Privacy & Security

Privacy Policy

At Foundly, we're committed to protecting your privacy while helping reunite people with their lost items. Here's how we handle your data.

Last updated: August 20, 2025

Contents

1. Introduction

Welcome to Foundly, a lost property management system designed to help organisations efficiently manage and reunite lost items with their owners. This Privacy Policy explains how we collect, use, store, and protect information when you use our service.

Foundly is committed to protecting your privacy and ensuring transparency about our data practices. This policy applies to all users of our platform, including organisational administrators and customers looking for lost items.

2. Information We Collect

2.1 Organisation Information

When organisations sign up for Foundly, we collect:

  • Organisation name and type (school, gym, office, etc.)
  • Contact information (business email, phone number, address)
  • Administrator account details (name, email, job title)
  • Billing and payment information
  • Usage analytics and system logs

2.2 Lost Property Information

Organisations may input information about lost items, including:

  • Item descriptions and categories
  • Location where item was found
  • Date and time found
  • Photos of lost items (when provided by organisation)
  • Item status (found, claimed, donated, etc.)

2.3 Customer Information

Foundly is designed to minimise customer data collection:

  • No mandatory registration required for customers to view lost items
  • Optional contact information only when claiming items (email or phone)
  • Temporary session data for browsing functionality
  • No personal profiles or accounts created for customers

2.4 Technical Information

We automatically collect:

  • IP addresses and browser information
  • Device type and operating system
  • Pages visited and features used
  • Session duration and usage patterns
  • Cookies and similar tracking technologies

3. How We Use Information

3.1 Primary Purposes

  • Service Delivery: Operating and maintaining the Foundly platform
  • Lost Property Management: Helping organisations catalog and manage lost items
  • Reunification: Facilitating the return of lost items to their owners
  • Communication: Sending service-related notifications and updates

3.2 Secondary Purposes

  • Improvement: Analysing usage to enhance our platform features
  • Support: Providing customer service and technical assistance
  • Security: Protecting against fraud, abuse, and security threats
  • Legal Compliance: Meeting regulatory and legal requirements

3.3 We Do NOT Use Information For:

  • Selling or sharing personal data with third parties for marketing
  • Creating detailed customer profiles or behavioral tracking
  • Targeted advertising based on personal information
  • Any purpose unrelated to lost property management

4. Information Sharing and Disclosure

4.1 No Sale of Personal Data

We do not sell, rent, or trade personal information to third parties.

4.2 Limited Sharing

We may share information only in these circumstances:

  • With Organisation Users: Lost item details within the organisation's account
  • Service Providers: Trusted vendors who help operate our platform (hosting, payment processing, etc.)
  • Legal Requirements: When required by law or to protect rights and safety
  • Business Transfers: In case of merger, acquisition, or sale of our business

4.3 Customer Claiming Process

When customers claim items:

  • Contact information is shared only with the relevant organisation
  • Organisations handle verification and item return processes
  • We do not store or retain customer claiming information long-term

5. Data Security

5.1 Security Measures

We implement industry-standard security practices:

  • Encryption of data in transit and at rest
  • Regular security audits and updates
  • Access controls and authentication requirements
  • Secure data centers and hosting infrastructure
  • Employee training on data protection

5.2 Data Retention

  • Organisational accounts: Retained while account is active plus reasonable period after termination
  • Lost item data: Retained according to organisation's policies and legal requirements
  • Customer contact information: Deleted within 90 days of successful item return
  • System logs: Retained for up to 12 months for security and operational purposes

6. Your Rights and Choices

6.1 Organisational Users

  • Access: Request copies of your organisation's data
  • Correction: Update or correct inaccurate information
  • Deletion: Request deletion of your account and associated data
  • Portability: Export your data in standard formats
  • Restriction: Limit how we process your information

6.2 Customers

  • Minimal Data: Use our service without providing personal information
  • Claiming Rights: Provide contact details only when claiming items
  • Deletion Requests: Ask organisations to delete your claiming information
  • Opt-out: Decline to receive communications after claiming items

6.3 Cookies and Tracking

  • Browser settings can control cookie acceptance
  • Essential cookies required for platform functionality
  • Analytics cookies can be disabled through browser settings

7. International Data Transfers

If you are located outside our primary jurisdiction, your information may be transferred to and processed in countries with different privacy laws. We ensure appropriate safeguards are in place for international transfers, including standard contractual clauses and adequacy decisions where applicable.

8. Children's Privacy

Foundly is designed to be used in educational environments, but we do not knowingly collect personal information from children under 13 without parental consent. Organisations using our service in schools are responsible for compliance with applicable children's privacy laws (such as COPPA or similar local regulations).

9. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will:

  • Post the updated policy on our website
  • Notify organisational users of material changes
  • Update the "Last Updated" date at the top of this policy
  • Maintain previous versions for reference

10. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Email: privacy@foundly.online
Support: help@foundly.online

For data protection inquiries, please include:

  • Your organisation name (if applicable)
  • Specific details about your request
  • Any relevant account information

11. Legal Basis for Processing (GDPR)

For users in the European Union, our legal basis for processing personal information includes:

  • Contract Performance: Providing the Foundly service to organisations
  • Legitimate Interests: Improving our service and preventing fraud
  • Consent: Where explicitly provided for optional features
  • Legal Obligation: Complying with applicable laws and regulations