details you choose to share.
- Customer account: when you register to purchase a subscription, we collect your email, a hashed password, first and last name, company, phone number, and mailing address.
- Purchase information: when you subscribe, your payment card details are collected directly by our payment processor (Stripe); StrataLogic does not receive, store, or process full credit card numbers. We do receive transaction metadata from Stripe (amount, currency, subscription ID, tax jurisdiction), which is stored with your order record.
- Support requests: any information you send us when you email support@stratalogic.io.
1.2 Information Collected Automatically When You Use Our Website or Portal
- Technical data: IP address, browser type and version, operating system, referring page, and pages viewed, used for security, troubleshooting, and site analytics.
- Session cookies: required to keep you logged into the customer portal; removed when you log out or close your browser.
1.3 Information Collected by the Products
- License activation telemetry (PointScout Desktop, FieldIntel Server): when an install is activated, the installer transmits your email, invoice number, and a machine identifier (Windows MachineGuid) so we can verify the purchase and return a signed license file. After activation, the only routine telemetry is the installed version number and occasional crash diagnostics -- no survey data, customer data, or document contents.
- PointScout Mobile cloud sync (optional): if you enable cloud synchronization in PointScout Mobile, the app transmits GPS coordinates, survey point data, descriptions, and attached photos to our cloud infrastructure for sharing with the PointScout Desktop installation. See the PointScout Mobile Privacy Policy distributed with the app for details.
- FieldIntel Server: processes all documents and survey data locally on your hardware. No document contents, extracted text, embeddings, or customer data are ever transmitted to StrataLogic. The only exception is the optional Claude Vision API integration, which you enable explicitly and which sends document images to Anthropic (using your own Anthropic API key) under Anthropic's terms; we do not see or handle that data either.
- FieldIntel Managed (hosted edition): because the service runs on infrastructure we operate on your behalf, we necessarily have system-level access to the hosted environment, including the database and ingested documents stored there. Customer data remains yours and is subject to the data ownership and deletion terms in the FieldIntel Managed service agreement.
2. How We Use Your Information
- To provide, maintain, and support the Products, including verifying active subscriptions and signing license files.
- To process payments and send invoices, receipts, and refund confirmations via Stripe.
- To send transactional emails: account verification, password resets, order confirmations, license-expiration reminders, failed-payment notices, and subscription cancellation confirmations. These emails are not marketing and cannot be unsubscribed from while your account is active.
- To send marketing emails (demo follow-ups, product announcements, educational content). You can unsubscribe from marketing emails at any time via the link at the bottom of any such email, or by emailing support@stratalogic.io. Marketing unsubscribes are persistent across the life of your account.
- To calculate and collect applicable sales tax at checkout, based on your billing address and the tax classification of the product you are purchasing.
- To improve the Products using aggregated, non-identifying information (for example, installation counts per version, aggregate crash diagnostics).
- To detect, prevent, and respond to fraud, abuse, and security incidents.
- To comply with applicable law, including responding to lawful subpoenas and tax or audit obligations.
3. Who We Share Information With
We do not sell your personal information and we do not share it with third
parties for their own marketing. We do share information with the following
categories of service providers, each bound to confidentiality and data-protection
obligations:
- Stripe, Inc.: payment processing, subscription management, tax calculation. Governed by Stripe's own privacy policy at stripe.com/privacy.
- DigitalOcean, Inc.: our cloud infrastructure provider for the website, customer portal, PointScout Cloud sync, and FieldIntel Managed hosting. All services are hosted in United States data centers.
- Transactional email provider: we use a standard SMTP provider to send account and order emails. The provider sees your email address and the contents of the messages we send to you.
- Anthropic, PBC (optional, FieldIntel Server only): if and only if you explicitly enable the Claude Vision integration using your own Anthropic API key, document images are transmitted directly from your machine to Anthropic's API. StrataLogic is not a party to this transmission and does not receive the data.
We may disclose information if required to do so by law, court order, or other
valid legal process. If StrataLogic is involved in a merger, acquisition, or sale
of all or substantially all of its assets, customer information may be transferred
as part of that transaction; we will provide notice before any such transfer and
the acquiring party will be bound by a privacy policy no less protective of your
information than this one.
4. Cookies and Tracking
We use a small number of functional cookies to keep you logged into the customer
portal and to remember your form inputs during a session. We do not use
third-party advertising cookies. We do not track you across other sites.
Your browser's "Do Not Track" signal does not change our behavior because our
baseline behavior is already what DNT asks for: we do not sell data and we do
not enable cross-site advertising tracking.
5. Data Retention
- Customer accounts: retained while the account is active and for up to two (2) years after account closure to satisfy tax and business-records obligations.
- Order and invoice records: retained for at least seven (7) years to comply with Indiana tax-records requirements.
- Marketing opt-out records: retained indefinitely so we can continue to honor an unsubscribe request even if you later delete your account.
- Technical logs (web server, application): retained for up to ninety (90) days for security and troubleshooting, then purged.
- PointScout Cloud sync data: retained while your subscription is active and for up to ninety (90) days after subscription closure, then deleted. You may request earlier deletion by contacting support@stratalogic.io.
- FieldIntel Server: not applicable -- no customer data is retained by StrataLogic for this product.
6. Data Security
We use industry-standard measures to protect personal information, including
encryption in transit (TLS on all web traffic and API calls), encrypted
at-rest storage for customer databases, hashed passwords, and access controls
limiting production data access to authorized personnel.
No system is perfectly secure. We cannot guarantee that your information will
be immune from unauthorized access, loss, or misuse, but we will notify you
without undue delay if we become aware of a security incident that materially
affects your personal information.
7. Your Rights and Choices
You have the following rights with respect to your personal information:
- Access and correction: you can view and update most of your account information from the customer portal, or email support@stratalogic.io for assistance.
- Deletion: you can request deletion of your account and associated personal information by emailing support@stratalogic.io. Records we are legally required to retain (tax, accounting) will be preserved for the required period and then deleted.
- Export: you can request a copy of the personal information we hold about you by emailing support@stratalogic.io. We will respond within thirty (30) days.
- Marketing opt-out: click the unsubscribe link at the bottom of any marketing email, or email support@stratalogic.io. Transactional emails cannot be unsubscribed from while your account is active.
Residents of states or countries with additional data-protection rights
(for example, California CCPA/CPRA, EU/UK GDPR) have additional rights that we
will honor where applicable. Contact us to exercise those rights.
8. International Data Transfers
StrataLogic is based in the United States and all of our infrastructure operates
in United States data centers. If you are accessing the Products from outside the
United States, your information will be transferred to and processed in the
United States. By using the Products you consent to this transfer.
9. Children's Privacy
The Products are professional tools intended for use by adult surveying
professionals and their firms. We do not knowingly collect personal information
from children under 13. If we learn we have collected information from a child
under 13, we will delete it promptly.
10. Product-Specific Privacy Notes
10.1 PointScout Mobile
The PointScout Mobile app has its own Privacy Policy distributed inside the app
and available from the app's "About" screen. That policy describes mobile-specific
data (GPS, photos, on-device storage, app-store identifiers) in detail. This
website policy governs the portion of your experience handled by our website and
cloud infrastructure; the two documents are complementary.
10.2 FieldIntel Server -- Local Processing by Default
FieldIntel Server is an on-premises product. When installed, it runs on your
hardware inside your network. All document ingestion, classification, OCR,
embedding generation, Theo AI responses, and database storage happen locally.
No document contents, extracted text, customer survey data, or business
information is transmitted to StrataLogic. The only data exchanged with
StrataLogic is license-management traffic (activation, version reporting, crash
diagnostics), which does not include any of your survey or business data.
10.3 FieldIntel Claude Vision Integration (Optional)
FieldIntel Server includes an optional integration with Anthropic's Claude Vision
API for enhanced document extraction. This integration is off by
default. If you turn it on, you supply your own Anthropic API key, and
scanned document images are transmitted from your machine directly to Anthropic.
Billing, data handling, and data retention for that traffic are governed by
Anthropic's terms and privacy policy, not ours. StrataLogic does not receive or
have access to those images or the text extracted from them.
10.4 FieldIntel Managed
FieldIntel Managed is a hosted edition. Your ingested documents, extracted text,
embeddings, and Theo AI interactions are stored on infrastructure we operate on
your behalf. You retain ownership of all such data; StrataLogic does not use your
data to train machine-learning models, does not share it with other customers,
and does not disclose it except as required by law or as necessary to provide the
service. On subscription termination, your data is deleted in accordance with
Section 5.
11. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be
communicated via email to the address associated with your account, or by a
prominent notice on the website, at least thirty (30) days before they take
effect. Continued use of the Products after the effective date constitutes
acceptance of the updated policy.
See also our Terms of Use.