Last updated 6 October 2026.
Fieldnote CRM is a product of The Woodlawn Group, 392 Lynden Road, Brantford, Ontario N3R 0B9, Canada. If anything here is unclear, ring 1-226-938-1554 or write to [email protected] and you will get a person.
Your database is yours. It sits on its own web address, separate from every other customer's. We don't sell it, we don't mine it, we don't use it to advertise, and you can take the whole thing out to a spreadsheet whenever you like without asking us.
Whatever you put in it. In practice that is:
Nobody at The Woodlawn Group goes browsing in your database. We reach it only to fix something you have asked us to fix, or to restore it if something has broken.
Only the people you give sign-ins to, and the access each of them gets is set by your own administrator. A sales rep sees their own accounts. A read-only user sees everything and changes nothing. A trade show login reaches nothing but the booth screen.
Each customer's database is a separate installation on its own web address. One customer cannot see another's data, because they are not in the same database.
Fieldnote is hosted on Railway, which keeps the servers and the databases in a data centre. Depending on which features you switch on, these services may also handle some of your information:
Each of these sees only what that feature needs, at the moment it is used. Features you have not switched on send nothing anywhere.
We do not sell your data. We do not rent it, trade it, or hand it to anyone for advertising. We do not combine one customer's data with another's. We do not use what is in your database to build or train anything we sell to someone else.
For as long as you are a customer, and for 60 days after you stop, so there is a way back if somebody leaves on bad terms or changes their mind. After that your database is deleted.
Ask us to delete it sooner and we will, within 30 days of you asking in writing.
Any administrator can export the whole database to a spreadsheet from the Administrator menu, at any time, at no charge, without telling us. It is your data and you should never have to ask for it.
Customer databases are backed up so that a failure does not lose your work. Backups are held no longer than the database itself.
Every Fieldnote address is served over an encrypted connection. Passwords are stored scrambled, not as text, so a copy of the database does not reveal them. Each customer's database has its own credentials.
No system is perfect, and we would rather say that plainly than claim otherwise. If you find a weakness, tell us and we will fix it.
If your company uses texting, see our Texting page for who gets messaged, how consent is given and how to stop. In short: a rep's own employer enters their mobile, the rep texts first, we only ever reply, and STOP ends it immediately.
Fieldnote uses a sign-in cookie so the site knows it is still you between screens. There are no advertising cookies and no third-party trackers inside the CRM itself.
Under Canadian privacy law you can ask what personal information we hold about you, ask for it to be corrected, and complain about how it has been handled. Write to [email protected]. If you are not satisfied with the answer you can take it to the Office of the Privacy Commissioner of Canada.
If this policy changes in a way that matters, customers will be told by email rather than left to notice. The date at the top always shows the current version.
The Woodlawn Group
392 Lynden Road, Brantford, Ontario N3R 0B9
1-226-938-1554 | [email protected]