FairFix Privacy Policy

This policy describes how m23n (“we,” “us”) handles information when you use FairFix (listed as “FairFix: Car Repair Estimate”), our iOS app for auto repair businesses: body and collision shops, mechanical shops, mobile and independent mechanics, dealership service departments and fleet maintenance teams. FairFix turns photos and a short description into an AI-drafted repair plan and clarifying questions, prices the work with your own labour rates, markup and tax, and produces PDF quotes, invoices and shareable web quote links for your customers. By using the app you acknowledge the then-current version of this policy.

Two kinds of information. FairFix handles information about you and your business (the user of the app) and information about your customers (the people whose vehicles you quote). For customer information you are the data controller and we process it on your behalf, only to provide the features you use; see section 3.

No account required: FairFix does not ask for a name, e-mail address or password to sign in. The app identifies your installation with random identifiers only, as described below, and you can delete everything we hold about that installation from inside the app at any time.

1. Who we are

For privacy requests and questions, contact us at support@m23n.com.

2. Information about you and your business

The list below describes categories of information that may be involved depending on which features you use. Not all categories apply to every user.

2.1 Anonymous identifiers & session tokens

On first launch the app generates two random identifiers (UUIDs) and stores them in the iOS Keychain. A device identifier is sent to our backend at fairfix.m23n.com, which we host on our own infrastructure, to create an anonymous user record and to issue the session tokens the app uses to authenticate its requests. A separate app user identifier is used as your identifier for analytics and purchases. Neither identifier is derived from your Apple ID, phone number, advertising identifier or hardware serial number. Because they live in the Keychain, they may survive reinstalling the app.

2.2 Business profile

You may enter your business name, licence number, website, phone number, e-mail address, address or ZIP code, a logo, your default markup, tax rate, payment terms, quote validity and a payment link (for example a Stripe or PayPal link). This profile is stored on your device. It is embedded in the PDF quotes and invoices you generate and, when you create a share link, in the quote snapshot stored on our servers (see 3.3). Your ZIP or city is also sent with estimate requests so that labour and parts prices reflect your area, and once to our rates service to suggest starting labour rates.

2.3 Labour rates and onboarding answers

Your labour rates by category, the kind of work you do, your monthly volume and the pain points you pick during onboarding are stored on your device. Labour rates, markup and tax are sent with each estimate request so that the AI prices the job at your rates. Onboarding answers are also recorded as analytics categories (see 2.6).

2.4 Photos, descriptions, plans and estimate requests

To produce a quote you may add up to five photos of the damage or vehicle, type or dictate a description, pick a customer and vehicle, answer the clarifying questions the app asks and review the proposed repair operations. When you submit a request, this content, together with your labour rates, markup, tax and region, is sent over HTTPS to our backend and forwarded to OpenAI, L.L.C. (United States), whose model drafts the repair plan, the questions and the priced line items. The same applies when you ask the app to revise an estimate by voice or text. We use OpenAI’s API under its API data-usage terms, under which API inputs and outputs are not used to train OpenAI’s models. Photos are processed transiently: our backend passes them to the model and does not write them to disk or to our database, and they are not retained after the response is returned to your device. The photos you added remain on your device as part of the saved job until you delete it.

We store the text of each request (description, operations, answers, vehicle, region and the rates you supplied), the generated plan and estimate, and technical metadata about the request (model used, token counts, latency and timestamp), keyed by your anonymous user record, for up to 12 months. We use this to show your history, to prevent abuse of the service and to measure and improve estimate quality. Repair plans awaiting your review are kept for 24 hours.

2.5 Dictation and location

If you use the microphone button, speech is converted to text by Apple’s speech recognition, which may process audio on your device or on Apple’s servers under Apple’s terms. We never receive audio; only the resulting text is used as you typed it. If you tap “Use my location,” the app asks iOS for your location once, converts it on the device to a ZIP code or city and discards the coordinates. We do not store or transmit precise location.

2.6 Analytics

We use Mixpanel to understand how the app is used. It collects app events (for example which screens are opened, whether a plan was created, a template was chosen, a link was shared or a purchase completed), coarse device and app information (model, OS version, app version, language, country derived from IP address by Mixpanel), the anonymous app user identifier above and your onboarding category (shop, mobile or dealer). Analytics events may include categories and numbers (for example an estimate’s stage count or price band) but never your photos, descriptions, customer details, business profile or the generated quote text. Analytics data is processed by Mixpanel in the United States. We do not use the advertising identifier (IDFA) and do not ask for App Tracking Transparency permission.

2.7 Purchases & subscriptions

FairFix is offered as an auto-renewing subscription billed through the Apple App Store, which may start with a free trial. Entitlement and transaction data are processed by Apple and RevenueCat under their policies, keyed by the anonymous app user identifier, to validate access, to support “Restore Purchases” and to measure the performance of our advertising (see 2.8). Our backend may ask RevenueCat whether your identifier has an active subscription before producing an estimate. We do not receive your payment card details.

2.8 Advertising measurement

We promote FairFix with Meta (Facebook and Instagram) ads. The app includes the Meta SDK, and RevenueCat’s Meta integration reports aggregated install, trial and purchase events so that we can tell which campaigns work. This measurement does not use the IDFA, we do not request tracking permission, and we do not share your photos, quotes or customer details with Meta. You can limit ad personalisation in your Meta account settings and in iOS Settings → Privacy & Security.

2.9 Diagnostics, logs & support

Our backend keeps short-lived request logs (timestamp, route, response status, error code and the IP address of the request) to operate the service, enforce rate limits and investigate failures. Logs are rotated automatically and are not linked to analytics profiles. If you contact us by e-mail, we receive the content of your message and the address you use, and use them only to respond to you.

3. Information about your customers

You decide which customer information to enter, and you are responsible for having a lawful basis to process it (for example, the customer’s request for a quote) and for informing your customers as your local law requires. We process customer information only on your instructions, to provide the features below, and never for our own marketing.

3.1 Customers and vehicles

You may record a customer’s name, phone number and e-mail address, and their vehicle (year, make, model, trim, mileage and VIN). These are stored on your device with the job. The vehicle details you choose for a request are sent to our backend and to OpenAI as part of that request; the customer’s name and contact details are not sent to OpenAI. When you scan or type a VIN, only the 17-character VIN is sent to our backend, which decodes it through the NHTSA vPIC service (a public API of the United States government) and caches the decoded year, make and model. A VIN identifies a vehicle, not a person, but may be personal data in combination with a customer record.

3.2 PDF quotes and invoices

PDF documents are rendered on your device from your business profile, the customer and vehicle, the line items, totals and notes. They are not uploaded to us; when you share one, it travels through the app or service you choose (Mail, Messages, AirDrop and so on) under that service’s terms.

3.3 Share links

When you tap “Share link,” the app sends a snapshot of the quote to our backend: your business details and logo, the customer’s name, the vehicle, the line items, totals, notes, validity or due date, payment link and chosen template. We store the snapshot on our servers for up to 90 days and publish it at an unguessable address under fairfix.m23n.com/q/…. Anyone who has the link can view the page without signing in, so share it only with the intended customer. If the customer taps “Approve,” we record the approval time and show it to you in the app; we do not collect the customer’s name or signature on the page, and we keep only short-lived access logs for it. You can revoke a link at any time from the job, after which the page is no longer available, and expired links are deleted automatically.

4. How we use information

• Draft repair plans, clarifying questions and priced line items from what you submit
• Apply your labour rates, markup and tax, and suggest starting rates for your area
• Decode VINs and keep your jobs, customers and vehicles available in the app
• Publish and revoke quote share links and record customer approvals
• Validate your subscription and apply free-trial and usage limits
• Prevent abuse of the AI service and protect it from automated misuse
• Measure usage, advertising performance and estimate quality, and improve the product
• Comply with law and respond to lawful requests

5. Sharing, transfer & disclosure

The parties that process information from the app are:

• OpenAI, L.L.C. – drafts plans, questions and estimates from the photos, text, vehicle, rates and region you submit, under its API terms (inputs are not used for model training).
• Hosting providers – run our backend and database on which anonymous user records, request text, estimates, VIN cache and quote snapshots for share links are stored.
• NHTSA (U.S. Department of Transportation) – receives the VIN you decode through its public vPIC API.
• Apple – speech recognition for dictation, App Store purchases and “Restore Purchases,” under Apple’s policies.
• RevenueCat, Inc. – subscription status and entitlement checks.
• Mixpanel, Inc. – usage analytics keyed by the anonymous identifier, never containing photos, quotes or customer details.
• Meta Platforms, Inc. – aggregated advertising measurement as described in 2.8.
• Recipients of your share links and documents – the people you choose to send a quote to.
• Authorities – only where required by applicable law or a valid legal request.

We do not sell your information or your customers’ information and do not share it with data brokers. Some of the providers above are located in the United States; where information is transferred outside your country, we rely on the providers’ standard contractual safeguards. If m23n is ever involved in a merger or acquisition, information will continue to be handled in accordance with this policy and you will be notified before any change takes effect.

6. Retention & deletion

Photos are not retained by our backend. Repair plans awaiting review are kept for 24 hours. Request text, estimates and request metadata are kept for up to 12 months and then deleted or anonymised. Share-link snapshots are kept for up to 90 days or until you revoke the link. Decoded VINs are cached without any link to a customer or user. Anonymous user records and session tokens are kept while the installation is in use. Jobs, customers, vehicles, business profile and labour rates on your device remain until you delete them or the app. Analytics data is retained by Mixpanel according to our project settings and is not linked to your name. You can erase everything we hold about your installation with Delete my data in the app’s settings, which removes your estimates, active share links and anonymous record from our backend and resets your identifiers. To exercise access, correction or deletion rights by e-mail, including on behalf of a customer, contact support@m23n.com and quote the anonymous identifier shown in the app’s settings. We respond within 30 days.

7. Security

All traffic between the app, our backend and our providers uses HTTPS (TLS). Identifiers and session tokens are stored in the iOS Keychain, which is encrypted by the operating system and protected by your device passcode or biometrics. Our backend authenticates every estimate request, applies rate limits, never persists the images you upload and serves share links only at long random addresses. No method of transmission or storage is completely secure, and we cannot guarantee absolute security; keep your device secure, because anyone with access to your unlocked device can see your jobs and customers.

8. Children

FairFix is a business tool and is not directed to children under 16; we do not knowingly collect information from them. If you believe a child has used the app, contact us and we will delete the related data.

9. Changes

We may update this policy as FairFix evolves. We will post the current version on this page and may provide additional notice for material changes (for example in the app).

10. Related policies

Our website and WristChat (Slack) are covered by a separate policy: Privacy Policy (WristChat & m23n.com). Terms for this app: FairFix Terms of Service.