Privacy Policy
Last updated October 17, 2026
This policy explains what personal information FixLoop collects, why, who we share it with, how long we keep it, and the rights you have.
- We collect only what we need to run FixLoop for your team.
- We never sell your information or use it for advertising.
- We use no tracking or advertising cookies.
- Your business owns its reports, and can export or delete them.
- You can ask us to see, correct or delete your information at any time.
1. Who we are and what this policy covers
FixLoop is provided by Tech Empire Inc. (“Tech Empire”, “we”, “us”), based in California, USA. This Privacy Policy explains how we collect, use, disclose and protect personal information when you visit our website, use the FixLoop app at getfixloop.com, or receive emails from it (together, the “Service”). It also explains the choices and rights you have.
This policy does not cover websites or services run by others, even if we link to them. Words with capital letters that are not defined here have the meaning given in our Terms of Service.
2. Our role: business customers and their teams
FixLoop is used by businesses (“Customers”). We play two roles:
- For Customer Data, meaning the reports, causes, fixes, photos, files and other content a Customer’s team puts into its Workspace, we act on the Customer’s behalf and under its instructions. In legal terms we are a “service provider” or “processor”, and the Customer decides what is recorded and who can see it. If your employer or another business invited you to its Workspace, its own privacy notice also applies, and you may wish to direct requests about that content to your Workspace Owner first.
- For everything else, such as account details, website visits, book-a-call and contact requests, and security logs, we decide how the information is used and are responsible for it as a “business” or “controller”.
3. Information we collect
Information you or your team give us
| Category | Examples | Source |
|---|---|---|
| Account details | Name, work email address, password (stored only as a one-way hash), when you confirmed your email address, email settings, role in a Workspace, and when you agreed to our Terms and this policy (and which version) | You, or the Owner who invites you (email address only) |
| Workspace details | Business name, time zone, Workspace settings, list of Users | The Owner |
| Customer Data | Problem reports, where and when they happened, causes, fixes, due dates, checks, sign-offs, activity history, photos and files | Users of the Workspace |
| Website requests | Name, email, business, team size, preferred call time, your message and its topic | You, through our book-a-call or contact forms |
| Communications | Emails and messages you send us, and our replies | You |
Information collected automatically
| Category | Examples | Source |
|---|---|---|
| Log and device data | IP address, browser and device type, pages requested, date and time, referring page | Your browser, recorded by our servers and by Cloudflare |
| Error data | The page and technical error message when something goes wrong | The Service |
| Cookies | See Section 8 | Your browser |
We do not use third-party analytics, advertising pixels or tracking tools. We do not buy personal information from data brokers.
Please do not submit sensitive information. The Service is not designed for health information, patient or customer identities, payment card or bank numbers, government ID numbers, or information about children. Our Terms prohibit submitting these.
4. How we use information
| Purpose | What it involves | Legal basis (for visitors in the UK, EEA or Switzerland) |
|---|---|---|
| Provide the Service | Create accounts and Workspaces, show reports to the right people, send invites, reminders and sign-off emails, make PDFs and exports | Performance of a contract; our and our Customers' legitimate interests |
| Keep it secure | Sign users in, prevent misuse and fraud, investigate and fix errors, protect accounts | Legitimate interests; legal obligation |
| Respond to you | Answer contact and book-a-call requests, provide support | Steps at your request before a contract; legitimate interests |
| Improve the Service | Understand which features are used and where errors occur, using aggregated or de-identified data | Legitimate interests |
| Meet legal duties | Keep records the law requires, respond to lawful requests, enforce our Terms | Legal obligation; legitimate interests |
We do not sell personal information, share it for cross-context behavioral advertising, or use it to build marketing profiles. We send only emails that relate to your account, your Workspace or a request you made. We will ask for your consent before sending marketing emails.
5. AI writing help
If AI writing help is turned on, the text of a report and related fields are sent to our AI provider, Anthropic, PBC, to draft the write-up and suggest causes and fixes. Photos and files are not sent. Anthropic processes this text on our behalf under business terms that do not allow it to train its models on that text.
AI drafts are suggestions only. A person on the Customer’s team must review and approve each step. We do not use AI or any automated process to make decisions about you that have legal or similarly significant effects.
8. How long we keep information
| Information | How long we keep it |
|---|---|
| Account details and Customer Data | While the account or Workspace is open. After a Workspace is closed, we delete its data within 30 days of the end of the export period described in our Terms. |
| Database backups | 14 days, then overwritten |
| Book-a-call and contact requests | Up to 24 months, then deleted |
| Error records | 90 days |
| Records of emails we sent (address, kind of email, time, whether it went; never the content) | 90 days |
| Records of AI use (which feature, which Workspace, amount used and cost; never the text) | 13 months |
| Records of FixLoop support visits (who, when, the reason and the pages looked at) | 24 months, and shown to the Owner |
| Sign-in sessions, sign-in codes, remembered devices and password reset links | Deleted once expired (codes work for 10 minutes; remembered devices last 30 days) |
| Records of sign-in attempts (email address or IP address, and the time) | 1 day, used only to block repeated guessing |
| Accounts whose email was never confirmed | Deleted after 7 days |
| Demo workspaces from “Try the demo” | Deleted after 2 days |
| Server and network logs | Kept by our hosting provider and Cloudflare under their own short retention periods |
9. How we protect information
We use administrative, technical and physical safeguards designed to protect personal information, including:
- encryption of all traffic between your browser and the Service (HTTPS, TLS 1.2 or higher);
- passwords stored only as strong one-way hashes, never in readable form;
- email confirmation for new accounts, and a one-time code sent by email when you sign in on a new device;
- limits on wrong passwords, codes and reset requests, to stop repeated guessing;
- photos and files that can only be opened by signed-in Users of the same Workspace, or by FixLoop support under the rules in “FixLoop support access” below;
- support access that is read only, needs a recorded reason, is shown to the Owner, and can be set to “Ask me first”;
- invite and password reset links that work once and expire;
- role-based access, so only the Owner can change settings, invite or remove people;
- attack and bot protection through Cloudflare; and
- nightly database backups.
No method of transmission or storage is completely secure. If we learn of a security breach affecting your personal information, we will notify affected Customers and individuals as required by law.
10. FixLoop support access
A small number of FixLoop staff can view a Workspace to help you or to keep the Service working. Support can only look; it cannot change anything or act as you. Before looking, support must record a reason. Every visit is recorded with that reason and the pages looked at, and the Owner can see the list in Settings, Privacy.
Owners can choose “Ask me first.” Support must then ask, by email and in FixLoop, and wait for the Owner’s OK. The OK lasts 24 hours, and the Owner can end it sooner. When anyone in the Workspace contacts FixLoop support from inside FixLoop, we may look for 24 hours without asking again.
We may look without asking only to fix a security or technical problem, or when the law requires it. If we do, we tell the Owner afterwards, unless the law does not allow it.
11. International visitors
The Service is run from the United States, and information is stored and processed there. If you use it from another country, your information will be transferred to the United States, where privacy laws may differ from those in your country. Where the law requires, we use appropriate safeguards for these transfers, such as standard contractual clauses.
If you are in the UK, the European Economic Area or Switzerland, you have the right to access, correct, delete, restrict or object to our use of your personal information, to receive it in a portable form, and to withdraw consent where we rely on consent. You also have the right to complain to your local data protection authority.
12. Your choices and rights
- Your profile. Change your name, password and email settings at any time on your profile page.
- Reminder emails. Turn them off in your profile. We will still send essential emails, such as password resets.
- Workspace content. The Owner can edit, export, archive and delete problems.
- Requests to us. You may ask us to tell you what personal information we hold about you, give you a copy, correct it, or delete it.
How to make a request: use our Contact us page and choose “Privacy request”. Tell us what you would like us to do. To protect you, we will verify the request, normally by confirming it from the email address on your account. We respond within 45 days, and may extend this once by another 45 days if needed, telling you why.
If your request concerns Customer Data in a Workspace, we may refer it to the Customer, who controls that data, and help them respond. We may keep some information where the law requires or allows it, for example to resolve disputes or prevent fraud. We will not treat you differently for exercising your rights.
13. California privacy rights
This section applies to California residents and supplements the rest of this policy, as required by the California Consumer Privacy Act as amended by the California Privacy Rights Act (together, the “CCPA”).
Personal information we collected in the last 12 months
| CCPA category | Examples | Disclosed for a business purpose to |
|---|---|---|
| Identifiers | Name, email address, IP address, account ID | Hosting provider, Cloudflare |
| Customer records (Cal. Civ. Code 1798.80(e)) | Name and contact details you give us | Hosting provider |
| Commercial information | Plan and pilot details, records of services requested | Hosting provider |
| Internet or network activity | Pages requested, log and error data | Hosting provider, Cloudflare |
| Professional or employment information | Business name, role in a Workspace, work you record | Hosting provider; AI provider for report text when turned on |
| Sensitive personal information | Account sign-in (email and password) | Hosting provider (stored as a hash) |
Sources and purposes are described in Sections 3 and 4. We keep each category as described in Section 8.
No sale or sharing. We do not sell personal information and do not share it for cross-context behavioral advertising, and have not done so in the last 12 months. We have no actual knowledge of selling or sharing personal information of anyone under 16.
Sensitive personal information. We use account sign-in details only to authenticate you and keep your account secure, and do not use sensitive personal information to infer characteristics about you.
Your rights. You have the right to know what personal information we collect, use and disclose; to access and receive a copy of it; to correct it; to delete it; to opt out of sale or sharing (which we do not do); to limit use of sensitive personal information (which we use only as permitted); and not to be discriminated against for using these rights.
Authorized agents. You may use an authorized agent to make a request. We may ask the agent for signed permission from you and may ask you to verify your identity with us directly.
Shine the Light. We do not disclose personal information to third parties for their own direct marketing purposes.
14. Other US state privacy rights
Depending on where you live, including Colorado, Connecticut, Oregon, Texas, Utah, Virginia and other states with consumer privacy laws, you may have rights similar to those above: to confirm whether we process your personal information, to access, correct and delete it, to get a portable copy, and to opt out of targeted advertising, sale and certain profiling. We do not do targeted advertising, sell personal information, or profile people in ways that produce legal or similarly significant effects.
Appeals. If we decline your request, you may appeal by replying to our decision within 45 days, or by sending a new “Privacy request” marked “Appeal”. We will respond within the time your state’s law requires. If you are not satisfied with our answer, you may contact your state Attorney General.
15. Do Not Track and Global Privacy Control
We do not track you across other websites, so the Service does not change how it works in response to Do Not Track signals. We treat a Global Privacy Control signal from your browser as a valid request to opt out of sale and sharing, although we do neither.
16. Children
The Service is a business tool for adults and is not directed to children. Users must be at least 18. We do not knowingly collect personal information from children under 13, or from anyone under 18. If you believe a child has given us personal information, please contact us and we will delete it.
17. Changes to this policy
We may update this policy from time to time. We will post the new version on this page and change the “Last updated” date. If we make material changes, we will email Workspace Owners before they take effect. We will ask for your consent where the law requires it.
18. Contact us
For questions about this policy or to make a request, use our Contact us page and choose “Privacy request”. We reply within one business day, Monday to Friday, Pacific time. Tech Empire Inc., California, USA.