Privacy Policy

Last updated: October 11, 2026

This Privacy Policy explains how IdealixAI LLC (“IdealixAI,” “we,” “us”) collects, uses and protects information in Foundations GMS (the “Service”), a grants management system. Your organization (for example, a school district or grant administrator) decides how the Service is used and is responsible for the records it enters.

1. Information we collect

• Account information: name, email address, role, school or organization, phone numbers and job title.
• Grant records you or your organization enter: programs, applications, written responses, budgets, reimbursement requests and expense lines, invoice and vendor details, payment records, comments and uploaded documents such as receipts.
• Audit information: a record of changes made in the Service, including who made the change, when, and the previous and new values.
• Technical information: sign-in times, browser type and basic log data needed to operate and secure the Service.
• Browser storage: the Service uses cookies and similar local storage to keep you signed in and remember preferences such as the selected school. We do not use them for advertising.

The Service is not intended to collect student records or information about children.

2. How we use information

• To provide, secure, support and improve the Service.
• To show the right records to the right people, based on role and school.
• To send account invitations and service-related messages.
• To keep an audit trail of changes, as described below.
• To comply with legal obligations and enforce our Terms of Service.

We do not sell personal information and do not use it for third-party advertising.

3. Who can see your information

Access within the Service is limited by role. Administrators can see records across their organization. School users can see the records of their own school, including the name of the person who made each recorded change. We share information with service providers that host and operate the Service on our behalf (for example, our application hosting platform and email delivery), under obligations to protect it, or when required by law.

4. Retention

Grant records are kept for as long as your organization uses the Service or as your administrator directs. Audit log entries are kept for 24 months and then removed. When an organization stops using the Service, we delete or return its data on request, subject to legal requirements.

5. Security

We use access controls, encryption in transit and other safeguards appropriate to the sensitivity of the information. No system is completely secure, and you are responsible for protecting your sign-in credentials.

6. Your choices and rights

You can ask your organization’s administrator to correct or remove your account information. Depending on where you live, you may have rights to access, correct, delete or export personal information. Because your organization controls the records, we may direct your request to them. Contact us through idealixai.com and we will help.

7. Changes to this policy

We may update this Privacy Policy. When we make material changes we will update the date above and, where appropriate, notify users in the Service.

8. Contact

Questions about privacy: visit idealixai.com.