Privacy Policy

This Privacy Policy explains what Index Labs, LLC, doing business as Index Energy Systems (“we,” “us”), collects when you use NodeFabric, why we collect it, and what choices you have.

1. Who is responsible for your data

For an individual using NodeFabric, Index Labs, LLC is the controller of the account data described in Section 2.1.

Where your organization holds a NodeFabric subscription, your organization controls the data in its account and we process it on their instructions — the circuit models, switching orders, execution records, field records, and training results belong to them, and their administrators can see, correct, and remove them. If you are an employee or contractor of a NodeFabric customer and want your data corrected or deleted, ask your administrator first; if you contact us directly, we will refer you to them unless the law requires otherwise.

2. What we collect

2.1 Account information

Your name, email address, username, password (stored only as a salted hash — we never hold the password itself), the company name you give at signup, your role, the organization you belong to, whether you are enrolled in training, and the time of your most recent sign-in. An administrator who creates an account for you supplies most of this.

2.2 Data your organization puts into the Service

Circuit models and topology, device attributes and states, asset and location references such as pole numbers and functional locations, tie relationships, GIS inventory exports your organization uploads or sends through the API, switching orders and every step of their execution, clearances and hold tags, remarks entered by operators and crews, annotations, circuit revisions, training scenarios, trainee results, and qualification records (when a person qualified, who evaluated them, and when the qualification expires). Some of this identifies individual people — the switching record exists precisely so that it is clear who operated a device and when.

2.3 Field data

Where your organization uses the FieldView app, we additionally process what a crew member records from the field:

• switching step results and remarks recorded on a phone, including ones queued while the phone was offline;
• for each equipment tag scan: the text read from the tag, the devices offered as matches, the device the crew member confirmed, and how long that took;
• an image of the equipment tag at the moment the crew member confirms it, cropped to the tag;
• the phone's location (latitude, longitude, and the accuracy the phone reports) at the moment the crew member confirms a scan, if the phone's browser allows location access. FieldView works without it.

Each scan record names the crew member who confirmed it. Where no surveyed coordinate for the device exists, the location of a confirmed scan may also be recorded as the location of that device.

We keep these records so that every identification is attributable, to measure and improve how well FieldView recognizes tags, and to locate equipment. We do not currently use scan images, locations, or any other Customer Data to train machine-learning models, and we will not begin to without first updating this Policy and notifying account administrators.

2.4 Operational and security logs

Server logs recording requests to the Service, including IP address, timestamp, requested path, and user agent, generated automatically by our hosting provider and by the application. We use them to operate, debug, and secure the Service. To limit sign-in attempts and other sensitive requests, we keep short-lived counters keyed on IP address and, for failed sign-ins, on a one-way hash of the email address tried. We also keep an audit trail of changes made inside the Service, which is a product feature: a utility must be able to answer who changed what and when. When our staff view the Service as one of your users to provide support, that session is logged.

2.5 Billing information

For paid plans, our payment processor collects and stores payment details directly. Card numbers never reach our servers and we cannot see them. We store a customer identifier, your plan and subscription status, and any contract terms. The card brand, last four digits, and invoice history shown on your billing page are retrieved from the payment processor when you open it; we do not store them.

2.6 Push notifications

If you enable notifications in the field app, your browser creates a subscription and we store its endpoint URL, its encryption keys, and the browser's user agent so we can send notifications to that device and tell your devices apart. You can turn notifications off in the app or revoke them in your browser or device settings.

2.7 Messages

Email you send us is retained as ordinary business correspondence.

2.8 What we do not collect

• No analytics or advertising trackers. The product contains no Google Analytics, no advertising pixels, no session recording, and no third-party behavioral tracking of any kind.
• No cross-site tracking cookies. See Section 5.
• No background location tracking. FieldView reads the phone's location once, when a crew member confirms a tag scan, and only if location access is allowed. It does not track location continuously, in the background, or between scans. Elsewhere in the Service, location references are asset records your organization enters, not the position of a person.
• We do not knowingly collect information from anyone under 18, and NodeFabric is not intended for them.

3. Why we use it

• To provide the Service — authenticate you, show your organization's circuits, run switching orders, identify equipment in the field, and keep the audit trail your organization relies on.
• To secure it — detect and investigate unauthorized access, abuse, and defects, and enforce rate limits.
• To support you — answer questions and diagnose problems you report. Our staff access customer data only when needed for support, security, or legal compliance. For support, this can include viewing the Service as one of your users, which is logged.
• To bill you — process subscriptions and send invoices and receipts.
• To communicate — send transactional email (password resets, welcome messages, security notices such as a password change, order and qualification notifications) and reply to inquiries.
• To improve the Service — using aggregated, de-identified usage information that does not identify you, your organization, or any circuit, and FieldView scan records as described in Section 2.3.
• To comply with law and to establish or defend legal claims.

We do not use Customer Data for advertising.

4. Legal bases (where applicable)

NodeFabric is offered to organizations in the United States. Where a data protection law requiring a legal basis applies, we rely on: performance of a contract (providing the Service to you or your organization); legitimate interests (securing the Service, preventing abuse, responding to inquiries, and improving the product); consent (push notifications and location access, which you turn on in your browser); and compliance with legal obligations.

5. Cookies and data stored on your device

We set one cookie: a signed session cookie that keeps you signed in. It is strictly necessary, marked HttpOnly, Secure, and SameSite=Lax, and it expires when you sign out or after 12 hours without activity. It contains no personal information beyond an account reference.

We use no advertising, analytics, or cross-site cookies, which is why the Service has no cookie banner — there is nothing to consent to.

The application also stores data in your browser, and that data does not leave your device except as described here:

• offline copies of circuits and orders you pin, deleted when you sign out — and in FieldView, also when a different person signs in on the same phone;
• display preferences, such as FieldView's daylight mode;
• in FieldView, switching step results recorded while the phone was offline. These are a record of switching someone performed, so signing out does not delete them: they stay on the phone and are sent the next time the person who recorded them signs in there, and never under anyone else's account.

6. Who we share it with

We do not sell personal information, and we do not share it for cross-context behavioral advertising. We share it only with service providers who process it on our behalf under contract, and only as needed:

Provider	What it does	What it processes
Vercel	Application hosting	Requests to the Service and server logs
Supabase	Database hosting (PostgreSQL)	All stored account and Customer Data, including FieldView scan images and locations
Stripe	Payment processing	Billing details and payment card data, collected directly by Stripe
Postmark	Transactional email delivery	Recipient address and message content
Google Fonts	Web fonts	Your IP address, when your browser requests a font file
Apple, Google, Mozilla push services	Delivering push notifications, if you enable them	An encrypted payload and your subscription endpoint

We also disclose information where we are legally required to (for example, in response to valid legal process), where necessary to protect rights or safety, and — if we are ever acquired or merged — to the successor, subject to this Policy. Where we are legally permitted, we will notify the affected customer before disclosing their data in response to legal process, so they can seek protection.

7. Where data is stored

The Service is hosted in the United States and data is stored there. If you access it from outside the United States, you are transferring information to the United States.

8. Security

We take the sensitivity of distribution circuit data seriously. Measures include:

• encryption in transit (HTTPS/TLS everywhere, with HSTS);
• passwords stored only as salted hashes and checked against a list of common passwords; API keys stored only as hashes;
• changing or resetting a password ends your other signed-in sessions, and you are emailed when it happens;
• tenant isolation — each organization's data is scoped to that organization;
• role-based access control inside each organization;
• an application audit trail attributing changes to a named account;
• a strict Content-Security-Policy, CSRF protection, limits on failed sign-ins, and session expiry;
• access to production systems limited to personnel who need it.

No system is perfectly secure, and we cannot guarantee absolute security. If we become aware of a breach affecting your personal information, we will notify you and, where applicable, your organization's administrators without undue delay and as required by law.

9. How long we keep it

• Customer Data, including FieldView scan images and locations — for as long as your organization's account is active. After termination it is available for export for 30 days and may then be deleted, subject to backups expiring on their ordinary schedule.
• Account records — for the life of the account. Deactivated user accounts are retained rather than erased where the audit trail references them, so that a historical switching record does not lose the name attached to it.
• Rate-limit counters — routinely deleted once they are a day old.
• Server and security logs — for a limited period, ordinarily no more than 12 months.
• Billing records — as long as required for tax and accounting purposes, typically seven years.

10. Your choices and rights

You can review and update your account details in the Service, change your password, turn push notifications off, deny or revoke location access in your browser, and ask an administrator to deactivate your account. You may unsubscribe from any non-transactional email we send; we will still send messages necessary to operate your account, such as password resets, security notices, and billing notices.

Depending on where you live, you may have the right to access, correct, delete, or receive a copy of your personal information, to object to or restrict certain processing, and to appeal a refusal. Residents of California and other US states with comprehensive privacy laws have the right not to be discriminated against for exercising these rights; because we do not sell or share personal information for advertising, there is nothing to opt out of in that respect.

To exercise a right, write to info@index-labs.com. We will verify your identity before acting, and will respond within the time the applicable law allows. If your data is held in a customer organization's account, we will pass the request to them, since it is their data to correct or erase.

11. Changes to this Policy

We may update this Policy. If a change is material we will notify account administrators by email or by a prominent notice in the Service before it takes effect. The “Last updated” date at the top of this page reflects the most recent change.

12. Contact

Index Labs, LLC, d/b/a Index Energy Systems
info@index-labs.com