Privacy Policy

This policy explains what information FoundersCore (operated by Founders Maintenance and Restoration, LLC — "we," "us") collects, how we use it, and the choices you have. FoundersCore is a business tool: most data in the platform belongs to the company whose workspace you were invited into (your "Workspace Company"), and we process it on their behalf. Because different people use FoundersCore differently, this policy is organized by who you are.

1. What we collect — by who you are

If you're a team member (employee of a Workspace Company)

• Account information: name, email, phone, role, permissions, password (stored only as a secure hash by our authentication provider), optional MFA phone number.
• Location — read this one. Start with when we don't record: off the clock and outside your scheduled workday, the app does not track you. That rule is enforced on our servers — a location fix that arrives outside those windows is discarded, not stored, no matter what the app sends. Location is recorded only (a) while you're clocked in, and (b) during your scheduled visit window (starting an hour before your first scheduled visit and ending with your last), so the assistant can offer to start your timer when you arrive at the site. One action-based exception: when you write a field note, the note is stamped with where it was written — on or off the clock — so the job record shows where its notes came from. See Location data — the full picture for exactly who can see what and for how long. This applies only to team members using the mobile timesheet — never to subcontractors or customers.
• Work records: timesheets (with clock-in coordinates and calculated labor cost), visits, notes, job photos, expense and receipt submissions, mileage/vehicle inspections, messages, education/certification progress.
• Pay data: your pay rate/type, hours (regular, overtime, on-call), PTO, bonuses, reimbursements, and corporate-card spend in your name (imported from the card provider) — used for payroll and cost accounting, visible per your company's permission settings, and exported to your company's payroll provider to pay you.
• Voice dictation: if you dictate notes, speech is converted to text by your device's speech service; we store the resulting text, not the audio.
• Device data: push notification token and platform (iOS/Android), app version; log data (IP, timestamps, actions).
• Activity audit: creates/edits/deletes you make to business records are logged with your identity and what changed — that's the audit trail your company relies on.

If you're a subcontractor

• Business and contact details (name, contact person, email, phone, address, trade).
• Compliance documents you or your insurer provide: W-9 tax forms, general-liability and workers'-comp certificates, insurer contact details, signed agreements (including your signature image).
• Invoices/bills you submit (including scanned documents), visit notes and photos, messages, and your earnings history with the Workspace Company.
• No location tracking. The sub portal does not capture your GPS position.

If you're a customer or customer contact

• Contact details (name, email, phone, position), your properties and service addresses, quotes, invoices, payments, purchase orders, messages, photos you upload, survey answers, and support/help-ticket conversations (including with the AI assistant).
• E-signatures: when you sign a quote or contract we record your name, email, the signature image, the signed document, the timestamp, and your IP address — that's standard evidence that you, not someone else, signed.
• Phone calls: if you call a Workspace Company's AI receptionist line, the call is answered by an automated agent and transcribed (and may be recorded), and details you give (name, callback number, address, what you need) are saved so the company can help you. See Section 4.
• No location tracking. The customer portal does not capture your GPS position.

If you apply for a job with a Workspace Company

• Name, email, phone, resume, source, interview notes, and hiring-stage history, kept as the company's hiring record.

Content that flows through connected accounts

• If a Workspace Company connects its own email mailboxes, we read those mailboxes to auto-import business documents (vendor bills, card receipts, insurance certificates, purchase-order updates). Sender details and document contents become workspace records. Google-user data accessed through Gmail APIs is used only to provide these features, consistent with the Google API Services User Data Policy, including its Limited Use requirements.
• If a Workspace Company connects bank accounts (via Plaid) or a corporate card program, account, transaction, and cardholder data flows in for bookkeeping and reconciliation.

2. How we use information

• To run every feature described above: scheduling, timekeeping, invoicing, payroll prep, messaging, notifications, compliance tracking, support.
• To power AI features: the relevant content (your message plus the records needed to answer) is sent to our AI provider to generate the response you asked for. AI assistants operate under the same permission walls you do.
• To keep the platform safe: authentication, fraud and abuse prevention, audit logs, permission and workspace isolation enforcement.
• To fix problems and improve the product, and to notify you about service issues.

We do not sell personal information, and we do not use your data for third-party advertising.

3. Location data — the full picture

When location is NOT recorded. If you are off the clock and outside your scheduled visit window, your location is not collected. This is enforced server-side: any fix that arrives outside both windows is acknowledged and thrown away, and the stored "current position" is purged when your workday ends. The app does not follow you on evenings, weekends, or days off.

When it is recorded. Only from team members using the mobile timesheet, and only (a) while clocked in, or (b) inside the scheduled visit window — from one hour before your first scheduled visit until your last visit ends (so the arrival nudge can offer to start your timer before you've clocked in). Separately, writing a field note stamps that note with the place it was written, whenever you write it — that's tied to an action you take, not passive tracking.

What exists, who can see it, and for how long:

• Your current position (two most recent fixes only — not a trail): powers the arrival nudge, "left the site with the timer running" reminders, after-hours auto-clock-out, and customer ETAs. Purged when you leave both windows. Not shown to managers as a live map.
• A 60-day history of those same on-shift fixes feeds only the AI assistant — dispatch suggestions, customer ETAs, matching store-run receipts to the right job, and job-duration estimates. No screen shows this history to anyone — managers and admins included; the system has no endpoint that serves it to a person.
• Work-moment markers: a single point saved at clock-in, clock-out, timer switches, visit arrival/completion, and on notes you write. These appear on a day map visible only to the account owner (the company principal) — not to managers — and are kept as part of the job and timekeeping record.

Why we collect it, and how it protects you: the point of these records is to run the workday and to back you up — they start your timer so you get paid from arrival, give customers accurate ETAs so they aren't calling you, match your store runs to the right job so reimbursements don't bounce, and put on the record that you were where the job says you were if a dispute ever comes up. They are never sold, never used for advertising, and never used to watch you outside working hours.

• Your Workspace Company is responsible for giving you any workplace notice of this monitoring that your state requires; using the timesheet with location on is your acknowledgment of it.
• Property addresses may be converted to map coordinates using Google's geocoding services.
• Photos you upload may contain embedded camera metadata (which can include where the photo was taken); we do not currently strip it. Don't upload photos you wouldn't want tied to a place.

4. Calls, texts, and the AI receptionist

Workspace Companies can use an AI phone receptionist. Calls to that line are handled by an automated agent: audio is processed in real time by our voice-AI providers, a transcript is kept, a recording may be kept, and the details you provide become a service record. The Workspace Company is responsible for complying with call-recording consent laws in its callers' jurisdictions (including any announcement at the start of the call). SMS messages sent through the platform (dispatch updates, codes, notifications) are delivered through our telephony provider and logged.

5. Personal receipt inboxes — optional, and private even from admins

Teammates can optionally connect a personal email account so the platform can find purchase receipts for their own company-card transactions. If you never connect one, nothing in this section applies to you.

• Read-only. Access uses a read-only connection (Google's read-only scope, or IMAP opened read-only). The platform cannot send, delete, move, label, or mark messages in your mailbox.
• Only you. Your connection belongs to your login alone. No other user — including company admins and owners — can see that it exists, use it, or access anything from it. There is no administrative view of anyone's connected inboxes, by design.
• Narrow purpose. Shortly after one of your card transactions arrives, recent messages in your connected inbox are scanned for a matching purchase receipt. A found receipt (the document and its amount/vendor/date) is attached to your own transaction. Message content is not stored beyond that receipt; the scan decision (receipt / not a receipt) is logged per message so the same email is never processed twice.
• AI processing. Candidate emails are evaluated by our AI providers under the same no-training commercial terms as every other AI feature (see the AI section).
• Credentials. The sign-in (a revocable read-only token, or an app-specific password you create) is stored server-side, is never displayed to anyone after you save it, and is deleted immediately when you disconnect the inbox. You can also revoke access at any time from your email provider's own security settings.

6. Who we share it with

Only service providers ("subprocessors") that power specific features, under terms restricting their use of the data. We describe most of them by category — our full vendor list is confidential competitive information, and a current list of named subprocessors is available to Workspace Companies on request:

Provider	What for	What they see
Cloud infrastructure providers (U.S.)	Application hosting, database, authentication, file storage	Platform data (encrypted in transit and at rest)
AI model providers	AI assistants, document extraction, support triage, receptionist call handling	The content needed for the specific AI task; not used to train their models per their commercial API terms
Telephony provider	Phone calls and SMS	Phone numbers, call audio/recordings, message content
Plaid	Bank account connections	Bank sign-in happens on Plaid's systems (we never see credentials); account + transaction data
Stripe	Customer invoice payments	Payment card details (entered on Stripe's systems, not ours), amounts, invoice references
Corporate card program	The card provider the Workspace Company uses — its transaction feed	Cardholder name/email, merchant, amounts, receipts
Google	Optional sign-in, connected Gmail import, address geocoding, document OCR	Per feature: sign-in identity, connected mailbox content, addresses, document images
Mobile platforms (Apple, Google) + app-services provider	Mobile app delivery and push notifications	Device push tokens, notification content
GIF search provider	GIF picker in messaging	Your GIF search terms
Payroll processor	The Workspace Company's chosen payroll provider (e.g., Gusto, ADP)	Hours, wages, adjustments needed to run payroll

We may also disclose information if required by law, to protect rights and safety, or in a business transfer (with notice to affected customers). Within a workspace, the Workspace Company's admins control and can see workspace data per their permission settings — including timekeeping location, audit logs, and support conversations.

7. Data breaches — what we do and what we can't promise

We use industry-standard safeguards (encryption in transit and at rest, role-based access, per-branch walls, workspace isolation — see the Data Handling Policy). No system is 100% secure, and we cannot guarantee against every breach. If a breach affects your personal information, we will notify affected Workspace Companies and users without undue delay, consistent with applicable law, describing what happened, what data was involved, and what we're doing. Our liability is limited as described in the Terms & Conditions; a breach caused by a shared password, a reused compromised credential, or misrepresented identity is the responsible user's liability, not ours.

8. Retention

• Workspace business records (jobs, invoices, financials, timesheets, audit logs, call logs): kept while the Workspace Company's account is active — they're its books.
• Location: your current position is only ever the two most recent on-shift fixes and is purged at the end of your workday; the AI-only history ages out after 60 days; work-moment markers (clock in/out, arrivals, note locations) are kept as part of the job and timekeeping record they belong to.
• Financial and signed documents: kept as long as law and audit obligations require, even after other deletion.
• Applicant records: kept as the company's hiring record; applicants may ask the Workspace Company to delete their file, subject to legal holds.
• Closed workspaces: data deleted or returned within a commercially reasonable period, except legally required retention and encrypted backups that age out on schedule.

9. Your choices and rights

• View and update your profile in the app; request a copy or correction of your personal information.
• Depending on where you live, you may have rights to access, correct, delete, or port personal information. Requests about workspace content go through your Workspace Company (it's their record); requests about your own account can come straight to us.
• Timesheet location: the only way to avoid it is not to use the mobile timesheet — talk to your employer about alternatives; we can't disable a monitoring feature your employer requires.
• Notifications are adjustable in the app. Cookies/local storage: we use only what sign-in and preferences need; no third-party ad cookies.

10. Children

FoundersCore is a workplace tool, not directed at children, and may not be used by anyone under 18.

11. Changes

If we materially change this policy, we'll post the new version here with a new effective date and may ask you to re-acknowledge it.

12. Contact

Privacy questions or requests: Help & support in the app, or info@foundersmaintenance.com.