Data Collection & Privacy Policy

Version 2 · Effective October 27, 2026. Foxuma is operated by Newood Millwork Inc. ("we", "us"). This policy states what the Service collects, why, and how long it is kept. It is written under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA). Accepting this policy is a condition of using the Service.

1. Roles — who is responsible for what

The Customer (the organization using Foxuma) is the organization accountable for the personal information it enters about its own people — its staff, and the individuals in the records it keeps. We process that information on the Customer's behalf, as its service provider, and only on its instructions as set out in the Terms of Service and this policy. Questions about information a Customer holds about you are for that Customer; our contact for privacy questions about the Service itself is at the end of this policy.

2. What we collect

Account and user administration data. Names, usernames, email addresses, roles and permissions, account status, and sign-in records — needed to run accounts and secure the Service.

Billing data. Subscription and seat counts, invoices, and payment records. Card payments are processed by our payment processor; we do not store full card numbers.

The records you submit (Customer Data). The work itself: leads, projects, customers, messages, forms, files, payroll and hour records, and everything else saved in the Hub. This is the Customer's business record. It is stored on Foxuma's server in Ontario, Canada (see section 7).

The audit log. When something changes, the Hub writes one line: who did it, what changed, and when — including changes the Fox assistant makes on someone's behalf, with its before → after receipt. The log exists so any change can be traced and mistakes can be undone.

Support communications. Messages sent to us for support, and our replies.

Operational Data. The data the software generates and reports in running the Service, in the categories listed in section 3. Operational Data is about the use and health of the Service. Except where a category says otherwise, it is collected as counts, events and technical records — not as the content of the Customer's business records.

3. Operational Data — categories, purposes and retention

Some categories below operate today; others are introduced as features ship, and when they are, they are announced in the release notes of that update. Accepting this policy is consent to the categories below, present and as introduced. Hard exclusions apply to every category: these methods do not collect the content of the Customer's business data, and do not collect the personal details of the Customer's own clients or employees beyond what operating the Service requires.

Category	What is collected and why	Kept for
1. Session & activity tracking	Sign-in and sign-out times, session length, and active vs idle time within a session (active = periods with real interaction; idle = signed-in time without interaction). For security, capacity and understanding real use. The Customer's own administrators (Admin and IT roles) can view their own users' session data in the Hub.	13 months
2. Feature telemetry	Which modules and features are used, how often, and in what sequence, aggregated per organization. To decide what to build, fix and retire.	13 months
3. Estimator funnel	Counts of designs started, completed and converted to leads or quotes. To improve the estimator tools. The designs themselves are Customer Data.	13 months
4. Fox assistant question log	The categories of questions asked of the Fox assistant and the cases where its answer failed or fell short. To improve the local model and its answers. The questions themselves stay on the Foxuma server in Canada; only category and failure metadata is in scope here.	13 months
5. Crash & error reports	Error traces and the action in progress when the error occurred. To find and fix defects.	12 months
6. Performance & environment data	Page load times, device class, browser, and screen size, aggregated. To keep the Service fast on the hardware shops actually use.	13 months
7. Volume metadata	Counts only — never content: numbers of projects, estimates and invoices, seats in use, and storage size. For capacity planning, licensing and the benchmark pool (section 10).	While the subscription is active, plus 13 months
8. Version & update data	The version in use, whether updates succeeded or failed, and licence/seat counts. To support the installation and keep it current and secure.	While the subscription is active, plus 13 months
9. Backup health	Success or failure of the Customer's own scheduled backups — status only, never backup content. So a failed backup is noticed before it is needed.	12 months
10. Searches with no results	Searches in the Hub and to the Fox assistant that returned nothing. To fix gaps in search and in the assistant's knowledge.	13 months
11. User-initiated feedback	Suggestions and problem reports a User chooses to send, with any attachment they choose to include. To act on the report.	24 months

Acceptance records (Terms of Service acceptances — user, time, version, IP address) are kept for the life of the account and seven years after, as proof of consent. The audit log is kept as part of the Customer's business record while the account is active, and on termination is handled under section 13 of the Terms of Service.

4. Purposes — the whole list

We collect and use the data above to: operate the Service; keep it secure and stop misuse; bill subscriptions; provide support; develop and improve the Service, including the Fox assistant; measure and plan capacity; and meet legal requirements. These are the purposes. We do not use the data for any other purpose, and we never sell personal information.

5. Aggregated and de-identified data

We may combine Operational Data and Customer Data into Aggregated Data that cannot identify any organization or individual, and use it for product development, industry benchmarks and service improvement, as set out in the Terms of Service.

6. Monitoring — a note for Customers as employers

The session and activity tracking in category 1 means the Service records when each User is signed in, for how long, and how much of that time was active. The Customer's administrators can see their own users' session data. The Customer is responsible for informing its own users and staff about this monitoring; Ontario employers may also have their own obligations, including written electronic-monitoring policy requirements under Ontario law.

7. Where data lives — Canada, local AI

Customer Data is stored in Canada, on Foxuma's server in Ontario. The Fox AI assistant processes data locally on that server. No Customer Data is sent to any cloud AI service, and no Customer Data is used to train external models. The Service uses essential cookies only — the cookies needed to sign in and keep a session secure. There are no advertising cookies and no third-party tracking cookies.

8. Who we share with

We do not share data except: with service providers under contract who process it for us in the following categories — payment processing, email delivery, and (where the Customer uses them) hosting and connectivity providers; with Aggregated Data, which identifies no one; and where the law requires it (for example, a court order). Service providers may use the data only to provide their service to us.

9. Safeguards

Role-based permissions, audit logging of changes, hashed passwords (argon2), encrypted connections where the network provides them, and backups kept on the same Foxuma server in Canada. Access to Operational Data is limited to the people who run and improve the Service.

10. The benchmark pool — voluntary, off by default

An organization may choose to contribute to the Foxuma benchmark pool. Participation is off by default and is switched on only by the organization's own administrator in Settings. A participating organization contributes anonymized, aggregated numbers — volumes and usage counts, never business content, never anything identifiable — which are used to improve the app and, as the pool grows, to let participating shops compare themselves against the pool. An administrator may withdraw the organization at any time; withdrawal stops any future contribution.

11. If there is a breach

If a security breach affects the Customer's data, we will notify the Customer without undue delay and within 72 hours of becoming aware of it, with the information the Customer needs for its own obligations.

12. Your rights under PIPEDA

You may ask what personal information is held about you, and ask for a correction if it is wrong. For information a Customer holds about you in the Hub, ask that Customer first — it is the accountable organization for its records; we will support its response as its service provider. For privacy questions about the Service itself, or if a Customer does not resolve your concern, contact us (email only): [email protected]. You may also complain to the Privacy Commissioner of Canada.

13. Changes to this policy

When this policy changes, it is issued as a new version with its own version number and effective date, and existing Users accept the new version at their next sign-in before continuing, as described in the Terms of Service.