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Privacy Policy

Last updated: July 13, 2025

1. Introduction

Welcome to FixTraq ("we," "our," or "us"). We respect your privacy and are committed to protecting your personal data. This privacy policy will inform you about how we look after your personal data when you visit our website, use our mobile applications, and engage with our safety inspection and issue management services, and tell you about your privacy rights and how the law protects you.

2. Data We Collect

We may collect, use, store, and transfer different kinds of personal data about you, including:

  • Identity Data: includes first name, last name, username or similar identifier, job title, and organization affiliation.
  • Contact Data: includes email address, telephone numbers, and messaging platform identifiers (for SMS, WhatsApp, etc.).
  • Financial Data: includes payment card details and billing information for subscription services.
  • Transaction Data: includes details about payments and subscription plans you have purchased from us.
  • Safety Inspection Data: includes inspection forms, checklists, issue details, location data, timestamps, and photographs or videos of safety issues and their resolution.
  • Action Link Usage Data: includes access and interaction with action links sent via SMS, email, or other messaging platforms.
  • Technical Data: includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our website and mobile applications.
  • Profile Data: includes your username and password, purchases or orders made by you, your interests, preferences, feedback, and survey responses.
  • Usage Data: includes information about how you use our website, mobile applications, and services.
  • Marketing and Communications Data: includes your preferences in receiving marketing from us and our third parties and your communication preferences.

3. How We Use Your Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform the contract we are about to enter into or have entered into with you, including providing our safety inspection and issue management services.
  • To create and send secure action links to individuals responsible for addressing safety issues identified during inspections.
  • To generate reports, analytics, and insights related to safety inspections, issue resolution rates, and compliance metrics.
  • To facilitate communication between safety managers and assignees regarding issue resolution.
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal obligation.

4. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. These measures include:

  • Encryption of sensitive data both in transit and at rest
  • Secure authentication mechanisms for our web and mobile applications
  • Limited access controls for staff with regular reviews
  • Secure action links with appropriate expiration policies
  • Regular security assessments of our infrastructure

In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

5. Data Retention

We will only retain your personal data for as long as reasonably necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements. This includes maintaining records of safety inspections, issue identification, and resolution activities which may be required for compliance with safety regulations, audit purposes, or legal proceedings.

We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect of our relationship with you.

6. Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data, including the right to:

  • Request access to your personal data.
  • Request correction of your personal data.
  • Request erasure of your personal data.
  • Object to processing of your personal data.
  • Request restriction of processing your personal data.
  • Request transfer of your personal data.
  • Right to withdraw consent.

For individuals receiving action links who do not have FixTraq accounts, we provide limited data access and control mechanisms appropriate to the nature of their interaction with our service.

7. Mobile Applications

Our mobile applications for iOS and Android may collect additional information such as:

  • Location data (when permitted by your device settings) to associate inspection records with specific locations
  • Camera access for capturing images of safety issues and their resolution
  • Device information to optimize performance and troubleshoot issues
  • Offline data that is synchronized when connectivity is restored

You can adjust permissions through your device settings, but restricting certain permissions may limit the functionality of our applications.

8. Third-Party Links

Our website and applications may include links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

9. Changes to the Privacy Policy

We may update our privacy policy from time to time. We will notify you of any changes by posting the new privacy policy on this page and, where appropriate, via email notification for significant changes.

10. Contact Us

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

Email: privacy@fixtraq.com