Privacy Policy

Last updated: 30 August 2026

Note for the site owner: this is a starting-point draft based on the data Fix2Bill actually collects (accounts, customer/job/invoice records, Xero sync, and the AI chat feature). It is not legal advice. Have a lawyer familiar with the Australian Privacy Act 1988 (and any other jurisdictions you operate in) review and finalise this before publishing it live, especially the data retention, sub-processor, and user-rights sections.

Fix2Bill ("we", "us", "our") provides field service job management and invoicing software to service businesses ("customers", "you"). This policy explains what data we collect through the Fix2Bill portal and website, and how we use, store, and protect it.

1. Information we collect

Account data: name, email address, username, and a securely hashed password for each user on your account.
Business data you enter: your customers' names, contact details, and service addresses; job, quote, and invoice records; equipment/machine records; photos and notes attached to jobs.
Accounting integration: if you connect Xero, we store encrypted OAuth tokens so we can sync invoices on your behalf. We do not store your Xero password.
Support & AI assistant: messages you send to the in-app AI assistant are processed by our AI provider (Groq) to generate a response. See "Third parties" below.
Technical data: IP address and basic request logs, collected automatically for security purposes (e.g. rate-limiting login attempts and detecting abuse).

2. How we use this data

To provide and operate the Fix2Bill portal, including job scheduling, invoicing, and customer QR code lookups.
To send invoices and job-related emails on your behalf to your customers.
To sync invoice and payment data with Xero, where you've connected it.
To detect and prevent fraud, abuse, and unauthorised account access.
To respond to support requests you send us.

3. Third parties we share data with

Xero — accounting sync, only if you connect your Xero account.
Groq — processes messages sent to the AI chat assistant.
Email delivery provider (SMTP) — used to send invoices and notifications.
We do not sell your data or your customers' data to third parties, and we don't use it for advertising.

4. Data retention

We retain account and business data for as long as your account is active. If you close your account, [describe how long records are kept and when they're deleted — e.g. for tax/ record-keeping requirements]. Login attempt logs are automatically purged after 24 hours.

5. Security

Passwords are stored using industry-standard hashing (bcrypt) and are never stored or transmitted in plain text. Data is transmitted over encrypted (HTTPS) connections. Access to your account is protected by rate-limited login and tenant-scoped data isolation, so other Fix2Bill customers cannot see your data.

6. Your rights

You can access, correct, or request deletion of your account data at any time by contacting us at hello@fix2bill.com. If you're in the EU/UK or another jurisdiction with statutory data rights, additional rights may apply — [have your lawyer confirm which apply to your customer base].

7. Contact

Questions about this policy? Email us at hello@fix2bill.com.