Privacy Policy

This policy covers what ForeFront Systems collects, why, and what we will never do with it. It applies to the ForeFront platform and to the client websites we host.

What we collect

• Account information: your name, email, business details, and the team members you add.
• Your business records: customers, quotes, jobs, schedules, photos, and messages, entered by you or synced from services you connect.
• Operational data: sign-in timestamps, error reports, and the device information needed to deliver push notifications you turn on.

On your phone

The ForeFront app, from the App Store or Google Play, asks for each of these only when you first use the thing that needs it, and works without any of them:

• Location: where you were at the moment you start or finish a job, or clock in or out, so your business has a record of the visit. Only at that moment, while you are using the app. Never in the background, and never tracked between those moments.
• Camera and photos: only the photos you choose to add to a job or a message.
• Notifications: a token from Apple or Google that lets us send the alerts you turn on. Turn them off in the app or in your phone's settings at any time.
• Face ID or fingerprint: if you turn on the app lock, your phone checks it. We never receive or store anything about your face or fingerprint.

What we use it for

Running the service you pay for. Your data trains no AI models, feeds no advertising, and is sold to nobody. Ever.

Who else touches it

The platform runs on established providers under their own security programs: Vercel (hosting), Neon (database), Stripe (payments, which means we never see full card numbers), Resend (email delivery), Google (maps and imagery), Anthropic (the AI that helps write your website and posts and runs the in-app assistant described below, which does not train on what it is sent), OpenAI (turning speech into text when someone talks instead of typing, described below), Apple and Google (delivering notifications to the app), and the messaging providers connected to your account. Each receives only what its job requires.

ForeFront's own staff can see an account's data, including chats with the in-app assistant, when supporting that account or keeping the service working. Each time one of us opens an account, it is logged.

The in-app assistant

If your account has it, the owners and managers on your team can use an AI assistant inside the app, called Forren. It is powered by Anthropic.

When someone uses it, what they type, any photos, screenshots or PDFs they attach, and the records it reads to answer (for example a contact's name, street and city, the last four digits of their phone number, a job's address and notes, the texts exchanged with a customer, a quote's lines and prices, or the business's numbers) are sent to Anthropic so it can write a reply. Attached files are kept privately with the chat and deleted with it. Anthropic does not train its models on this data, and keeps it only as long as its API data retention policy allows. Nothing the assistant prepares reaches one of your customers, and nothing on your schedule changes, unless a person on your team taps to approve it, or tells it in their own words to do exactly that, in which case they get a few seconds to undo it. It can only do what that person could do in the app themselves.

Owners and managers on the account, and anyone else the owner allows, can read the team's chats with the assistant and see what it did (for example a job booked or a quote sent, and who asked). Nobody can write in another person's chat, and a chat that holds something a reader isn't allowed to see (like prices) stays closed to them. Technicians see only their own chats unless the owner allows more. A person can delete their chats while they have the assistant. A deleted chat waits in Recently deleted for 30 days, where they can restore it or erase it at once, and is then erased. Their chats are deleted when their login is deleted or the account is closed, and you can ask us to delete them sooner. If someone taps Report on an answer, that answer is sent to us so we can look into it.

Talking instead of typing: when someone holds the microphone, to the assistant or in a message to a customer, the recording is sent to OpenAI to be written down as text, with a few names from the account (contacts, team members and services) so they come out spelled right. We keep the words, not the recording. OpenAI does not train its models on this data, and keeps it only as long as its API data retention policy allows. The microphone is used only while it is held.

Text messages

When you give ForeFront your mobile number and agree to receive texts from us, we use it to send messages about your account, your service and your setup (for example appointment details, reminders and replies to your questions). Message frequency varies. Message and data rates may apply. Reply STOP to any message to stop receiving them, or HELP for help.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Your text messaging opt-in and consent are never shared with anyone. The only exception is the providers that deliver our messages, which receive only what they need to deliver them.

Your customers' information

The people YOUR business serves are your customers, not ours. We process their contact details and job history on your instructions, and questions or removal requests from them route through you. Their mobile numbers and texting consent are likewise never shared with third parties or affiliates for marketing or promotional purposes.

Keeping it safe

Data is encrypted in transit and at rest, access tokens are encrypted with dedicated keys, uploads live in private storage served through authenticated proxies, and production access is limited to the people who operate the platform.

Keeping and deleting it

We keep your data while your account is active. When your service ends, we email you an export of it. If you would like us to delete your data, ask us and we will, minus what payment and tax law requires us to retain. You can request an export at any time.

You can delete your own login at any time in the app: tap your face, then your name, then Delete my account. How that works, and how to ask without the app, is on our account deletion page.

Questions

Email support@forefrontsystems.io and a person answers. We do not hide behind a form.