Privacy Policy

1. Scope

This policy applies to the FixCost website, application, support interactions, and related services offered primarily to business customers in the United States. It does not govern independent services operated by third parties under their own privacy notices.

2. Information we collect

Account and organization information

We collect information provided when an account or workspace is created or maintained, such as names, work email addresses, job titles, organization names, restaurant-location names and addresses, team roles, permissions, settings, and notification preferences.

Invoice and purchasing information

Customers may upload restaurant invoices and related records. These may contain supplier details, invoice numbers and dates, product descriptions, quantities, units, prices, taxes, fees, location identifiers, and other purchasing information. FixCost may create extracted, normalized, matched, or calculated data from those records, including product and supplier histories, cost comparisons, reports, and potential or estimated realized savings.

Usage and technical information

We may collect device, browser, IP address, request, diagnostic, security, authentication, and feature-usage information needed to operate, protect, troubleshoot, and improve the service. We may use cookies or similar technologies that are necessary for sessions, authentication, preferences, security, and core application functionality.

Billing information

Stripe processes subscription payments and related billing details. FixCost may receive limited billing information such as Stripe customer and subscription identifiers, payment status, invoice status, active-location quantity, and billing-period dates. FixCost does not store full payment-card numbers.

3. How we use information

We use information to provide and administer FixCost; authenticate users; maintain organization and location access controls; store and process invoices; generate purchasing, supplier, product, pricing, savings, and multi-location intelligence; deliver reports and notifications; manage subscriptions; provide support; prevent abuse; investigate errors; secure the service; comply with legal obligations; and improve reliability and functionality.

4. AI-assisted processing

FixCost may use artificial intelligence and automated systems to extract and organize invoice information, classify documents, normalize products, identify possible duplicates, and assist with analysis. Invoice content and related data may be sent to service providers acting on our behalf for these purposes. Automated results can be incomplete or inaccurate and should be reviewed before they are used for important business or financial decisions.

5. How information is disclosed

We may disclose information to vendors and processors that support cloud hosting, databases, private file storage, authentication, email delivery, security, monitoring, customer support, payment processing, and AI-assisted extraction or analysis. These providers receive information as reasonably necessary to perform services for FixCost. We may also disclose information when required by law; to protect rights, safety, and security; in connection with a corporate transaction; or with the customer's direction or consent.

We do not sell customer personal information for money. We do not use customer invoice data for unrelated advertising.

6. Organization administrators and authorized users

FixCost is a business service. Organization owners and administrators can manage team access and may be able to view or control information associated with their workspace. Customers are responsible for deciding which users and restaurant locations should have access and for providing any notices or obtaining any permissions required for data they submit.

7. Data retention and deletion

We retain information while an account is active and as reasonably needed to provide the service, preserve financial-record integrity and invoice traceability, resolve disputes, enforce agreements, maintain security, and meet legal, tax, accounting, or compliance obligations. Retention periods can vary by data type and context. Backups and logs may remain for a limited period after deletion.

Authorized account administrators may request account or workspace deletion by contacting support@fixcost.store. We may need to verify the request, and some records may be retained when permitted or required by law or legitimate business needs. Finalized invoice records may be preserved through a controlled correction or void process rather than silently altered or immediately destroyed.

8. Security

We use administrative, technical, and organizational safeguards designed to protect information, including access controls and tenant- and location-based authorization. No internet service or storage system is completely secure, and we cannot guarantee absolute security. Customers should use strong credentials, protect account access, and promptly report suspected unauthorized use.

9. Privacy choices and U.S. rights

Users may update certain account and notification information in FixCost. Depending on where a person resides and applicable law, they may have rights to request access, correction, deletion, or a copy of certain personal information, or to appeal a denied request. Requests may be sent to support@fixcost.store. We may verify identity and authority, and exceptions may apply. Authorized agents may submit requests where applicable law permits.

10. Children

FixCost is a business service and is not directed to children under 13. We do not knowingly seek personal information from children.

11. Changes to this policy

We may update this Privacy Policy to reflect service, legal, or operational changes. We will post the updated version with a revised date and provide additional notice when required by law.

Contact us

Questions about this policy may be sent to support@fixcost.store.