Fieldquests Privacy Policy

1 Scope and information sources

This Policy covers Fieldquests’ marketplace information practices, including adult accounts, adult-managed learner records, teacher profiles, bookings, messaging, support, and website technical data. We receive information from adult users, authorized group representatives, teachers, service providers, payment providers, screening providers, and your browser or device. We do not ask children to submit information directly.

Independent teachers, venues, payment services, and screening services may have their own information practices and legal obligations. This Policy describes our handling of information and the restrictions we place on teachers receiving information through Fieldquests; it does not replace a third party’s notice or excuse that party’s legal duties.

2 Adult account and teacher information

We collect adult names, email addresses, contact details, family or group profile information, organization details where relevant, ZIP codes or addresses supplied for discovery or class administration, profile roles, and sign-in and account records. Teacher information includes profile photos, display names, business information, introductions, experience, subjects, submitted credentials, class listings, class photos, and relevant professional links.

For teacher eligibility we receive screening references, completion and expiration dates, status or result categories, and information submitted to resolve an eligibility issue. NCSI collects the identity, address-history, authorization, payment, and report information required by its process directly under its own notice. Do not send Social Security numbers, identity documents, or raw screening reports through ordinary Fieldquests messages. If a legally required report-review process involves additional information, we explain the secure submission route and limit access to that process. NCSI’s launch package includes two multi-jurisdictional database searches, two sex offender registry searches, Social Security number validation, name and address history records, OFAC and other national watch lists, and local-jurisdiction searches in all counties covered by the package, with a five-year county-search period. The hosted process explains the actual county coverage and applicable reporting limits. Fieldquests ordinarily keeps only the necessary reference, result, completion and expiration dates, and limited eligibility-review information.

3 Learner information supplied by adults

For individual family enrollment, an authorized adult supplies a learner’s name and birthdate, and may submit optional participation notes such as a relevant allergy or accommodation need. A learner profile may also include a grade and a selected avatar. We use birthdate to calculate age and determine class eligibility. Learner profiles and raw birthdates are not public. Teachers receive the age or eligibility information needed for the class rather than the raw birthdate.

Bookings create participation records such as enrollment, attendance, cancellation, and necessary safety instructions. At launch, group leaders book by learner count without a platform profile for each learner. Group leaders obtain and maintain individual guardian permissions, rosters, emergency and guardian contacts, and pickup authorizations, and confirm those responsibilities at checkout. Fieldquests does not routinely collect each group learner’s name, birthdate, medical details, emergency contacts, pickup authorization, or photo preference solely for a count-based booking. The assigned teacher receives the leader’s contact details, learner count, age and class-eligibility confirmation, and minimum relevant safety information. Individual information may be provided when lawfully necessary for a specific consent, safe participation, attendance, or an incident. The organizer’s authority does not displace the verified guardian’s privacy rights.

Provide only information relevant to enrollment and safe participation. Do not submit a child’s Social Security number, identity documents, full medical records, or unnecessary diagnoses. Optional notes are not required to create an account. Where a specific safety arrangement is necessary for a class, discuss the minimum information needed with the teacher through the private process; accommodation requests must be considered consistently with applicable law.

4 Bookings communications and technical information

We collect class interests, availability submissions, favorites, waitlists, bookings, attendance, cancellation and refund records, adult messages, reviews, support requests, and safety or incident reports. We retain transaction amounts, references, payment status, and payout or dispute information needed to administer payments. Stripe collects payment-card, bank-account, identity, and tax details needed for payment or connected-account services. Fieldquests does not store full card or bank-account numbers.

We receive technical information such as IP address, browser and device information, timestamps, request and security logs, and sign-in or session events. Browser storage and similar technologies support authentication, security, active-profile state, and preferences. Essential Supabase authentication storage, active-profile state, search preferences, and recoverable form drafts are used for sign-in, security, navigation, and user-requested continuity. Their duration is limited by the session, the user’s choices, or the applicable provider configuration, and browser controls may clear or restrict them. Optional analytics or advertising technologies are disabled at launch. We do not collect precise device geolocation unless a separately disclosed feature is enabled with any required permission.

5 Purposes of use

We use adult account information to authenticate access, maintain authorized roles, provide support, and communicate about the service. We use ZIP codes and general location information for local discovery and class coordination. We use teacher information to display approved listings, assess eligibility, and administer the teacher relationship. We use learner information to support age eligibility, enrollment, authorized rosters, safe participation, and necessary accommodations.

We use booking, communication, and payment records to reserve places, coordinate attendance, process payments and refunds, handle disputes, and maintain required transaction records. We use support, incident, and security information to investigate reports, protect users, prevent fraud, enforce terms, respond to lawful requests, and establish or defend legal claims. Technical data helps maintain and improve marketplace reliability and usability. These purposes do not authorize unrelated use of child or health information for advertising, profiling, or training general-purpose AI models.

6 Optional health and accessibility information

Allergy, disability, medication, and other care notes may be sensitive personal information or consumer health data. We use relevant notes only to coordinate the requested participation or accommodation and address necessary safety, support, or legal matters. We do not sell this information, use it for targeted advertising, or infer unrelated health characteristics from it.

We request separate, unchecked consent before optional care notes are first collected and stored, and a distinct consent at each booking before sharing the relevant notes with the identified teacher. The controls explain the information, purposes, recipients, and withdrawal method. Accepting the Terms or this Policy does not provide either consent. Consent and withdrawal records are maintained to document the choices. Declining optional notes does not prevent account creation or booking; any necessary accommodation or safety arrangement is considered individually. Our separate Consumer Health Data Privacy Notice provides additional disclosures.

Relevant care notes are available only to the approved teacher of the booked class after confirmed booking and sharing consent, and authorized Fieldquests personnel when reasonably necessary for support, safety, or legal matters. Assistants, substitutes, unrelated teachers, other families, and advertisers do not receive access. Routine teacher access ends when the class ends or the booking is canceled. An authorized guardian may correct or remove notes and withdraw consent through the learner profile or the privacy contact. Withdrawal stops future optional collection or sharing, as applicable, and removes routine teacher access. Deletion may be requested separately from withdrawal of sharing permission. We explain any limited lawful retention; necessary incident evidence is separately secured and accessible only for its lawful purpose. Withdrawal does not invalidate prior lawful processing or automatically exclude a learner.

Submitting an allergy note does not itself make Fieldquests a HIPAA-covered healthcare provider or establish that HIPAA protects the record. State privacy and consumer-health protections may apply independently. Our separate Consumer Health Data Privacy Notice is available at https://fieldquests.com/policies/consumer-health-data and must be published through a prominent, separately labeled homepage link and linked where care notes are collected. That notice explains the health-data categories, sources, purposes, recipients, and applicable rights.

7 Children and COPPA

The Children’s Online Privacy Protection Act and its implementing rule (“COPPA”) principally address online collection of personal information from children under 13. Fieldquests is designed for adult use. Parents, legal guardians, and properly authorized adults provide learner information about children; children may not create accounts, submit forms or content, use messaging, or provide information directly through the website. The fact that an adult provides information about a child is different from collecting it online from the child.

An adult-only account rule is not, by itself, a determination that COPPA can never apply. We assess the actual audience, design, collection, and use of our services. If you believe a child has used an account or submitted information directly, contact karen@fieldquests.com. We will restrict the unauthorized access, assess the collection, and stop further collection, use, and disclosure that is not lawfully authorized. We will delete information not lawfully retained, subject to applicable legal requirements and limited permitted exceptions.

We do not offer a child-use pathway through ordinary account acceptance. If a feature would involve collection subject to COPPA, it will not operate without the required direct parental notice, legally valid verifiable parental consent where required, parental review and deletion rights, limits on collection, security safeguards, and purpose-limited retention. A checkbox accepting the Terms and Conditions, a booking payment, or a group organizer’s general permission is not automatically COPPA verifiable parental consent.

A verified parent or legal guardian may request review, correction, or deletion of the learner information we maintain and ask that further optional collection or use stop. We verify authority proportionately and handle requests as described below. We do not condition participation on disclosure of more child information than reasonably necessary for the requested service. We do not sell learner information or use it for targeted advertising.

8 Public information and private class locations

Approved teacher profiles, public classes, teacher display names and photos, self-reported credentials, professional links, and submitted public reviews may be visible to other users and search engines. Credentials are not independently verified unless labeled verified. Pending teacher profiles and photos are not public. Avoid posting learner names, health information, private addresses, or other sensitive details in reviews or public content. Fieldquests does not request, collect, record, or manage permission to photograph or record learners, and teachers may not upload identifiable learner photographs or recordings to Fieldquests. A teacher who wishes to photograph or record a learner outside the platform must explain the intended use and obtain any legally required written permission directly from the learner’s parent or legal guardian. A group leader may provide permission only when authorized to do so for each identifiable learner. The teacher, not Fieldquests, is responsible for maintaining those permission records and complying with applicable law.

Adult account contact details, learner profiles and birthdates, care notes, private messages, and screening details are not public. Public listings show a general class area. An exact private address is made available to the relevant adult after a confirmed paid booking and to authorized personnel when needed for support or safety. Do not redistribute private addresses or rosters. We cannot retrieve all copies of information a user lawfully or unlawfully republishes elsewhere.

9 Recipients and service providers

The approved teacher named on the booking receives only information reasonably needed for that class, including applicable enrollment details, age or eligibility information, coordination contacts, pickup instructions, and separately authorized care notes. Group bookings use the leader-maintained records described above. Assistants and substitutes do not receive learner-record access. Other families do not receive learner profiles, raw birthdates, care notes, or private message threads. A class announcement does not authorize access to another family’s private reply.

Hosting, database, authentication, storage, email, security, and support providers process information to provide services for us under appropriate contractual and access restrictions. Our providers are Vercel for hosting, Supabase for database, authentication and storage, Resend for transactional email, and Stripe for payments and connected-account payouts. NCSI receives teacher information directly through its hosted application for the disclosed eligibility process. Payment and screening providers may also process information for their own legal and service purposes under their notices.

We may disclose information to authorities, professional advisers, insurers, or other appropriate recipients where required by law or reasonably necessary to address immediate safety, suspected abuse, fraud, security incidents, or legal claims. We limit disclosure to what is reasonably needed and follow applicable restrictions on sensitive information. Confidentiality of a safety report cannot be absolute where reporting, protection, or fair process requires disclosure.

Information may be transferred in a merger, acquisition, financing, reorganization, or sale of the relevant business, subject to appropriate protections and applicable law. Such a transfer does not authorize materially inconsistent uses or bypass required consent. Teachers receiving data have their own legal duties and must comply with the restrictions in our Terms.

10 Sale advertising tracking and communications

We do not sell personal information or share it for cross-context behavioral advertising, use learner information for targeted advertising, or use personal information for profiling that produces legally or similarly significant decisions. If these practices change, we will first provide required notices and choices and obtain consent where required; this statement does not authorize a change inconsistent with children’s or sensitive-data protections.

Essential storage supports sign-in, security, and service preferences. Browser controls can restrict cookies or storage, but may interfere with account or booking functions. If optional tracking is offered, its controls and purposes will be disclosed before activation and required consent or opt-out mechanisms will be provided. We honor legally required recognized opt-out signals for covered processing. Browser Do Not Track signals are distinct from legally recognized opt-out signals; because Fieldquests does not currently conduct sale, targeted advertising, or cross-site profiling, a Do Not Track signal does not change essential service storage.

We send necessary service communications about sign-in, bookings, payments, account administration, and safety. If we offer optional marketing emails, you may unsubscribe using the message link or contact us; opting out does not stop necessary transactional communications. Promotional texts or calls, if introduced, require their own disclosures and legally required consent. We do not use teacher access to family information as authorization for unrelated marketing.

11 Retention deletion and security

We retain information only as long as reasonably necessary for the disclosed purpose, including active services, required transaction records, safety response, and specific legal obligations. We consider the information’s sensitivity, class timing, applicable limitation periods, disputes, and recordkeeping law. We do not retain child or health information indefinitely for a speculative future use.

Account and learner records are retained while needed for the active account and requested bookings and afterward only for a documented retention purpose. Routine teacher access to care notes ends when the class ends, the booking is canceled, or sharing consent is withdrawn; relevant incident evidence may be separately preserved with restricted access. Payment and tax records follow applicable recordkeeping requirements. Screening records are limited to eligibility administration and required decision or dispute records. Messages, support records, and attendance records follow their defined operational and legal retention periods. Records are retained according to documented purpose-based criteria and applicable accounting, tax, safety, dispute, and legal obligations. Consumer health data in backups is deleted within the legally required period and no later than six months after an authenticated request where Washington law applies.

Upon an eligible deletion request, we delete or appropriately deidentify information not subject to a lawful retention exception and direct applicable processors to do the same. Ending access alone is not deletion. Isolated backups expire under the defined cycle and are not used for ordinary operations; if restored, applicable deletion restrictions must be reapplied. Where law requires deletion from archives or backups, we follow that requirement. A specific legal hold, reporting duty, fraud investigation, or dispute may require limited continued retention; we explain the applicable exception when permitted.

We use reasonable administrative, technical, and physical safeguards proportionate to the information and risk. Access is limited according to role and legitimate need. No service can guarantee absolute security. We investigate suspected incidents and provide legally required notifications. Report suspected unauthorized disclosure to karen@fieldquests.com; do not include unnecessary medical, identity, or payment information in ordinary email.

12 Requests consent withdrawal and state rights

Contact karen@fieldquests.com or request our mailing address through that email to request access, correction, deletion, an eligible portable copy, or withdrawal of optional consent. A verified parent or guardian may contact us directly about a learner’s information even if a group representative created the record. We may ask for information reasonably necessary to verify identity and authority, but do not routinely require sensitive identity documents by ordinary email. An authorized agent may act where permitted, subject to appropriate verification and evidence of authority.

Depending on your residence, the data involved, and the law’s coverage requirements, you may have rights to confirm processing, access or correct information, request deletion or portability, withdraw sensitive-data consent, opt out of sale, targeted advertising, or specified profiling, receive recipient information, or appeal a denied request. We provide applicable rights without unlawful discrimination. We may need to retain limited information or decline a request as permitted by law and will explain a denial when required. Restricting information necessary for a service may affect the ability to provide that service; it does not authorize retaliation.

We respond within the time required by applicable law and notify you of a permitted extension or lawful fee where relevant. To appeal a decision where an appeal right applies, contact karen@fieldquests.com with the request reference and reasons. We will review and respond within the applicable statutory period and provide required information about contacting the appropriate regulator. You may also contact your state attorney general or other privacy regulator directly.

If a jurisdiction requires additional consumer-health or comprehensive privacy disclosures, we provide the applicable notice and consent controls for covered operations. California residents may request information about covered direct-marketing disclosures under applicable California law; our policy is not to disclose personal information to unrelated third parties for their own direct marketing. Additional California consumer rights depend on statutory coverage. This Policy does not imply that every state law applies to every business or that all states provide identical rights.

13 Storage location external links and changes

Fieldquests offers local, in-person classes nationwide across all 50 United States and the District of Columbia, subject to actual class availability and applicable local requirements. Information is stored or accessed in the United States, subject to each provider’s documented infrastructure and subprocessors. Service providers may process information in the locations described in their applicable arrangements. Access from another country does not by itself constitute consent to an international transfer or waive protections that apply by law. Any expansion requiring additional notices or transfer safeguards must be addressed before the affected processing.

Third-party websites linked in listings operate under their own policies. Review them before providing information. We will update this Policy with a new effective date and provide reasonable notice of material changes. We obtain renewed consent where required before materially changing sensitive or children’s information practices. Questions about this Policy or a learner record may be sent to the privacy contact above.