1. Purpose
This standard states what personal information Foundation ResourceWorks (FRW) collects from a customer, why FRW collects it, how long FRW retains it, and what choices a customer has.
2. Scope
This standard applies to information collected through the FRW website, including at the point of purchase, at subscription signup, and through any mailing list or free-resource signup, and to information FRW records in delivering a subscription.
3. Information Collected
When a customer makes a purchase, FRW collects the customer’s name and email address, a billing address where required for payment processing, and a record of the purchase itself — the product, the edition purchased, the order number, the date, and the price. Payment card details are collected and processed by FRW’s payment provider; FRW does not receive or store the full card number.
Where a customer signs up for a mailing list or downloads a free resource, FRW collects the email address provided for that purpose.
Where a customer signs up for a subscription, FRW collects the subscriber’s organization and site name, contact email, facility type, the safety categories selected, and the delivery frequency chosen. For an individual subscriber, the organization name is the individual’s own name. FRW also records the subscription’s status, its signup and cancellation dates, a billing reference, and a record of each publication delivered under the subscription. FRW also keeps a copy of the subscription’s billing record from its store: the purchaser’s name and email address, the subscription’s billing status, and its next payment date.
When a customer visits the FRW website or store, FRW and its analytics and advertising service providers may use cookies, pixels, and similar technologies to collect information about the customer’s device and browser, the pages visited, and actions taken on the site, including whether a purchase was completed.
4. Why FRW Collects It
FRW uses this information to:
- Process an order and deliver the purchased digital files.
- Provide customer support, including resending a lost delivery.
- Track the six-month revision entitlement under FRW-008 clause 11, which runs from the customer’s purchase date.
- Notify a person who purchased a publication if that publication is later withdrawn or corrected for a safety reason, per PUB-1000 clause 14. This applies whether or not the purchase was later refunded.
- Send updates the customer has opted into, such as a mailing list.
- Deliver the publications selected under an active subscription, on the frequency chosen, and track which topics have already been sent to a subscriber so a future delivery does not repeat one.
- Notify a subscriber if a publication delivered to them is later withdrawn or corrected for a safety reason, per PUB-3000 clause 14, on the same basis as a purchaser under PUB-1000 clause 14.
- Measure how the website and store are used, and measure and improve the results of FRW’s advertising.
5. Retention
FRW holds purchase and subscription information in four categories: a commercial record and a safety traceability record for each purchase, and a subscriber record and a safety traceability record for each subscriber. They are retained for different periods, because they serve different purposes.
Commercial record. The full purchase record — name, billing address, order detail, and price — supports order processing, customer support, and the six-month revision entitlement under FRW-008 clause 11. FRW retains it for twelve months from the purchase date and then deletes it.
Safety traceability record. A minimum record of each purchase — email address, order number, product, edition purchased, and purchase date — is what allows FRW to reach a purchaser if a publication is later withdrawn or corrected for a safety reason. That is a commitment FRW makes to every purchaser under PUB-1000 clause 14. FRW retains this record for as long as the product line remains offered, and for five years after the product line is withdrawn or discontinued.
Subscriber record. The full subscriber record — organization and site name, contact email, facility type, categories, frequency, status, signup and cancellation dates, billing reference, and the copy of the store’s billing record described in clause 3 — supports active delivery and cancellation processing. FRW retains it while the subscription is active and for twelve months after the subscription ends, then deletes it, mirroring the commercial-record period above.
Safety traceability record for subscribers. A record of each publication delivered to a subscriber — contact email, subscriber ID, the organization and site name printed on the publication, the publication and delivery date, and an exact copy of the publication as delivered together with the information it was generated from (PUB-3000 clause 10) — is retained for as long as the product line is offered and for five years after the product line is withdrawn or discontinued, for the same reason and under the commitment PUB-3000 clause 14 makes to subscribers, on the same basis as PUB-1000 clause 14 for a purchaser.
This is longer than a typical retention period, and it is deliberate. An FRW publication may be adopted into a facility’s written safety program and stay in service for years after it was bought or delivered, and FRW cannot warn a purchaser or subscriber whose contact information has already been deleted.
A refund terminates the purchaser’s license under FRW-008 clause 10 and ends the commercial record. It does not end the safety traceability record. A purchaser who downloaded a publication before the refund may still hold the files, so FRW keeps the ability to reach them. When a subscription ends, the subscriber record is deleted on the same twelve-month basis; the subscriber’s safety traceability record is not, for the same reason.
Where a customer requests deletion of their information, FRW deletes the commercial or subscriber record and retains the safety traceability record for the period stated above. For a subscriber, the retained record includes the organization and site name and the copy of each delivered publication described above. FRW will state what is being retained and why.
6. Subscriber Archive Access
While a subscription is active, a subscriber may retrieve or re-download any publication previously delivered to them under that subscription. A subscriber who cancels keeps this access through the end of the period already paid for, and it ends when the subscription ends, as stated in FRW-009 clause 7. A subscription on hold because a renewal charge has not been paid is not active for this purpose: archive access is suspended until the charge is paid, as stated in FRW-009 clause 7. FRW’s continued retention of delivery records under clause 5 after the subscription ends is for its own safety-traceability purposes and does not give a former subscriber a way to retrieve a past delivery. A subscriber who wants to keep a specific delivery should retain their own copy before the subscription ends.
7. Sharing
FRW shares information with its payment processor, to complete a transaction, and with its website and email service providers, to the extent needed to operate the store, deliver subscriptions, and send communications the customer has opted into. For subscriptions, FRW also uses hosting, database, workflow-automation, and artificial intelligence service providers to store subscriber records, run scheduled deliveries, and generate and produce each publication, and shares with each only the information that purpose needs. FRW may also use analytics and advertising service providers, which receive the information described in clause 3 that is collected through cookies, pixels, and similar technologies, including whether a purchase was completed, and use it to measure site use and the results of FRW’s advertising. FRW does not sell customer information to a third party.
8. Customer Choices
A customer may unsubscribe from marketing email at any time using the link in any message sent. A customer can block or delete cookies through their browser settings, and can limit interest-based advertising through the advertising settings each platform provides. A subscriber may cancel their subscription at any time, as stated in FRW-009 clause 7. A customer may ask what information FRW holds about them, or ask FRW to correct it, by contacting FRW at the address in clause 11. A request to delete a purchase or subscriber record is handled as stated in clause 5: FRW deletes the commercial or subscriber record and retains the safety traceability record for the period stated there, whether or not the license or subscription remains in force.
9. Children’s Privacy
FRW products and services are intended for business use and are not directed at children. FRW does not knowingly collect information from anyone under sixteen.
10. Changes to This Policy
FRW may revise this policy. The version published on the website is the one currently in effect.
11. Contact
Questions about this policy, or requests regarding your information: info@foundationresourceworks.com
Foundation ResourceWorks 1396 Hwy 85, Senoia, GA 30276
12. Authority
This standard satisfies the compliance obligation in FRW-004 clause 10, and is controlled under FRW-000. It is Public and may be displayed on the FRW website without restriction.