Privacy Policy

Effective Date: April 18, 2026

Introduction

Fixify LLC (“Fixify,” “we,” “us,” or “our”) operates the Fixify property maintenance management platform available at fixifypms.com and at app.fixifypms.com (the “Services”). This Privacy Policy explains what information we collect, how we use it, with whom we share it, and the choices you have. It applies to property managers, landlords, residents, tenants, vendors, contractors, and anyone else who interacts with the Services.

By using the Services, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use the Services.

Information We Collect

We collect information that you provide directly, information generated through your use of the Services, and information from third parties you authorize to share it with us.

Account and contact information

  • Name, email address, and password.
  • Phone number (stored in E.164 format).
  • Company name, role, and organization you belong to.
  • Profile photo, where provided.

Property, unit, and resident information

  • Property addresses, unit identifiers, and other information property managers add about the properties they manage.
  • Resident contact information (name, phone, email) that property managers or residents provide during onboarding or when submitting a maintenance request.

Maintenance request content

  • Free-text descriptions of maintenance issues submitted through the Services.
  • Photos, videos, audio, and documents you upload as attachments.
  • Category, priority, scheduling information, and status updates associated with each request.

Voice calls and transcripts

When a resident or other caller contacts a phone number assigned to an organization in Fixify, the call is routed to an AI-powered voice assistant. For the purposes of creating and updating maintenance requests and improving the Services, we and our voice service provider may:

  • Record the audio of the call and generate a written transcript.
  • Capture the caller’s phone number (caller ID) and the number dialed.
  • Extract details about the issue reported in order to create a maintenance ticket.

Callers are informed at the start of the call that the call is handled by an automated assistant and may be recorded. If you do not consent to recording, you can end the call and submit the request through another channel.

SMS and messaging content

  • The content of text messages you send to or receive from a Fixify phone number, including photos or files attached via MMS.
  • Metadata such as sender, recipient, and time sent.
  • Your SMS opt-in and opt-out status.

Vendor information

  • Vendor business name, contact name, email, phone, and address.
  • Tax identifier (EIN or SSN) where provided for 1099 or accounting purposes.
  • Specialties, service area, rates, and availability.
  • Payment account information necessary to route payouts (handled by our payment processor, not stored by Fixify in full).

Financial and payment information

  • Invoices, line items, amounts, payment terms, and purchase order numbers associated with work performed on a ticket.
  • Payment records, including amount paid, payment date, and processor transaction identifiers.
  • For organizations that connect accounting integrations such as QuickBooks Online, OAuth tokens and the financial records required to synchronize bills, bill payments, and vendor master data.

Full payment card or bank account numbers are handled by our third-party payment processors. Fixify does not store full card numbers or full bank account numbers on our servers.

Calendar and scheduling information

  • Appointment times, attendees, and notes associated with maintenance work.
  • If you connect a third-party calendar (such as Google Calendar or Microsoft Outlook), OAuth tokens and the events required to synchronize Fixify scheduling with that calendar.

Device, usage, and log information

  • IP address, browser type, device type, operating system, and approximate location derived from IP address.
  • Pages viewed, features used, timestamps, and referring URLs.
  • Error logs and diagnostic information.
  • Cookies and similar technologies used to keep you signed in and to operate the Services. See “Cookies” below.

How We Use Information

We use the information we collect to:

  • Provide, operate, and maintain the Services.
  • Create, triage, route, schedule, and resolve maintenance requests, including through automated categorization and AI-assisted triage.
  • Facilitate communication between property managers, residents, and vendors via SMS, voice, email, and in-app messaging.
  • Dispatch work orders to vendors and facilitate invoicing, approval, and payment for completed work.
  • Synchronize data with third-party systems you have connected, such as accounting or calendar integrations.
  • Authenticate users, prevent fraud, enforce our terms, and secure the Services.
  • Provide customer support and respond to inquiries.
  • Improve and develop the Services, including training and refining internal models and prompts used by our AI features.
  • Comply with legal obligations, resolve disputes, and enforce our agreements.

Use of Artificial Intelligence

Fixify uses third-party artificial intelligence providers to power features such as voice intake, message classification, photo analysis, and maintenance triage. Content you submit (such as a description of an issue, a photo of damage, or the audio of a call) may be sent to these providers for processing on our behalf. These providers are contractually prohibited from using your content to train their public models and from using it for any purpose other than providing the service to Fixify.

SMS Messaging and Communications

If you provide your phone number and consent to receive SMS messages, you may receive text messages related to:

  • Maintenance request intake, updates, and scheduling.
  • Vendor dispatch, job details, and confirmations.
  • Account notifications and security alerts.
  • Operational and transactional messages.

Message frequency varies based on maintenance activity.

Message and data rates may apply.

You may opt out of receiving SMS messages at any time by replying STOP to any message. After you send STOP you will receive a single confirmation message and no further messages will be sent to that number unless you opt in again.

If you need assistance you may reply HELP to any message or contact us at support@fixifypms.com.

We do not share mobile opt-in data, phone numbers, or SMS consent information with any third party or affiliate for their marketing or promotional purposes. Phone numbers collected for SMS are used only to send the messages described above and to operate the Services.

How We Share Information

We do not sell, rent, or share your personal information with third parties for their own marketing purposes. We share information only in the following circumstances:

With other users of your organization

Fixify is a multi-party platform. Information you submit is visible to the property management organization associated with the property, to the resident who submitted the request, and to any vendor that organization assigns to the job, as needed to coordinate the work.

With service providers and subprocessors

We share information with vendors that help us operate the Services, under contractual obligations to protect the information and use it only on our instructions. Our current categories of subprocessors include:

  • Cloud hosting and infrastructure (for example, Vercel).
  • Database, authentication, and file storage (for example, Supabase).
  • Telephony and SMS (for example, Twilio).
  • Conversational voice AI (for example, ElevenLabs).
  • Large-language-model providers used for triage and classification (for example, OpenAI).
  • Transactional email (for example, Resend).
  • Accounting integrations (for example, Intuit QuickBooks), when you connect them.
  • Payment processing and vendor payouts (for example, Stripe), when payment features are used.
  • Calendar integrations (for example, Google or Microsoft), when you connect them.
  • Analytics, error monitoring, and customer support tools.

For legal reasons

We may disclose information if required by law, subpoena, court order, or other legal process, or when we believe in good faith that disclosure is necessary to protect our rights, your safety, the safety of others, or to investigate fraud or violations of our Terms.

In connection with a business transaction

If Fixify is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, information may be transferred as part of that transaction, subject to the confidentiality obligations in this Privacy Policy.

Data Security

We implement administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, disclosure, alteration, and destruction. These include encryption in transit, encryption at rest for stored data, row-level access controls, scoped OAuth tokens, and audit logging. No method of transmission or storage is perfectly secure, and we cannot guarantee absolute security.

Data Retention

We retain personal information for as long as your account is active, as necessary to provide the Services, or as required to comply with our legal, accounting, or reporting obligations. Maintenance records, invoices, and payment records are typically retained for at least seven years to support accounting and tax requirements. You may request deletion of information as described below, subject to legal retention requirements.

Your Privacy Rights

Depending on where you live, you may have the right to:

  • Access the personal information we hold about you.
  • Correct inaccurate or incomplete information.
  • Request deletion of personal information, subject to legal exceptions.
  • Opt out of certain uses or disclosures of your data.
  • Receive a copy of your information in a portable format.
  • Withdraw consent you previously provided, including consent to receive SMS messages.
  • Lodge a complaint with a supervisory authority in your jurisdiction.

California residents have additional rights under the California Consumer Privacy Act (CCPA/CPRA), including the right to know what personal information we collect and the right to request deletion. We do not sell personal information and we do not share it for cross-context behavioral advertising.

If you interact with Fixify as a resident or vendor through a property management organization, that organization is typically the data controller for information about you in its account. Please direct privacy requests to that organization first. We will assist the organization in responding.

To submit a request directly to Fixify, email support@fixifypms.com. We may need to verify your identity before fulfilling a request.

Cookies and Similar Technologies

We use cookies and similar technologies to keep you signed in, remember your preferences, secure the Services, and measure performance. You can control cookies through your browser settings, but disabling them may impair certain features of the Services.

Children’s Privacy

The Services are intended for use by adults and are not directed to children under the age of 16. We do not knowingly collect personal information from children under 16. If you believe we have collected information from a child under 16, please contact us and we will delete it.

International Users

Fixify is operated from the United States. If you access the Services from outside the United States, you understand that your information will be processed in the United States, which may have data-protection laws different from those in your country.

Third-Party Services and Links

The Services may contain links to third-party websites or services that we do not control. This Privacy Policy does not apply to those third parties. We encourage you to review their privacy practices.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date. For material changes, we will provide additional notice through the Services or by email. Your continued use of the Services after an update constitutes acceptance of the updated policy.

Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us:

See also our Terms and Conditions.