Privacy Policy

The short version

• Every organization's building records are walled off from every other organization's, at the database level.
• We do not sell your information, and we do not use your records to train AI models.
• Some features send content to third-party AI providers, and a request can be re-routed to a different provider if one is unavailable. A manager can restrict that.
• You can ask what we hold about you, have it corrected, or have it deleted.

Who we are

Fixr is operated by Fixr Asset Intelligence Inc., based in Victoria, British Columbia, Canada. Where this policy says "we", it means that company.

For any privacy question, request, or complaint, contact us at help@myfixr.ai. We generally respond within 30 days, as PIPEDA requires.

How this policy works: your organization and Fixr

Fixr is used by an organization — a property management company, a strata corporation, or an owner. That organization decides which properties, people, and records go into Fixr, and your role within it determines which records you can see, change, or remove.

For most of the personal information in the product, the organization is the party that determines why it is collected, and Fixr handles it on their behalf and under their instructions. If you are a resident, owner, vendor, or technician whose details appear in Fixr because an organization added them, your first point of contact for access or correction is normally that organization. You can still write to us and we will help route the request.

For the information we collect directly — your own account, your messages to our support address, and anything you submit through this website — Fixr decides the purposes, and this policy governs it in full.

Information we collect

• Account and identity information — your name, email address, and a securely hashed password. If you sign in with Google, Apple, or Microsoft, that provider sends us basic profile details; your password for that account is never shared with us.
• Access and permissions — your organization membership and assigned role, used to enforce what you can reach.
• Property and building records — the properties, units, spaces, and systems you set up, including street addresses and, where you use address lookup, the coordinates and place identifier for the property.
• People records — the contacts your organization maintains: residents, owners, strata board members, managers, staff, vendor companies, and technicians, with names, email addresses, phone numbers, and the properties or units they are associated with over time.
• Maintenance records — work orders and their status history, scheduling and availability, notes, activity logs, completion write-ups, debriefs, inspections, and the events recorded against each asset.
• Messages — conversations in Fixr's channels, including direct messages, group threads, and the thread attached to a work order.
• Evidence files — photographs, nameplate scans, manuals, invoices, receipts, and warranty documents attached to an asset, a work order, or a location. This can include interior photographs and panoramas of units and rooms.
• Resident intake — the issue descriptions and conversation transcripts submitted through our public resident triage page, which a resident may use without signing in.
• Authorship and audit records — the name and account reference stamped on records when they are created or changed, and a log of writes made through Fixr's AI agent interface recording who initiated an action, what was proposed, and whether it was committed.
• Session and technical data — the IP address and browser user-agent associated with each sign-in session, short-lived passes issued to connected AI clients, and standard access logs kept for security and reliability.
• Support and feedback — messages, email addresses, and any content you include when you contact us.
• Waitlist signups — the email address you give us on this website's early-access or waitlist form, which page it came from, and the product you are interested in (on the waitlist page you choose it and may add a name; the homepage form records Fixr for property and facility managers, the audience it is for). To stop automated abuse, the form uses your IP address in memory to limit how many signups can come from one address; the form does not store it (our hosting provider's standard access logs, described above, may).

Where the information comes from

• Directly from you, when you create an account, set up properties, or use the product.
• From your organization, when a manager adds you as a contact or invites you to join.
• From an import you initiate — if you use the Google Contacts import, we read your Google contacts once, at the moment you approve it, to show you a preview. We request read-only access, we do not store a Google access or refresh token, and nothing is saved to Fixr until you confirm the rows you want.
• From public government sources, when you ask us to enrich a property or check an asset for recalls. We read the ParcelMap BC open parcel fabric, Health Canada's recall database, and the U.S. Consumer Product Safety Commission's recall database. These are outbound lookups: we send only the search terms the query needs, not your personal information.

Cookies and similar technologies

Fixr uses only essential cookies: keeping you signed in, protecting against cross-site request forgery, and remembering display preferences such as your device layout. The service will not work without them.

We run no analytics, session-replay, or advertising cookies, and no third-party tracking scripts, on the product or this website. We do not sell what cookies collect. If that changes we will say so here and ask for your consent where the law requires it before setting any non-essential cookie.

How we use your information

We rely on the grounds permitted under Canadian privacy law, including your consent, performance of our agreement with you, and legitimate business purposes.

• To provide, operate, and maintain Fixr — keeping your building records, routing work orders, delivering messages and notifications, and keeping each organization's data separated from every other's.
• To authenticate you and enforce the access your role allows.
• To enable search across your records, including semantic search.
• To stamp authorship so a record can be traced to who created or changed it.
• To send transactional email — verification, password reset, invitations, and notifications you have enabled.
• To power the AI features you choose to use, as described below.
• To respond to your support requests and feedback.
• If you join the waitlist, to email you about Fixr's availability and launch. You can ask to be removed at any time by writing to the address below; there is no automated unsubscribe link yet, so we remove you by hand.
• To keep the service secure and reliable, prevent abuse, and meet our legal obligations.

AI, search, and your data

Several Fixr features send content to a third-party AI provider to do their work: the Ask Fixr assistant, resident issue triage, nameplate photo reading, work-order drafting and completion write-ups, debriefs, vendor enrichment, and semantic search. Depending on the feature, that content can include work-order text, contact records, asset details, message history, resident triage transcripts, and photographs of equipment.

The providers we may send it to are Google (Gemini), OpenAI, and Anthropic. Which one serves a given request depends on the model your organization has selected for that action and on which providers are configured.

We do not train models on your records, and we do not sell your data. Where a provider processes content for us, it does so under that provider's API terms, which prohibit using it to train their models.

Two consequences deserve to be stated plainly rather than buried.

• A request can be re-routed to a different provider than the one you selected. If the provider serving a request is unavailable — an outage, a quota limit, an authentication failure — Fixr will try an alternative so the feature does not go dark. That means content can reach a provider your organization did not explicitly choose. A manager can restrict this in Settings → AI Models → Automatic fallback, which excludes a named provider from being an automatic fallback target. A model your organization explicitly selects still runs on its own provider.
• Asking a provider not to retain a conversation is not the same as zero retention. Fixr sends every request with the provider's conversation-storage feature switched off, so they are not asked to keep a conversation thread on our behalf. Those providers may still retain request content for a limited period for their own abuse-monitoring purposes, under their terms. We describe this accurately rather than claiming a guarantee we cannot make.

What AI output is, and is not

AI-generated content in Fixr — a summary, a suggested work order, a reading of an equipment nameplate, a possible recall match — is an aid to a human decision, not a determination. It can be wrong. Recall results in particular are presented as possible matches to review against the official government notice, never as a finding that a product was recalled. Do not rely on AI output for safety, legal, or compliance decisions without verifying it.

How we share information

We share personal information only as needed to run the service, and only with providers bound to protect it. Each receives only what its function requires. Some are engaged only if your organization enables the relevant feature, as noted.

Other disclosures

We may disclose information where the law requires it, to enforce our terms, or to protect the rights, safety, or property of Fixr, our customers, or the public.

If the business is involved in a merger, acquisition, or sale of assets, information may transfer as part of that transaction. It would remain protected consistently with this policy, and we would give notice before it became subject to a materially different one.

We do not sell personal information.

Where your data is processed

Fixr is operated from Canada. Some of the providers above process data in other countries, including the United States. When information is processed or stored outside Canada, it becomes subject to the laws of that country, including lawful access by its courts, law enforcement, and national security authorities. We work with providers committed to appropriate protections. If this matters to your organization, contact us before enabling the features that rely on those providers.

How we protect your information

Security is designed in, not bolted on.

• Each organization's data is walled off at the database level using Row-Level Security. Every query runs inside that organization's scope, enforced by the database itself rather than by application code alone.
• Evidence files live in a private bucket with no public access. Every view is served through a short-lived signed link, and each request is re-checked against the requester's role and their access to the specific record — so a copied link does not grant access.
• Access within an organization is least-privilege. Financial documents are not shown to technicians; a technician sees only work orders assigned to them; private conversations remain private to their participants.
• Connected AI clients receive individual, short-lived passes that expire automatically.
• Traffic is encrypted in transit. Passwords are stored hashed, never in plain text. Service credentials are centrally managed in a secrets store, never in our source code.
• No system is perfectly secure, and we do not claim otherwise. If a breach creates a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as the law requires.

How long we keep it

We keep your organization's records for as long as the account and subscription are active, and as long as needed for the purposes described here or to meet a legal obligation. The value of the product is the historical record itself — a building's maintenance history is meant to outlast any single manager or resident.

Being straight about the current state: automated per-category deletion schedules are still being built. Today, deletion happens on request. If your organization closes its account, or you ask us to delete information we hold about you, write to us and we will delete or anonymize it, except where we must retain something to meet a legal obligation or resolve a dispute.

Waitlist signups are kept until you ask to be removed, or until we stop pre-launch outreach, whichever comes first.

Some records are deliberately durable. An author or editor name may remain stamped on a record after an account is deleted, so the audit trail stays accurate; a verified deletion request removes those name records. Deleting an individual's contact record does not erase the fact that work was performed.

Your privacy rights

Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia's Personal Information Protection Act (PIPA) apply to how we handle personal information. Depending on where you are, the EU or UK GDPR may also apply.

• Ask what personal information we hold about you, and get access to it.
• Ask us to correct information that is wrong or incomplete.
• Withdraw your consent to a use of your information, subject to legal and contractual limits. Withdrawing consent may mean we can no longer provide part of the service.
• Ask how your information has been handled, and to whom it has been disclosed.
• Where the GDPR applies to you, you may also have rights of erasure, portability, and objection.

Your choices

• Update your account details at any time from your profile.
• Disconnect a connected AI client at any time.
• Choose which notifications reach you, and by which channel, in your notification preferences.
• Opt out of optional product email — every such message includes a way to unsubscribe. Transactional messages needed to operate your account will still be sent.

Children's privacy

Fixr is a tool for businesses managing buildings and is not directed to children. We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will delete it.

Changes to this policy

We will update this policy as the product and the law evolve. When we do, we revise the date at the top. For material changes we will give reasonable notice through the service or by email before they take effect.

Governing law

This policy is governed by the laws of the Province of British Columbia and the applicable laws of Canada.

Contact us

Questions about privacy, or want to exercise a right? Reach us at help@myfixr.ai. Fixr Asset Intelligence Inc., Victoria, British Columbia, Canada.

If you are not satisfied with our response, you may raise a concern with the Office of the Information and Privacy Commissioner for British Columbia, or the Office of the Privacy Commissioner of Canada.