Privacy and retention policy

What we collect and why

We collect sponsor and participant names, roles and contact details; survey answers and drafts; consent and coaching records; analysis, reviewer decisions and reports; and operational information needed for sign-in, saving, email delivery and troubleshooting.

We use this information to deliver, review and support the assessment. Supabase, Cloudflare, Mailgun and OpenAI support collection, hosting, email and AI-assisted analysis. Relevant information is processed by the services performing those functions; not every provider receives every kind of data. Response storage and human-review evidence contain confidential content.

Some draft and sign-in information is stored in your browser. Protect shared devices and do not forward private survey or sign-in links.

Who can see responses

Authorized Foundations Advisory reviewers may see individual participant answers. The sponsor and an authorized coordinator receive the reviewed team report, not individual participant surveys.

The report may list contributors’ names and roles, but does not identify who gave a particular answer, score or finding. Distinctive wording and small groups may still make a perspective recognizable. Complete anonymity is not guaranteed. When an assessment has only three participants, we ask each participant to acknowledge the reduced anonymity before continuing.

Sponsor access to a team report does not authorize access to individually attributed participant responses.

Participation and appropriate information

You may decline or stop before submission. Confidential responses will not be sold or used in marketing, testimonials or identifiable case studies without separate permission.

Please avoid highly sensitive personal information, employee evaluations, legal matters, patient information and regulated client data during the alpha.

Retention and removal

During the alpha, we retain assessment data to complete the exercise, review the report, handle support and conduct the debrief.

We will review retention within 90 days after report publication, or within 90 days after last activity for abandoned assessments. This is a review deadline, not automatic deletion on day 90.

At review, we will identify what can be removed and whether continued retention is needed for agreed follow-up or a specific operational reason. For continued retention, we will record the reason, scope and next review date. We will not retain confidential answers indefinitely by default or claim removal before verification.

Participants and sponsors may request earlier removal. We will verify the requester’s authority and the scope of the request, then explain the available process and timing. Our assessment-scoped removal process is not yet fully implemented and verified; we cannot promise a fixed removal deadline during the alpha.

Provider logs, any retained recovery copies and PDFs already downloaded by recipients have separate limitations. Removal from the assessment does not guarantee immediate erasure from every copy.

Questions or requests

Contact support@foundationsadvisory.tools about access, corrections, privacy or removal requests. Do not email confidential answers, passwords or private links. We verify the requester and scope before acting.