Privacy Policy

This Privacy Policy explains how Driesenga & Associates, Inc. ("Driesenga & Associates," "we," "us") collects, uses, and protects information in DNA OS and the Fieldbook mobile and web app (the "App"). The App is an internal portal for Driesenga & Associates employees and other staff we authorize. Accounts are created by our administrators; the App does not offer public sign-up.

Information we collect

• Account information: name, work email address, employee number, department, role and permissions, and an optional profile photo.
• Sign-in information: your password (stored only as a one-way cryptographic hash), one-time verification codes sent to your email (also stored only as a hash and expiring after 10 minutes), and the time of your last sign-in.
• Work records you or your coworkers enter: timesheets and work days, expenses and invoices, projects, project documents and files, contacts and companies, messages and attachments, support tickets and comments, and notifications.
• Activity and audit logs: records of changes made in the App (who changed what, and when) so we can maintain accurate business records.
• Technical information: device and browser type, IP address, and error diagnostics collected when something goes wrong in the App.
• Cookies: a session cookie that keeps you signed in, and a trusted-browser cookie that remembers a browser you have already verified. We do not use advertising or cross-site tracking cookies.

The App does not collect your precise location, contacts, or advertising identifier, and it does not use your device camera or microphone for its own features. If you choose to attach a file or photo, the App receives only the file you select.

How we use information

• To authenticate you and keep your account secure, including two-factor verification.
• To operate the App's features: time tracking, expenses, project management, messaging, and ticketing.
• To run payroll, billing, and other internal business operations.
• To detect, diagnose, and fix errors and to protect against misuse or unauthorized access.
• To meet legal, tax, and contractual obligations.

We do not sell your personal information, we do not share it for advertising, and we do not track you across other companies' apps or websites.

Who we share information with

Information is visible inside the App to coworkers and administrators according to their permissions. We also use service providers who process information on our behalf, only as needed to provide their services and under obligations to protect it at a level comparable to this policy:

• Hosting and infrastructure providers that run the App and store its data.
• Email delivery providers that send verification codes, password resets, and notifications.
• Error monitoring services (Sentry and Bugsnag) that receive diagnostic information and, for Bugsnag, your user ID, name, email, and role so we can investigate problems.
• Business systems we integrate with, such as accounting (Xero), file storage (Egnyte), project data (ProjectFax), and our ticketing system, which receive only the information needed for the related work records.

We may also disclose information when required by law, to protect rights and safety, or in connection with a merger or sale of the business.

How long we keep information

We keep account information for as long as your account is active. Business records such as timesheets, expenses, invoices, project files, and audit logs may need to be kept after an account is closed to meet tax, accounting, legal, and contractual obligations, and to preserve accurate project history. Error diagnostics are kept by our monitoring providers for a limited period under their retention settings.

Delete your account or request your data

Because accounts are created and managed by our administrators, you request deletion by contacting us; you do not need to reinstall or sign in to the App.

1. Email support@driesenga.com from your work address (or contact your office) with the subject "Account or data request."
2. We will verify your identity and confirm what we found, normally within 30 days.
3. We will deactivate your account right away so you can no longer sign in, and remove or anonymize your personal profile information (name, email, employee number, department, profile photo) except where we must keep it.

What we keep: business and financial records that must be retained by law or are needed for project and payroll history (for example, timesheets, expenses, invoices, documents, and audit logs) may be retained, and your name may remain on them. We will tell you what is being retained and why. You can also ask us to access or correct your information, or to withdraw consent for optional data such as your profile photo, using the same contact. Current employees should coordinate with their manager and HR, since employment records are governed by separate obligations.

How we protect information

We use encrypted connections (HTTPS), hashed passwords, email-based two-factor verification, role-based access controls, and audit logging. No system is perfectly secure, so please keep your password private and tell us immediately if you suspect unauthorized access.

Children

The App is for employees and authorized staff and is not directed to anyone under 16. We do not knowingly collect information from children.

Changes to this policy

We may update this policy as the App changes. We will post the new version here and update the date above; material changes will also be communicated within the App or by email.

Contact us

Questions or privacy requests: support@driesenga.com, or write to Driesenga & Associates, Inc., 12330 James Street, Suite H80, Holland, MI 49424, or call (616) 396-0255. See also our Terms of Use and Support page.