Privacy Policy

1. Scope and eligibility

FOU OS is intended for automotive, heavy-equipment, aftermarket, dealership, and related fixed-operations professionals who are at least 18 years old. It is not directed to children, and we do not knowingly collect personal information from anyone under 18.

2. Information we collect

Account and contact information

• Name, email address, telephone number, profile photograph, city and state, employer or dealership, professional role, department, and related organization information.
• Account identifiers, authentication information managed by our platform provider, login method, invitation records, and account status.

Professional training and performance information

• Academy and course assignments, lesson activity, progress, quiz and assessment answers, scores, certificates, badges, XP, streaks, notes, bookmarks, reflections, assignments, and training history.
• Career Blueprint information, professional goals, personal goals, career vision, motivation, experience, and coaching-related information you choose to provide.
• Manager assignments, coaching feedback, role-play performance, review status, and other employment-related training information created through an organization account.

Ask Sally and user content

• Questions, text transcripts, conversation history, Ask Sally responses, role-play feedback, coaching scores, and associated usage and retrieval metadata.
• Files or content you upload, including optional profile photographs and information submitted through support, demo, registration, or contact forms.
• When you submit a call or video recording to AI Coach, the recording is uploaded to private storage and shared with the AI analysis service through a time-limited link. Your submitted transcript and resulting practice feedback are processed for that review. Do not include customer details or recordings you are not authorized to share.

Voice information

When you use voice input, your browser or device's speech-recognition service processes your microphone input and provides FOU OS with a text transcript. FOU OS stores the resulting transcript as part of your Ask Sally conversation but does not intentionally store the raw microphone recording. Browser and device providers may process voice input under their own privacy terms. Sally's written response may be sent to HeyGen to generate spoken audio; HeyGen does not receive your FOU OS user ID or email from this workflow.

Purchases and subscriptions

We collect purchase history, product, price, entitlement, subscription status, billing dates, consent records, and Square transaction or customer reference identifiers. Payment-card details are entered into Square's payment tools and are not stored by FOU OS. We may retain a token hash or Square reference identifier for reconciliation and recurring billing.

Device, usage, and technical information

• IP address, browser and device type, user agent, referring page, timezone, app version, notification token, platform type, and coarse location information such as city and state.
• App interactions, feature usage, lesson activity, response status, timing, diagnostics, security events, cookies, local storage, and similar technologies used for authentication, preferences, analytics, and service operation.

3. How we collect information

We collect information directly from you, from your employer or organization administrator, automatically when you use the service, and from service providers involved in authentication, payments, communications, video, webinars, AI, and platform operation.

4. How we use information

• Create, authenticate, administer, and secure accounts.
• Deliver training, coaching, assessments, certificates, progress tracking, gamification, webinars, and Ask Sally features.
• Personalize assigned learning and provide organization-level reporting and management tools.
• Process purchases, subscriptions, entitlements, cancellations, refunds, and related support.
• Send transactional messages, training reminders, product notices, and marketing communications where permitted and selected.
• Prevent fraud, abuse, duplicate requests, unauthorized access, and security incidents.
• Measure performance, troubleshoot errors, improve features, and maintain reliable operations.
• Comply with legal obligations, enforce our Terms, and protect users, SW Service Solutions, and others.

5. Organization and manager access

If your account is provided by or connected to an employer, dealership, dealer group, or other organization, authorized administrators and managers may access account status, assignments, training progress, scores, certificates, and permitted coaching or performance information. Personal goals designated as private are not intended to be visible to ordinary organization managers, although authorized SW Service Solutions administrators may access records when necessary to operate, secure, support, or investigate the service.

6. AI processing and Ask Sally

Ask Sally uses artificial intelligence to generate coaching and training responses. Relevant text, recent conversation context, and approved training content may be processed through AI services made available through Base44. AI responses can be incomplete or incorrect and are not a substitute for official manufacturer procedures, workplace policies, legal advice, safety instructions, or qualified professional judgment. Do not submit confidential customer information, payment-card information, health information, government identifiers, or other sensitive information to Ask Sally.

7. Service providers and disclosures

We may disclose information to service providers that process it for the purposes described in this Policy, including:

• Base44 for hosting, databases, authentication, file storage, server functions, analytics, and AI integrations.
• AI model providers available through Base44 for Ask Sally response generation.
• HeyGen for text-to-speech generation of Sally's responses.
• Wistia for training-video hosting and playback analytics.
• Square for payments, subscriptions, fraud prevention, and transaction processing.
• Resend for email delivery; Google for optional Google sign-in; Zoom for webinar registration and delivery; and our WordPress website for public content and events.
• Cloud, browser, operating-system, notification, and other technical providers needed to operate the service.

We may also disclose information when required by law or valid legal process; to investigate fraud, abuse, or security threats; to protect legal rights or safety; or as part of a merger, acquisition, financing, reorganization, or sale of assets, subject to applicable law.

We do not sell personal information or share it for cross-context behavioral advertising. We do not display third-party advertising in FOU OS.

8. Cookies, local storage, and analytics

FOU OS uses browser storage and similar technologies to maintain authenticated sessions, remember an email address when requested, store voice and celebration preferences, protect the service, and understand feature usage. Embedded providers such as Wistia and externally loaded services may use their own cookies or technical identifiers. Browser settings may allow you to clear or restrict these technologies, but doing so may affect functionality.

9. Retention

We generally retain account, learning, assessment, coaching, and Ask Sally records while your account remains active and as reasonably necessary to provide the service. When an account-deletion request is verified, we aim to complete the request within 30 days, subject to applicable law and legitimate retention needs.

We may retain transaction, tax, subscription, consent, security, fraud-prevention, dispute, and audit records for the period required or permitted by law. Audit records may be pseudonymized rather than deleted. Backups and service-provider copies may remain for a limited period until overwritten under normal retention cycles. We may retain aggregated or de-identified information that cannot reasonably identify you.

10. Security

We use administrative, technical, and organizational safeguards designed to protect information, including access controls, role-based permissions, authentication, encrypted network connections, payment tokenization, and server-side validation. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

11. Your choices and rights

• Review or update available profile and preference information in FOU OS.
• Disable optional voice input, spoken responses, notifications, and marketing communications where controls are provided.
• Request access, correction, deletion, or other privacy assistance by emailing sally@swservicesolutions.com.
• Delete your account through the in-app deletion pathway when available or through the public Account and Data Deletion page.

We may verify your identity and authority before completing a request. Rights vary by jurisdiction, and exceptions may apply. You may use an authorized agent where applicable, subject to verification.

12. Account and data deletion

Account deletion removes or anonymizes covered account data as described in our Account and Data Deletion Policy. Some financial, legal, security, audit, organization-level, or de-identified records may be retained. Deleting an account does not automatically cancel obligations already incurred, and users should separately cancel active subscriptions before requesting deletion.

13. International processing

FOU OS and its service providers may process information in the United States and other countries. Privacy protections may differ from those in your location. Where required, we will use appropriate safeguards for cross-border processing.

14. Children

FOU OS is restricted to users 18 years of age or older. We do not knowingly collect personal information from children. If you believe a person under 18 has provided information, contact sally@swservicesolutions.com so we can investigate and take appropriate action.

15. Changes to this Policy

We may update this Policy as the service, law, or our practices change. We will post the revised version with a new effective date and provide additional notice when required.

16. Contact us