Privacy Policy

Effective Date: 2026-06-11

Foundation Fleet Services ("Foundation," "we," "us") respects your privacy. This Privacy Policy explains how we collect, use, share, and safeguard information when you use the Foundation Fleet Services platform (the "Service").

1. Information We Collect

Account information: name, email, phone, role, company, billing details. Operational data: vehicles, units, VINs, license plates, DVIRs, inspection findings, work orders, parts requests, invoices, vendor records, photos, voice notes. Usage information: device, browser, IP address, log timestamps, pages visited, feature interactions, and crash diagnostics. Payment information: processed by our payment processor (Stripe). We do not store full card numbers on our servers. Communications: support tickets, chat messages, email correspondence, in-product notes.

2. How We Use Information

We use information to:

Provide, operate, secure, and improve the Service;
Personalize dashboards, alerts, and AI-generated insights;
Process payments and manage subscriptions;
Communicate with you about your account, security, and product updates;
Detect, investigate, and prevent fraud, abuse, and security incidents;
Comply with legal obligations.

3. AI Processing

Certain features use machine-learning models (including third-party large language models) to summarize jobs, suggest parts, classify photos, decode VINs, and answer natural-language queries. Inputs to AI features are processed under contractual data-protection terms with our model providers. We do not allow vendors to train public models on your Customer Data without your authorization. See the AI Disclaimer & Acceptable Use Policy for details.

4. Sharing of Information

We share information only as needed to deliver the Service or as required by law:

Sub-processors: hosting, email, SMS, payment processing, AI model providers, and analytics. A current list is available on request.
Within your tenancy: authorized users of your organization (admins, dispatchers, technicians, drivers, and parts staff) can see operational data per role-based access controls.
Outsourced Parts services (optional): when enabled, Foundation parts agents can see job/parts data necessary to source parts on your behalf.
Legal: to comply with subpoenas, court orders, or other legal process; or to protect rights, safety, or property.
Business transfers: in connection with a merger, acquisition, or asset sale, with notice to you.

We do not sell personal data.

5. Data Retention

Operational data is retained for as long as your account is active and for a reasonable period thereafter to support audits, dispute resolution, and legal obligations. You may request export or deletion at any time, subject to legal-hold exceptions.

6. Data Security

We implement administrative, technical, and physical safeguards including encryption in transit (TLS), encryption at rest, role-based access controls, audit logging, optional multi-factor authentication, and routine security reviews. No system is impenetrable; you are responsible for safeguarding credentials and reporting suspected incidents.

7. Your Rights

Depending on your jurisdiction, you may have rights to access, correct, delete, port, or restrict processing of personal data. To exercise these rights, contact privacy@foundationfleetservices.com. We will verify identity before acting on requests.

8. International Transfers

The Service is hosted in the United States. By using the Service, you consent to transfers to and processing in the United States, which may have different data-protection laws than your jurisdiction.

9. Children

The Service is not directed to anyone under 16 and we do not knowingly collect personal information from children.

10. Cookies & Tracking

We use first-party cookies and similar technologies for session management, security, and basic analytics. You may control cookies through browser settings; disabling them may impact functionality.

11. Changes to This Policy

We may update this Policy from time to time. Material changes will be announced via in-product notice and may require renewed acceptance. Continued use after the effective date of a change constitutes acceptance.

12. Contact

For privacy questions, contact privacy@foundationfleetservices.com or write to Foundation Fleet Services, Attn: Privacy, 1 Foundation Way, Wilmington, DE.