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Privacy Policy

Effective date: October 8, 2026

FolioProjects is operated by Beyond Programs Ltd (“we”, “us”). This policy describes how we handle personal information when you use our website, accounts, property records, projects, portfolios, Snapshots and related services. Questions and privacy requests can be sent to [email protected], attention: Privacy Officer. Our mailing address is #104-1015 Columbia Street, New Westminster, BC, Canada, V3M 6V3.

1. Information we handle

  • Account and contact information: information supplied during registration, profile setup, support or collaboration, including names, email addresses, contact details and account preferences.
  • Property and workspace information: property addresses and descriptions, buildings, units, areas, systems, appliances, contacts, findings, projects, tasks, risks, documents, photos, notes and other linked evidence. This can include information about tenants, contractors, buyers and other people.
  • Assessment and participation information: portfolio objectives, purchase goals, buyer-recorded decision status, selected sources, AI proposals, accepted edits, Snapshot versions, publications, copy permissions, comments, structured feedback and following relationships.
  • Billing information: billing details, tax information, account balances, charges, receipts, payment references and renewal settings. Payment processing involves our payment service provider.
  • Technical information: IP addresses, browser/device information, session and security records, processing states, activity records and website usage information.

Only submit other people’s information when you have the necessary authority and an appropriate basis to do so. Limit sensitive or unrelated information and redact documents where appropriate.

2. How information is used

We use information to provide account and workspace features; store and connect property evidence; process files; generate requested or enabled assessments and suggestions; manage permissions, publication and copying; process payments and renewals; communicate about service and support; protect accounts; investigate misuse; and meet applicable legal obligations.

Where consent is required, it must relate to the relevant collection, use or disclosure. Reading this policy or using the website does not by itself provide consent for every optional use. You may contact us to withdraw consent, subject to legal or contractual restrictions. Some requested services may then be unavailable.

3. Document processing and AI

Uploaded files may be scanned, have text extracted or processed using optical character recognition, and become eligible for AI analysis. Eligible property evidence can queue proposals for Findings and Projects. Project reviews can propose tasks, risks and needed roles. Snapshot generation uses the selected scope, goals, available evidence and supported project information.

Providing these functions involves sending selected text and contextual information to OpenAI through its API. Information may include personal information contained in your records. It is not limited to anonymous data. AI outputs, source references, review choices and accepted changes may be stored with the relevant records.

You review proposals before accepting them into working records. Buyer decision status is recorded by the buyer. AI output may be incomplete or incorrect; quotations and citations do not independently establish accuracy. FolioProjects does not submit your content for model training. OpenAI API data is not used for model training under our configuration. This does not mean zero retention: provider security logs and service data may be retained according to the API features used, applicable settings and legal requirements. See OpenAI’s API data controls for its retention practices.

4. Collaboration, public projects and feedback

Property access, project participation, public visibility, following and report sharing are separate controls. A saved contact does not automatically receive access. Following an account can show eligible public project-event summaries, without granting access to private property records or files.

Comments and structured feedback can be visible according to project access and their recorded audience. An Entitle Snapshot may include eligible public comments and feedback for selected public projects and a selected date window. Comment themes and recorded vote counts are separate. Private comments are not automatically included. Public feedback is not a representative community poll.

5. Publishing a Snapshot

Publication is tied to the report version the owner previews and selects. Later private versions do not automatically replace it. Publishing a report does not itself provide unrestricted access to its underlying documents.

Review the entire public preview. Generated prose can reveal personal or sensitive context derived from private sources even if raw source fields are omitted. An Acquire preview may include buyer-recorded decision status. People with a shared link may forward, save or reproduce the published information; public material may also be indexed or cached by third parties.

6. Authorized copying and property-record transfers

A publication owner can separately authorize selected sources for copying. Selected projects become independent private projects; other source excerpts become labelled evidence notes. Original files need separate permission. Copies retain provenance, consume recipient storage where applicable and do not synchronize with later source edits.

The buyer selects an activated private property they control. Supplying the source material does not give the seller access to the buyer’s private additions. Revoking an offer prevents new copies but does not automatically erase completed copies or downloaded material. Applicable privacy rights continue to apply; contact us with a concern about information in a retained copy.

The separate property-record transfer workflow changes control of the existing software record. It is not a real-estate title transfer. Before transferring, review the recipient, the information being disclosed and any separate file or report access arrangements.

7. Service providers and other disclosures

Authorized personnel and service providers may handle information needed to deliver hosting, private file storage, payment processing, AI inference, email, security and analytics. We use Cloudflare R2 for file storage, Stripe for payments, OpenAI for AI processing, Google Analytics for website measurement and reCAPTCHA for security. Our private advertising feed is served through AdCoordinates. These services handle information relevant to their functions.

We may disclose information where authorized or required by law, to address misuse or protect legal rights, or as permitted in connection with a business transaction. An external website you choose to visit has its own privacy practices.

8. Cookies and website measurement

Session and security technologies support sign-in, preferences and protection against abuse. We use Google Analytics to understand website usage. Advertising is supplied by our private AdCoordinates feed, rather than a third-party advertising network. Ad delivery and measurement use permitted placement, subject and location context and campaign activity such as impressions and valid clicks. Embedded broadcasts may also display ads. Advertisers receive campaign reporting, not access to private property, tenant, project, portfolio or sentiment information. Advertising does not influence assessments or recorded evidence. We do not share your browsing data with a separate marketing agency for advertising targeting.

Browser controls can restrict cookies, although blocking essential cookies may prevent account features from working. Contact us about available privacy choices. Analytics and advertising choices are subject to applicable consent requirements. For analytics-specific controls, see Google’s Analytics opt-out tool.

9. Storage, retention and international processing

We retain information for the purposes for which it is needed, including providing requested records and history, billing, security, dispute handling and applicable legal obligations. Archiving is paid read-only retention, not deletion. Unlinking a file from one context does not delete the underlying file.

Account deletion does not necessarily erase legally required transaction records or completed independent copies held by other users. Backup and provider retention can differ from active application storage. Contact us to request deletion or information about applicable retention periods.

Service providers may process information outside your province or country, including in the United States. Information can be subject to the laws and lawful access requirements of those locations. We do not promise Canada-only storage. Where international-transfer safeguards are required, the applicable requirements must be met.

10. Security

The service uses access checks, authentication, private file storage, file scanning and other safeguards appropriate to its operation. Permissions and scanning reduce risk but do not guarantee that every document is safe or that unauthorized access is impossible. Protect your credentials and notify us promptly of suspected account misuse.

11. Access, correction and privacy requests

You can request access to or correction of your personal information, ask about its use or disclosure, request deletion, or raise a privacy concern by emailing our Privacy Officer. We may need to verify identity or authority and protect other people’s information. Rights and permitted exceptions depend on applicable law, including British Columbia’s Personal Information Protection Act and applicable Canadian federal law. Additional rights may apply where European or UK data-protection law applies.

You may contact the Office of the Information and Privacy Commissioner for British Columbia, the Office of the Privacy Commissioner of Canada, or another competent privacy authority. You do not need our permission to raise a complaint.

12. Children and policy changes

The service is not directed to children under 16. If you believe a child under 16 has provided personal information, contact us so we can investigate and address it. Account eligibility is also addressed in our Terms.

We may update this policy as practices change. Material changes will be communicated as required by applicable law, with additional consent obtained where required. See our Terms and Conditions for service conditions.