Last updated: 2 October 2026
Invoice Generator by FieldHive ("the tool") is provided by FieldHive Ltd (company number 16741717), Ye Olde Post Office, Woodshop Lane, Swarkestone, Derby, DE73 7JA, United Kingdom ("FieldHive", "we"). For anything about this policy or your data, contact contact@fieldhive.com.
This page covers the invoice tool for AI assistants only. FieldHive's website and app are covered by our main privacy policy.
The tool lets you create invoices inside AI assistants such as ChatGPT and Claude. You don't need a FieldHive account to use it, and it is separate from the FieldHive app: nothing you create with it is saved to a FieldHive account.
Only what you give it to make your invoice:
We do not ask for or collect payment card details, passwords or government ID numbers, and the tool cannot send invoices, emails or payments.
To show the invoice in the editor, calculate its totals and tax, keep the editor and your conversation in step while you work, and create the PDF you download. If, and only if, you tick the box described under *Optional: sharing your prices for pricing data*, a minimal record with names and contact details removed is also kept for pricing information. We don't use your information for marketing, profiling or advertising, and we don't sell it.
Where the editor offers it, below the invoice there is an unticked box: *"Share this invoice's prices with FieldHive pricing data."* Nothing is kept unless you tick it, and you can leave it unticked and use the tool exactly the same. Only you can tick it; the AI assistant cannot.
If you tick it and download a complete invoice, we keep only:
We don't keep the invoice's name, address, email, phone, bank, VAT or other tax number, company number, reference or invoice-number fields, or your logo. Descriptions are cleaned automatically: we remove anything matching the names and addresses on the invoice, plus email addresses, phone numbers, postcodes, street and house names. This works well but can't be perfect, so please avoid putting people's names or addresses into job or item descriptions. A contribution isn't linked to an account, your conversation or your invoice. Downloading the same invoice again usually updates its record rather than adding another. Unticking the box after downloading doesn't remove a record already made; ask us and we'll delete it (see below).
Why: to build pricing benchmarks for trades (for example typical day rates by area) and to improve price suggestions in FieldHive products. We publish or use only combined figures drawn from at least 10 different contributions, never an individual invoice, and we don't sell this data.
If you're the customer on an invoice: if the tradesperson ticks the box, we may keep only the first part of your postcode, as part of those combined pricing figures.
How long: each contribution is deleted automatically about 24 months after it was made. It is stored in Google Cloud (Firestore) in Belgium.
Legal basis: our legitimate interests (UK and EU GDPR Article 6(1)(f)) in producing pricing statistics for trades. We have assessed that these don't override your interests because the data is minimal and cleaned, and because we only ever use an invoice if you tick the box. To have a contribution deleted, email contact@fieldhive.com with the month and the job title; a contribution isn't linked to an account, so we can't look it up by your name.
You use the tool through an AI assistant (for example ChatGPT by OpenAI or Claude by Anthropic). What you type in that conversation is handled by that provider under their privacy policy and settings, not ours. The assistant passes the details you give it to our tool so it can build the invoice.
Our server runs on Google Cloud in Belgium (europe-west1), in the European Union. Google acts as our processor. The UK recognises the EU as providing adequate protection for personal data. If you use the tool from outside the EU, your invoice details are transferred to the EU for processing, under the safeguards in our hosting agreement.
We process this information because you asked us to create your invoice (performance of a contract / steps at your request), and for our legitimate interest in keeping the service secure and working.
Depending on where you live (for example under UK or EU GDPR, Australian or New Zealand privacy law, Canadian PIPEDA, or US state laws such as the CCPA), you may have rights to access, correct, delete or object to the use of your information. Drafts are deleted within 2 hours and PDFs within 30 minutes, so we will normally hold nothing else. Pricing contributions you chose to make are kept for up to about 24 months; we will delete one on request (see above). Contact us at contact@fieldhive.com and we will help. In the UK you can also complain to the Information Commissioner's Office (ico.org.uk).
The tool sets no cookies and contains no analytics, advertising or tracking code. If we ever add usage measurement, we will update this policy first and say what is measured.
The tool is intended for businesses and is not directed at children.
Connections are encrypted (HTTPS). Drafts and PDFs are reachable only through unguessable identifiers, the PDF renderer cannot fetch anything from the internet, and drafts and PDFs are never stored on disk. Optional pricing contributions are stored in Google Cloud Firestore, which only this tool can write to.
We will update this page if the tool changes how it handles information, and change the date above.