Instant Estimator Privacy Policy

Last updated: 10/1/2026

1. Overview and scope

This Privacy Policy explains how FixFox LLC, a Washington limited liability company ("FixFox," "we," "us"), collects, uses, shares, and protects information in connection with the Instant Estimator service, including the Instant Estimator mobile apps for iOS and Android, the web dashboard at dashboard.fixfox.ai, the Instant Estimator pages of FixFox's websites, and related support and communications (together, the "Service"). This policy covers Instant Estimator only.

Instant Estimator is a business tool. Our customers are home-service companies and their franchise locations ("Customers"), and the people who use the Service are their owners, office staff, and technicians ("Users"). Customers use the Service to turn audio from site visits and phone calls into written estimates for their own clients, whom we call "End Customers."

If you are an End Customer (for example, a homeowner who received an estimate from a contractor that uses Instant Estimator), the contractor, not FixFox, decides what information about you is collected and how it is used. Please direct privacy questions and requests to that contractor. Section 2 explains this in more detail.

By using the Service you acknowledge this Privacy Policy. Capitalized terms not defined here have the meaning given in the Instant Estimator Terms of Service.

2. Our two roles

Information about Customers and Users: FixFox decides. When a Customer signs up, pays for, and uses the Service, FixFox determines how account, billing, device, and usage information is used. For this information FixFox acts as a "business" or "controller" under privacy laws, and this policy describes our practices directly.

Information about End Customers: the Customer decides. Audio recordings, transcripts, property addresses, site photos, and estimate details describe End Customers and their property. The Customer collects this information in the course of its own business, chooses to record or upload it, and instructs FixFox to process it to produce estimates. For this information FixFox acts only as a "service provider" or "processor" on the Customer's behalf. We process it according to the Customer's instructions and our Terms of Service, we do not use it for our own marketing, and we do not sell it. The Customer is responsible for giving End Customers any notice, and obtaining any consent, that the law requires, and for responding to End Customers' privacy requests. We help Customers do so as described in Section 12.

3. Information we collect

3.1 Information Customers and Users give us

• Account and contact information: business name, owner and User names, work email addresses, phone numbers, business address, role, franchise affiliation, and login credentials.
• Billing information: plan selection, billing address, and payment details. Payment-card numbers are collected directly by our payment processor; FixFox receives only a token, card brand, last four digits, and expiration date.
• Business configuration: labor rates, pricing rules, tax rates, markups, packages, disclaimers, default questions, and similar settings.
• Communications: emails, support requests, survey responses, testimonials, and feedback you send us.

3.2 Information Customers submit about their jobs and End Customers

• Audio recordings and uploaded audio files: voice recordings that a technician captures in the mobile app during a site visit, and call recordings that a Customer's office uploads from its own phone or VoIP system. These may contain the voices of technicians, End Customers, and others present.
• Transcripts and AI output: the text transcription of each recording and the estimate, scope of work, line items, pricing, and summaries generated from it.
• Property and job details: the service address (including one captured by the device's GPS when a technician uses the address-capture feature), site photos, measurements, materials, and job notes.
• End Customer contact details: the name, email address, and phone number the Customer enters so the estimate can be delivered.

3.3 Information collected automatically

• Device and app information: device model, operating system and version, app version, unique device identifiers, language, and time zone.
• Precise location: when a User grants location permission and uses the address-capture feature, we collect the device's GPS coordinates at that moment to look up the property address. We do not track location in the background.
• Usage and log data: pages and screens viewed, features used, estimates created, timestamps, IP address, browser type, referring pages, and crash and performance diagnostics.
• Cookies and similar technologies on our websites and dashboard, described in Section 8.

3.4 Information from other sources

• Integrations: when a Customer connects Jobber, ServiceTitan, HubSpot, or another third-party platform, we receive account identifiers, access tokens, and job or client records the Customer chooses to sync.
• Retail pricing sources: product names, prices, and links from retailers (such as The Home Depot) used to price materials. These are not personal information.
• Business and marketing data: publicly available business information, franchise directories, and data from our CRM and lead-generation vendors, used to understand and contact prospective Customers.
• Franchisors and partners: where a Customer is a franchisee, its franchisor or partner program may provide us with the Customer's business contact information.

4. How we use information

4.1 To provide the Service. We use the information in Section 3 to create and manage accounts; transcribe recordings; generate, store, and deliver estimates; look up property addresses and materials prices; calculate taxes and totals using the Customer's settings; sync data with integrations the Customer enables; send estimates to End Customers at the Customer's direction; and provide support.

4.2 AI processing. The core of the Service is automated. Recordings are converted to text by speech-recognition models, and large-language models then read the transcript together with the Customer's rate and pricing settings to draft the estimate. Today these models are operated by OpenAI; we may add or switch to other providers, such as Anthropic, in the future. Our contracts with these providers restrict them to processing data on our behalf and, under their standard business terms, prohibit them from using Customer content to train their generally available models. Estimates are drafts that the Customer reviews and approves; no decision with legal or similarly significant effect on an End Customer is made solely by automated means.

4.3 To operate and improve the Service. We use account, device, usage, and diagnostic information to monitor performance, fix bugs, secure the Service, prevent fraud and abuse, understand how features are used, and develop new features. We may use de-identified and aggregated information derived from Customer Data (for example, regional labor-rate ranges or materials-price trends) to improve pricing accuracy and for analytics and marketing. We do not use End Customer recordings or transcripts to train our own models in identifiable form.

4.4 To bill and communicate with Customers. We use account and billing information to charge fees, send invoices and receipts, provide service notices and security alerts, respond to inquiries, and send onboarding tips, product updates, and marketing about FixFox products. Customers and Users can opt out of marketing at any time (Section 12).

4.5 To comply with law and protect rights. We use information as needed to comply with legal obligations, respond to lawful requests, enforce our Terms of Service, and protect the rights, property, and safety of FixFox, our Customers, and others.

4.6 With consent. We use information for any other purpose you consent to at the time of collection.

5. How we share information

We do not sell personal information, and we do not share it for cross-context behavioral advertising. We share information only as follows.

5.1 Service providers (processors). We share information with vendors that process it on our behalf under contracts that limit their use to providing services to us. Current categories and providers include:

5.2 Integrations you direct. When a Customer connects a third-party platform such as Jobber, ServiceTitan, or HubSpot, we send estimates and related client and job data to that platform at the Customer's instruction. Once data reaches a third-party platform, that platform's privacy policy governs it.

5.3 Retail pricing links. The Service may display links to retailer product pages. Clicking a link takes the User to the retailer's site, which may collect information under its own policy. We do not send the retailer any Customer or End Customer information.

5.4 Franchisors and partner programs. Where a Customer participates in a franchise or partner program through which the Service is offered, we may share with the franchisor or partner the Customer's business name, subscription status, and aggregate usage information, as described in that program's terms. We do not share End Customer recordings or transcripts with franchisors.

5.5 Legal, safety, and enforcement. We may disclose information to comply with law, regulation, legal process, or a government request; to enforce our Terms of Service; to detect, prevent, or address fraud, security, or technical issues; or to protect the rights, property, or safety of FixFox, our Customers, End Customers, or the public.

5.6 Business transfers. If FixFox is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or part of its business or assets, information may be transferred as part of that transaction, subject to this policy or a successor policy that provides comparable protection.

5.7 Affiliates. We may share information with entities under common ownership with FixFox that provide services to us and are bound by this policy.

5.8 With consent. We share information with others when you direct us to or consent.

6. Audio recordings

6.1 Who records. FixFox does not record anyone. A Customer's technician starts and stops recording in the mobile app, and a Customer's office staff choose which call recordings to upload. The Customer alone decides whether to record a conversation and whom to record.

6.2 Consent is the Customer's responsibility. Recording laws differ by place. Many U.S. states and all Canadian provinces require that everyone in a conversation be told it is being recorded, and some require their express consent. Under our Terms of Service, each Customer must give every required notice and obtain every required consent before recording or uploading audio, and must not record where consent is lacking. If you are an End Customer and have questions about a recording made during a visit or call with a contractor, please contact that contractor.

6.3 What we do with recordings. We transmit recordings to our speech-recognition and AI providers to produce a transcript and a draft estimate, store the recording and transcript with the job in the Customer's account, and make them available to the Customer's authorized Users. We do not listen to recordings except where necessary to provide support at the Customer's request, investigate abuse or a security incident, or comply with law.

6.4 What we do not do. We do not use recordings or transcripts to build profiles of End Customers, to market to End Customers, to identify speakers by voice, or to create voiceprints or other biometric identifiers. We do not sell recordings or share them with advertisers.

6.5 Deleting a recording. Customers can delete recordings and transcripts from the dashboard at any time. If an End Customer asks a Customer to delete a recording, the Customer can do so directly, and we will honor the deletion in our systems as described in Section 9.

7. Mobile app permissions

The Instant Estimator apps ask for device permissions only when a feature needs them. You can change permissions at any time in your device settings; some features will not work without them.

The apps do not access contacts, calendars, health data, or other apps' data, and do not use advertising identifiers or third-party advertising SDKs. Apple's App Store privacy labels and Google Play's Data Safety section for the apps are kept consistent with this policy.

8. Cookies and analytics

Our websites and dashboard use cookies and similar technologies (such as local storage, pixels, and software development kits) for these purposes:

• Strictly necessary: keeping you signed in, remembering settings, securing the Service, and balancing load. These cannot be turned off.
• Analytics and performance: understanding how visitors and Users move through our sites and the dashboard, which pages and features are used, and where errors occur. We use tools such as [Google Analytics] and [session-diagnostics tool] for this. Session diagnostics may capture how a User interacts with the dashboard interface; we configure these tools to mask sensitive fields.
• Advertising measurement: on our public marketing websites only (not in the dashboard or apps), we use advertising tags such as [Google Ads conversion tracking] to measure whether our ads led to a signup. We do not use advertising cookies inside the Service or on End Customer data.

You can control cookies through your browser settings, and most browsers let you block or delete them. Blocking strictly necessary cookies will prevent the dashboard from working. Our sites do not currently respond to "Do Not Track" browser signals, but we honor Global Privacy Control signals as an opt-out of targeted advertising where required by law. For more detail, see our Cookie Notice at [URL], if published.

9. How long we keep information

We keep information only as long as needed for the purposes in this policy, then delete or de-identify it.

We may keep information longer where required by law, to resolve disputes, to enforce our agreements, or where it has been de-identified so that it no longer identifies anyone.

10. Security

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information we hold, including encryption of data in transit (TLS) and at rest, access controls and role-based permissions, logging, vendor due diligence, and hosting with providers that maintain independent security certifications. Access to recordings and transcripts within FixFox is restricted to personnel who need it to support the Service.

No system is completely secure. We cannot guarantee that unauthorized access, loss, or misuse will never occur. Customers and Users are responsible for keeping their passwords confidential, enabling available security features, and securing the devices and third-party accounts they connect to the Service. If we learn of a security incident affecting personal information, we will notify affected Customers and regulators as required by law, and Customers are responsible for any notice owed to their End Customers.

11. Where information is processed

FixFox is based in the United States and processes and stores information in the United States. Our service providers may process information in the United States and in other countries where they operate. These countries may have data-protection laws that differ from those where you live. When we transfer personal information from Canada or elsewhere, we rely on contracts with our providers that require them to protect it in line with this policy and applicable law. Information held in the United States may be accessible to U.S. courts, law enforcement, and national-security authorities under U.S. law. By using the Service, Customers consent to this processing and are responsible for giving any notice to End Customers that cross-border processing requires under local law.

12. Your rights and choices

12.1 Customers and Users. Account owners can view and update business and User information, change settings, delete jobs and recordings, export estimates, and close the account from the dashboard. You can also email us at the address in Section 17 to request access to, correction of, or deletion of your personal information, or to ask what information we hold about you. We will verify your identity and respond within the time required by law (generally 45 days in the United States and 30 days in Canada). We may decline requests that are unfounded, excessive, or that would require us to delete information we must keep for legal or billing reasons, and we will explain why.

12.2 End Customers. If a contractor used Instant Estimator to prepare an estimate for you, the contractor controls your information. Please send access, correction, or deletion requests to the contractor, who can act on them directly in the Service. If you contact us instead, we will tell you who the contractor is where we are able to, or forward your request to them. We will not respond to an End Customer request in a way that overrides the contractor's instructions unless the law requires us to.

12.3 Marketing choices. You can opt out of marketing emails by clicking "unsubscribe" in any marketing message or by emailing us. We will still send transactional messages such as invoices, estimate notifications, security alerts, and changes to our terms. You can opt out of marketing text messages, if we ever send them, by replying STOP.

12.4 Device permissions and cookies. See Sections 7 and 8.

12.5 No discrimination. We will not deny service, charge a different price, or provide a different level of service because you exercised a privacy right.

13. Additional disclosures for U.S. residents

Several U.S. states, including California, Colorado, Connecticut, Oregon, Texas, Virginia, Washington, and others, have comprehensive privacy laws. Most of these laws apply only to businesses above certain revenue or data-volume thresholds and exempt business-to-business and employee data, so they may not apply to FixFox or to most information we hold. Where they do apply, this section supplements the rest of this policy.

13.1 Categories of personal information. In the past 12 months we have collected the categories listed in Section 3: identifiers (names, emails, phone numbers, IP addresses, device IDs); commercial information (plan, billing history); audio and visual information (recordings, photos); precise geolocation (only when the address-capture feature is used); internet and app activity; professional information (role, employer); and inferences used to improve the Service. Sources, purposes, and recipients are described in Sections 3 through 5.

13.2 Sensitive personal information. Precise geolocation and account login credentials are "sensitive" under some state laws. We use them only to provide the features a User requests and to secure the account, and not to infer characteristics about anyone.

13.3 Sale and sharing. We do not sell personal information and have not done so in the past 12 months. We do not share personal information for cross-context behavioral advertising. We do not knowingly collect or sell personal information of anyone under 16.

13.4 Your rights. Depending on your state, you may have the right to know what personal information we have collected about you, to access it in a portable format, to correct it, to delete it, to opt out of sale, sharing, or targeted advertising, to limit use of sensitive personal information, and to appeal a decision we make on your request. To exercise these rights, use the dashboard or contact us as described in Section 17. We will verify your request by matching the information you provide with information in our records. You may use an authorized agent if you give the agent signed permission and verify your own identity with us. If we deny your request, you may appeal by replying to our response; if we deny the appeal, we will tell you how to contact your state attorney general.

13.5 Service-provider role. For End Customer information we act as a "service provider" or "processor" to our Customers and process it only under their instructions. End Customers should direct requests to the Customer (Section 12.2).

13.6 Washington residents. We do not collect "consumer health data" within the meaning of the Washington My Health My Data Act, and Customers are prohibited by our Terms of Service from recording health information unrelated to an estimate.

13.7 Nevada residents. We do not sell covered information as defined under Nevada law.

14. Additional disclosures for Canada

The Service is offered to businesses in Canada outside the Province of Quebec. For Canadian Customers and Users, this section supplements the rest of this policy.

14.1 Accountability. FixFox is responsible for personal information under its control and has designated a Privacy Officer (Section 17) who is accountable for compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial laws, including Alberta's and British Columbia's Personal Information Protection Acts.

14.2 Consent. We collect, use, and disclose personal information with consent, except where the law permits or requires otherwise. A Customer's acceptance of our Terms of Service and this policy, and a User's use of the Service, constitute consent to the practices described here. You may withdraw consent at any time, subject to legal and contractual restrictions and reasonable notice, by contacting us; withdrawal may mean we can no longer provide the Service to you. Customers are responsible for obtaining meaningful consent from End Customers for the collection of their voice and other personal information, including notice that it will be processed by a service provider in the United States.

14.3 Transfers outside Canada. Personal information is stored and processed in the United States and may be accessed by U.S. authorities under U.S. law (Section 11). We use contractual means to provide a comparable level of protection while information is handled by our providers.

14.4 Access and correction. You may request access to and correction of your personal information by contacting our Privacy Officer. We will respond within 30 days, or tell you if we need more time and why, and we will explain any information we cannot disclose and the legal basis for withholding it.

14.5 Complaints. You may address a complaint to our Privacy Officer first. You also have the right to complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca) or to your provincial privacy commissioner.

14.6 Electronic messages. We send commercial electronic messages only in compliance with Canada's Anti-Spam Legislation (CASL), with sender identification and an unsubscribe mechanism in every message. Customers are responsible for CASL compliance in their own messages to End Customers.

14.7 Quebec. The Service is not currently offered to businesses in Quebec, and we do not knowingly collect personal information from Quebec residents other than End Customer information processed on a Customer's behalf. If we expand to Quebec, we will update this policy to address Quebec's Act respecting the protection of personal information in the private sector.

15. Children

The Service is for businesses and their adult personnel. We do not knowingly collect personal information from anyone under 18 as a User, and Users must be at least 18. Recordings made at a property may incidentally capture the voice of a minor who is present; the Customer is responsible for lawful recording in that situation, and we do not use any such information for any purpose other than producing the Customer's estimate. If you believe a child has provided us personal information directly, contact us and we will delete it.

16. Changes to this policy

We may update this policy as the Service, our vendors, or the law change. We will post the revised policy with a new "Last updated" date. For material changes, such as a new category of information collected or a new purpose for using End Customer information, we will notify Customers by email or a notice in the Service at least 30 days before the change takes effect. Continued use of the Service after the effective date means you accept the revised policy.

17. Contact us

Questions, requests, and complaints about this policy or our handling of personal information may be sent to our Privacy Officer:

Privacy Officer
FixFox LLC
Email: support@fixfox.ai
Phone: 1-206-800-6430