Privacy policy.

Who we are

Oakwright builds sales and operations software, including a hosted workspace that helps businesses run outreach, research, and back office work. This policy covers this website and that software. Questions go to [email protected].

This website

oakwright.co uses first party analytics only: a visitor identifier, the pages you view, and coarse location derived from your IP address. There are no third party advertising trackers. If you submit a form, we keep what you typed so we can reply.

The software, in one paragraph

Each customer's workspace runs on its own isolated instance with its own database. Business data you put into your workspace stays on your instance. Oakwright's central systems receive operational metrics from your instance, such as usage and cost totals for billing, and never the contents of your emails, documents, or contacts.

Fieldnote

Fieldnote turns a recording or pasted transcript into a short-form content package. We use your email to operate your account and deliver sign-in links. Recordings are stored privately only while a job is waiting or processing, then deleted after the job finishes. Pasted transcripts and finished results are encrypted at rest.

Fieldnote uses AI to do this. Your recording is sent to a speech-to-text service to be transcribed, and the resulting transcript is sent to a large language model to be turned into the scripts you get back. Both happen only to complete the request you made. We identify you to those services with a one-way hash of your account id rather than your email address.

The companies that process Fieldnote data on our behalf:

• Deepgram, speech to text. Receives your audio recording.
• Groq and Anthropic, language models. Receive your transcript. Which one runs depends on our configuration at the time.
• DigitalOcean, hosting, database, and the private storage your recording sits in while it waits.
• Stripe, subscription payments. We never see or store your card details.
• Resend, delivery of sign-in and account emails.
• Cloudflare, the check that keeps automated signups out.

We do not use your recordings, transcripts, or results to train our own models, and we do not sell them. Our speech-to-text provider currently takes part in its own model improvement programme, which means audio sent to it may be used to improve that service. We would rather say so than leave it unsaid. If we change a provider, or that arrangement changes, we will change this list.

We retain usage totals, cost, job state, and provider request identifiers for security, support, and billing.

You can delete your Fieldnote account yourself, from the account section of the Fieldnote studio. Deleting it cancels your subscription, removes every session, script, and transcript, and erases any stored audio. It cannot be undone. You can also write to [email protected] and we will do it for you.

Google user data

You can connect a Google account to your workspace so it can send email on your behalf. Here is exactly what that means:

• Scope. The connection requests a single permission: gmail.send. It allows your workspace to send email from your address. It does not allow reading your mailbox.
• What it is used for. Sending email messages that were composed in your workspace and that you explicitly approved before sending. Every outbound email is held for your review and released only by your decision. Nothing sends itself.
• What we never do. We do not read, store, or process the contents of your mailbox. We do not access your contacts, calendar, or files through this connection. We do not use Google user data for advertising, model training, or any purpose other than sending the email you approved.
• What is retained. The OAuth tokens for the connection are stored encrypted at rest on your own instance. A record of each sent message, meaning the recipient, subject, body, and timestamps, is kept in your instance's database as your sending history. Oakwright's central systems do not receive copies.
• Revoking access. You can remove the connection at any time from your workspace's Secrets panel, or revoke it from your Google account's security settings. Revocation stops all sending immediately.

Oakwright's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Retention and deletion

Data in your workspace persists for as long as your instance exists. When an instance is deprovisioned, its database and stored credentials are destroyed with it. You can ask us to delete anything we hold about you at [email protected] and we will. Fieldnote accounts can also be deleted from inside the product, described above.

Text messaging

If you opt in to Tailgate text messages, we use your mobile number to send texts about your scheduled jobs and appointment confirmations. Message frequency varies. Message and data rates may apply. Reply HELP for help or STOP to opt out.

We do not share, sell, rent, or provide your mobile phone number, SMS or text messaging consent data, or any mobile information to third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared, sold, or bought by any third party or affiliate under any circumstances. We may use service providers only as needed to deliver and operate the messaging program, and those providers may not use that information for their own purposes.

Changes

If this policy changes, the date at the top changes with it. Material changes to how Google user data is handled will be communicated to affected customers before they take effect.