Privacy Policy
Effective March 17, 2026
Looking for the short version? Read our plain-English privacy summary.
Effective Date: March 17, 2026
Last Updated: March 17, 2026
1. Introduction
KeyChannel LLC ("KeyChannel," "we," "us," or "our") operates FixTag, a software-as-a-service platform for equipment maintenance tracking, accessible at https://app.fixtag.io (the "Service").
This Privacy Policy explains what information we collect, how we use it, who we share it with, and your rights regarding your information. We are committed to protecting your privacy and being transparent about our data practices.
FixTag serves two distinct categories of users, and the information we collect differs significantly between them. We encourage you to read the section that applies to you.
2. Information We Collect
A. Facility Members (Public Reporters)
Facility Members are individuals who scan QR codes on equipment to report maintenance issues. No account, login, or personal information is required to use the reporting interface.
We collect the following information from Facility Members:
| Information | Required? | Purpose |
|---|---|---|
| Issue description | Yes | The text you type describing the equipment problem. |
| Issue severity | Yes | Your selection of the issue severity (Safety Risk, Unusable, Minor, or Cosmetic). |
| Photograph | No | Only collected if you choose to attach a photo of the issue. |
| Device fingerprint | Automatic | A non-reversible hashed identifier generated from your device's browser properties (e.g., screen size, timezone, language). Used solely to enforce rate limits (10 reports per day) and prevent spam. This identifier cannot be used to determine your identity and is not linked to your name, email, or any account. Automatically deleted after 90 days. |
| IP address | Automatic | Used for rate limiting in server middleware. Not stored in our database as a standalone record. |
| Email address | No | Only collected if you choose to subscribe to a notification when the issue you reported is resolved. Used solely for that one-time notification. |
| Upvote identifier | Automatic | A device-based identifier recorded when you vote on an existing issue, used to prevent duplicate votes. Not linked to your identity. |
What we do NOT collect from Facility Members:
- We do not require your name, email address, phone number, or any account credentials.
- We do not set cookies on your device when you use the reporting interface.
- We do not track your browsing activity across websites.
- We do not build a profile of your activity.
- We do not use your information for advertising.
B. Business Administrators (Account Holders)
Business Administrators are business owners, managers, and staff who create accounts to manage their facilities. We collect the following information from Business Administrators:
Account Information:
| Information | Required? | Purpose |
|---|---|---|
| Name | Yes | Displayed within the application to identify team members. |
| Email address | Yes | Used as your unique login identifier and for transactional emails (issue alerts, resolution notifications, password reset). |
| Password | Yes | Hashed and encrypted using industry-standard algorithms. We never store or have access to your plaintext password. |
| Role | Yes | Your role within your organization (owner, manager, or staff), which determines your access level. |
Business Information:
| Information | Required? | Purpose |
|---|---|---|
| Business name | Yes | Identifies your business within the Service. |
| Industry type | Yes | Selected during onboarding to tailor the experience. |
| Location names | Yes | Names of your physical facilities. |
Equipment and Facility Data:
| Information | Required? | Purpose |
|---|---|---|
| Equipment names and types | Yes | Identifies equipment for maintenance tracking. |
| Manufacturer, make/model, serial number | No | Optional equipment details for your records. |
| Equipment photographs | No | Optional photos for equipment identification. Equipment photographs may be processed by third-party AI services to automatically suggest equipment details or generate catalog images. See Section 3 for details. |
| Floor, room, zone, area | No | Optional location details for equipment placement. |
Automatically Collected Information:
| Information | Purpose |
|---|---|
| Login timestamps | Security and session management. |
| Administrative action timestamps | Audit trail of equipment status changes, issue resolutions, and team management actions. |
| Authentication cookies | Essential session cookies set by our authentication provider (Supabase) to maintain your login session. |
| Theme preference | Your light/dark mode selection, stored in your browser's local storage. Not transmitted to our servers. |
3. How We Use Your Information
We use the information we collect for the following purposes. Where applicable, we have identified the legal basis for each processing activity.
| Purpose | Description | Legal Basis |
|---|---|---|
| Providing the Service | Processing issue reports, displaying equipment data, enabling team collaboration, and maintaining your account. | Contract (Business Administrators); Legitimate interest in service provision (Facility Members). |
| Transactional Communications | Sending issue alert emails to Business Administrators when new reports are submitted. | Contract. |
| Resolution Notifications | Sending a one-time email to Facility Members who opted in when their reported issue is resolved. You can unsubscribe via the link in any notification email. | Consent. |
| AI Content Moderation | Reviewing issue report description text through a third-party AI service to detect spam, threats, and off-topic content. Only the description text is sent; no names, emails, or account data. See Section 4 for details. | Legitimate interest in abuse prevention and service quality. |
| AI Equipment Recognition | When a Business Administrator uses the equipment analysis feature, we transmit the uploaded equipment photograph to a third-party AI service to automatically suggest equipment details (name, type, manufacturer, category). Suggestions are presented for administrator review and require explicit acceptance before any data is saved. Only the photograph is transmitted - no names, emails, or account data accompany the request. | Legitimate interest in service functionality and reducing onboarding friction. |
| AI Product Image Generation | When a Business Administrator uses the image generation feature, we transmit the uploaded equipment photograph to third-party AI services to generate a studio-style product image. Only the photograph is transmitted - no names, emails, or account data accompany the request. | Legitimate interest in service functionality. |
| Error Tracking | Identifying and resolving technical issues with the Service via Sentry. Error-triggered session replays may be captured with all text masked and media blocked. | Legitimate interest in service reliability. |
| Abuse Prevention | Enforcing rate limits through device fingerprinting and IP-based throttling to prevent spam and misuse of the reporting interface. | Legitimate interest in abuse prevention. |
We do NOT:
- Sell, rent, or trade your personal information to third parties.
- Use your information for advertising or marketing purposes.
- Build behavioral profiles for targeted advertising.
- Share your information with data brokers.
4. Information Sharing with Third Parties
We share information with the following third-party service providers solely as necessary to operate the Service. We do not share information for advertising or marketing purposes.
Supabase (Database and Authentication)
- What they receive: All application data, including account information, business data, equipment records, and issue reports.
- Purpose: Database hosting and user authentication.
- Data location: United States (West region).
- Their privacy policy: supabase.com/privacy
Postmark (Transactional Email)
- What they receive: Recipient email address, and issue details included in notification emails (equipment name, location name, business name, issue description, resolution notes).
- Purpose: Delivering issue alert emails to Business Administrators and resolution notification emails to subscribed Facility Members.
- Their privacy policy: postmarkapp.com/privacy-policy
Google Gemini API (AI Services)
- What they receive: Issue report description text (for content moderation) and equipment photographs (for equipment analysis and image generation). No names, email addresses, or account data are sent.
- Purpose: Automated content moderation to detect spam, threats, and off-topic content; equipment photo analysis to suggest equipment details; and equipment image generation. Equipment photos are only transmitted when a Business Administrator explicitly initiates an AI feature.
- Note on equipment photographs: Equipment photos may incidentally capture facility surroundings. No facial recognition or biometric analysis is performed.
- Their privacy policy: policies.google.com/privacy
Replicate (AI Image Processing)
- What they receive: Equipment photographs submitted by Business Administrators who use the image generation feature. No names, email addresses, or account data are sent.
- Purpose: Generating studio-style product images from equipment photographs.
- Note: Only photographs explicitly submitted for image generation are transmitted. No other data is shared.
- Their privacy policy: replicate.com/privacy
Sentry (Error Tracking)
- What they receive: Error stack traces, application error context (which may include user IDs and business IDs as UUIDs, not names or emails), and error-triggered session replay data with text masked and media blocked.
- Purpose: Identifying and resolving technical issues with the Service.
- PII handling: Text is masked and media is blocked in all session replays. Session replays are only captured when an error occurs - no background recording.
- Their privacy policy: sentry.io/privacy
Railway (Application Hosting)
- What they receive: Standard web server request logs generated during normal operation.
- Purpose: Application hosting and infrastructure.
- Their privacy policy: railway.app/legal/privacy
Stripe (Payment Processing)
- What they receive: Business Administrator payment details (card information, billing address) processed directly by Stripe. FixTag does not store card numbers.
- Purpose: Subscription billing and payment processing.
- Their privacy policy: stripe.com/privacy
AI Services and Photographs
Equipment photographs processed by AI services may incidentally capture facility surroundings or portions of individuals who are present during capture. No facial recognition or biometric analysis is performed on any photograph. AI services are not used to identify, analyze, or profile individuals who may appear incidentally in equipment photographs.
International Data Transfers
All data is stored and processed in the United States. FixTag does not transfer personal data outside the US.
5. Data Storage and Security
We take the security of your information seriously and employ the following measures:
- Encryption in transit: All data transmitted between your device and our servers is encrypted using HTTPS/TLS.
- Password security: Passwords are hashed using industry-standard algorithms by our authentication provider. We never store or have access to plaintext passwords.
- Data isolation: Row-Level Security (RLS) policies enforce strict business-level data isolation in our database. Business Administrators can only access data belonging to their own business.
- Access controls: Team member access is governed by role-based permissions (owner, manager, staff).
- Photo storage: Photographs are stored in secure cloud storage with access controls.
- Data location: All data is stored in the United States on Supabase-managed PostgreSQL infrastructure.
6. Data Retention
| Data Type | Retention Period |
|---|---|
| Active account data | Retained for the duration of your active account. |
| Data after account deletion | Permanently removed from our systems within thirty (30) days of a deletion request. |
| Anonymous issue reports | Retained for as long as the associated business account exists. When a business account is deleted, all associated issue reports are permanently deleted. |
| Device fingerprints (scan interactions) | Automatically deleted after ninety (90) days via a daily cleanup process. |
| Resolution notification emails | Automatically deleted thirty (30) days after the notification is sent. You can also unsubscribe at any time using the link in the notification email, which immediately deletes your email address. |
| Error tracking data | Retained for ninety (90) days in Sentry, then automatically purged. |
| AI processing logs | Records of AI-assisted operations (equipment analysis, image generation) are retained for the lifetime of the associated business account. When a business account is deleted, all associated records are permanently deleted. |
| Demo environment data | Data submitted through the public demo environment is automatically reset on a periodic basis and should not be considered persistent. |
7. Your Rights
All Users
You have the right to:
- Access - Request information about what data we hold about you.
- Deletion (Erasure) - Request that we delete your personal information. Business Administrators can request account deletion by contacting [email protected]. Facility Members who provided an email address for resolution notifications can unsubscribe via the link in the notification email (immediate deletion) or contact [email protected].
- Correction (Rectification) - Request correction of inaccurate personal information.
- Restriction - Request that we restrict the processing of your personal information in certain circumstances.
- Data Portability - Request a copy of your data in a structured, machine-readable format. Business Administrators can request a data export by contacting [email protected].
- Objection - Object to processing based on legitimate interest. We will cease processing unless we demonstrate compelling legitimate grounds.
- Withdraw Consent - Where processing is based on consent (e.g., resolution notification emails), you may withdraw consent at any time.
California Residents (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):
- Right to Know: You have the right to request disclosure of the categories and specific pieces of personal information we have collected about you.
- Right to Delete: You have the right to request deletion of personal information we have collected from you, subject to certain exceptions.
- Right to Opt-Out of Sale: We do not sell your personal information.
- Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights.
To exercise any of these rights, please contact us at [email protected]. We will respond to verifiable requests within thirty (30) days.
8. Children's Privacy
The FixTag administrative platform is not directed at children under the age of thirteen (13).
The public reporting interface may be used by individuals of any age in public facilities such as gyms. This interface does not require or collect names, email addresses, or account information. If an individual under the age of 13 voluntarily provides an email address for resolution notifications, and we become aware of this, we will promptly delete that information.
If you believe that a child under 13 has provided personal information through the Service, please contact us at [email protected].
9. Cookies and Tracking Technologies
Cookies We Use:
| Cookie | Purpose | Duration | Who It Applies To |
|---|---|---|---|
Supabase session cookie (sb-*) |
Maintains your authenticated login session. Essential for the Service to function for logged-in users. | Approximately 1 year (refreshed on activity). | Business Administrators only. |
Demo session cookie (demo_session_id) |
Identifies demo environment sessions. | 24 hours. | Demo users only. |
What We Do NOT Use:
- We do not use analytics cookies.
- We do not use advertising cookies.
- We do not use third-party tracking pixels.
- We do not use social media tracking widgets.
- We do not engage in cross-site tracking.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. For material changes, we will provide at least thirty (30) days' notice via email to Business Administrators at the email address associated with their accounts.
The "Last Updated" date at the top of this policy indicates when the most recent changes were made. Your continued use of the Service after an updated Privacy Policy takes effect constitutes acceptance of the updated policy.
11. Contact Information
If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about our data practices, please contact us:
KeyChannel LLC
Email: [email protected]