Privacy Policy

1. Introduction and Scope

Fairness Factor Inc. ("Fairness Factor," "we," "us," or "our") provides commonground, a workplace conversation platform (the "Service"). This Privacy Policy explains how we collect, use, disclose, and protect personal information in connection with the Service, in compliance with the California Consumer Privacy Act (CCPA/CPRA) and other applicable law.

During the pilot phase, the Service is offered to invited organizations located in the United States and to their authorized users. It is not offered to individuals for personal use, and it is not intended for users outside the United States.

2. Who This Policy Covers

commonground is provided to an organization (the "Organization," typically your employer) that enrolls in our pilot. Within that Organization, three types of authorized users may access the Service: Administrators, who configure the account; Managers; and Employees. We refer to all of them as "Users." This Policy applies to the personal information of all Users.

The Organization decides who to invite and controls its own account. Some choices about the Service, including what data is entered, are made by the Organization and its Users rather than by us.

3. Information We Collect

Account and profile information. Name, work email, role, and the Organization you belong to.

Organization and configuration data. Account settings, topics enabled for Discussions, and policies or guidance the Organization configures.

User content. The information Users provide and generate while using the Service, including Groundwork inputs, AI Conversation transcripts, Statements, and the Alignment Briefs generated from them.

Usage and device data. Log data, device and browser information, and interaction patterns within the Service.

Cookies and similar technologies. As described in Section 11.

4. How We Use Information

We use personal information to:

• Provide and operate the Service, including facilitating Discussions and generating Alignment Briefs.
• Maintain, secure, and troubleshoot the Service.
• Improve the Service and its AI models, including through de-identified data derived from User content, as described in Section 9.
• Communicate with Users about their account, including invitations, reminders, and service notices.
• Detect, prevent, and respond to safety issues, fraud, abuse, and security incidents (see Section 7).
• Comply with legal obligations.

We do not sell personal information, and we do not use User content to serve advertising.

5. How the AI Works, and What It Does Not Do

commonground uses AI to facilitate and guide workplace conversations. The AI helps each party prepare independently and produces a shared Alignment Brief that may include an Advisor Perspective, which is a neutral read on what is fair and is always non-binding guidance, never a decision.

The Service does not make automated employment decisions. It does not decide, rule on, arbitrate, or resolve any matter, and it does not evaluate Users for any employment purpose. Any decision about a review, a raise, or any other workplace matter is made by people, not by the Service.

AI-generated content can contain errors. Users should not rely on it as legal, HR, financial, or psychological advice, and should verify anything important independently.

6. What Your Organization Can and Cannot See

commonground is built to be sequential and consent-first: one party completes their own Groundwork before the other begins, and each party's private preparation is kept separate. What ultimately becomes visible in the shared Alignment Brief is governed by that structure and by the Service's role-based permissions.

Administrators receive account-level and usage information (for example, whether a Discussion was completed) and sanitized, aggregated views for managing the pilot. Administrators do not receive Users' private Groundwork inputs or raw AI Conversation transcripts. When an Alignment Brief includes an Advisor Perspective, it is made available to both parties at the same time.

Because the Organization controls its account, it may access information consistent with these permissions. If you have questions about what your Organization can see, contact your Administrator.

7. Safety and Escalation

To keep the Service safe, certain content may be reviewed or escalated. If content indicates a risk of self-harm, threats, harassment, discrimination, or similar serious concerns, the Service may pause the conversation, surface crisis resources such as the 988 Suicide and Crisis Lifeline, and route a notification to appropriate personnel under our safety protocols. Human review of User content is limited to these safety situations, User-requested support, resolving a technical issue, or quality assurance.

8. How We Share Information

We do not sell personal information. We share it only as follows:

• Service providers (subprocessors). Vendors that host, process, or support the Service. These fall into categories including cloud hosting, large language model providers, email delivery, and analytics. We maintain a current list of named subprocessors, which is available on request at support@fairnessfactor.com.
• Your Organization. Consistent with the permissions described in Section 6.
• Legal and safety. When required by law, to respond to valid legal requests, or to protect the rights, safety, and security of Users, the public, or Fairness Factor.

9. Data Retention and Pilot Data Handling

We retain personal information for as long as an account is active. The pilot runs for 30 days from activation and may be extended if the Organization and Fairness Factor both agree. The pilot ends when the Organization converts to a paid subscription, when either the Organization or Fairness Factor terminates it early on notice, or when it reaches the end of the pilot term (including any agreed extension) without a decision.

If the Organization converts to a paid subscription, the account and its data carry over with no interruption.

If the pilot ends without conversion, a 30-day export window opens during which the Administrator may download Alignment Briefs and account data. After that window, we permanently delete the Organization account and all identifiable User content.

We may retain de-identified data derived from User content, including Groundwork inputs, AI Conversation transcripts, Statements, and Alignment Briefs, to improve the Service and its AI models. De-identified data is stripped of information that could reasonably identify any User or Organization. We maintain it in de-identified form, do not attempt to re-identify it, and require any recipient to do the same. We also retain the minimal records we are required to keep for legal, contractual, or safety-incident purposes.

Users may request deletion of their personal information at any time, subject to the limited exceptions above.

10. Your Privacy Rights

Subject to applicable law, Users have the right to:

• Access and receive a copy of their personal information.
• Correct inaccurate personal information.
• Request deletion of their personal information.
• Not be discriminated against for exercising these rights.

Because we do not sell personal information or share it for cross-context behavioral advertising, no opt-out of sale is required, but you may still contact us with any request. To exercise a right, contact us using Section 15. We will verify your request and respond as required by law.

11. Cookies and Tracking Technologies

We use cookies and similar technologies for authentication and security (essential), to understand usage and performance (analytics), and to remember preferences. You can manage non-essential cookies through your browser settings; disabling essential cookies may affect functionality. We do not use these technologies for advertising.

12. Security

We use industry-standard safeguards, including encryption of data in transit and at rest, role-based access controls, monitoring, and regular security review. No system is completely secure, and we cannot guarantee absolute security.

13. Children's Privacy

The Service is intended for use by adults in a workplace setting and is not directed to anyone under 16. We do not knowingly collect personal information from children.

14. Changes to This Policy

We may update this Policy from time to time. If we make significant changes, we will notify Users as required by law and update the "Last Updated" date above.

15. Contact

Fairness Factor Inc.

11415 Elmstone Court, San Diego, CA 92131

Email: support@fairnessfactor.com