Privacy Policy

Fixxa AI Ltd (Company No. 16457557), registered in England and Wales, is the data controller responsible for your personal data.

Registered address: Fixxa AI Ltd, Unit A, 82 James Carter Road, Mildenhall, England, IP28 7DE

ICO Registration: ZC102356

Data Controller Contact: support@fixxa.ai

We may collect and process the following personal data:

• Identity data – your name, business name and trading details
• Contact data – email address, phone number and business address
• Business data – invoice details, quote information, client records and financial summaries
• Voice recordings – audio captured when you use our voice-to-invoice feature, processed to generate quotes and invoices
• Payment data – transaction records processed through Stripe (we do not store full card details)
• Technical data – IP address, browser type, device information and usage analytics

Voice and AI-Processed Data

When you use our voice-to-invoice or voice-to-quote features, we collect:

• Voice recordings captured through your device's microphone
• Transcriptions generated from your voice recordings
• Text input provided to our in-app assistant

Voice recordings and text inputs are sent to our secure servers and processed using third-party artificial intelligence services to transcribe speech, extract job details, and generate invoices and quotes.

We process your personal data on the following lawful bases under UK GDPR:

• Contract performance – to provide the Fixxa service, generate invoices and quotes, and manage your account
• Legitimate interests – to improve our service, prevent fraud and ensure platform security
• Consent – where you opt in to marketing communications

Specifically, we use your data to:

• Process voice recordings into professional invoices and quotes
• Send documents to your clients via WhatsApp
• Process payments through Stripe
• Maintain digital records to support Making Tax Digital compliance
• Provide customer support
• Send service updates and, where consented, marketing communications
• Transcribe voice recordings into text using third-party AI speech-to-text services
• Extract job details, client information, and pricing from transcriptions using third-party AI language models
• Generate invoices and quotes based on AI-structured data from your voice or text input
• Provide in-app assistant responses to your questions about your account data

We share personal data only where necessary to deliver our service. Our key sub-processors include:

• Stripe – payment processing
• WhatsApp (Meta) – document delivery to your clients
• Cloud hosting providers – secure data storage and infrastructure
• AI Service Providers: Voice recordings and text inputs are processed by OpenAI (OpenAI, L.L.C., San Francisco, USA) for speech-to-text transcription and natural language processing. This data is sent securely to OpenAI's API for processing and is handled in accordance with OpenAI's API data usage policy, which states that API inputs and outputs are not used to train their models. We only send the minimum data necessary to provide the service (voice audio for transcription, text for structuring). We do not send your name, email, phone number, or payment details to AI services.

All sub-processors are bound by data processing agreements and are required to handle data in accordance with UK GDPR.

If you choose to connect your HMRC account to Fixxa, the following applies:

How we connect

Fixxa uses HMRC's official OAuth 2.0 authorisation service. You will be redirected to HMRC's own login page (Government Gateway) to grant Fixxa permission to act on your behalf. Fixxa never sees or stores your Government Gateway password.

What we store

Once connected, we securely store an access token and refresh token issued by HMRC. These are encrypted and used solely to submit data to HMRC on your behalf.

What we submit

With your authorisation, Fixxa submits your quarterly income and expense figures, and triggers tax calculations, directly to HMRC via their Making Tax Digital for Income Tax (MTD ITSA) API.

Your control

You can disconnect your HMRC account at any time from within the app. On disconnection, your stored tokens are permanently deleted. This does not affect any submissions already made to HMRC.

Data retention

HMRC-related tokens are deleted immediately on disconnection. Submission records (dates, amounts, confirmation IDs) are retained for 6 years to meet HMRC record-keeping requirements.

We retain your personal data as follows:

• Account data – retained for the duration of your active subscription and for up to 12 months after account closure
• Invoice and financial records – retained for a minimum of 6 years to comply with HMRC record-keeping requirements
• Voice recordings – processed in real time and retained for up to 90 days to allow for dispute resolution, then permanently deleted
• Marketing data – retained until you withdraw consent

You have the following rights in relation to your personal data:

• Right of access – request a copy of the personal data we hold about you
• Right to rectification – request correction of inaccurate or incomplete data
• Right to erasure – request deletion of your data where there is no compelling reason for continued processing
• Right to restrict processing – request that we limit how we use your data
• Right to data portability – request your data in a structured, machine-readable format
• Right to object – object to processing based on legitimate interests or for direct marketing
• Rights related to automated decision-making – request human review of any solely automated decisions that affect you

To exercise any of these rights, contact us at support@fixxa.ai. We will respond within one calendar month.

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction or alteration. These include encryption in transit and at rest, access controls and regular security reviews.

Fixxa uses third-party artificial intelligence services to power core features of the app. Below is a summary of what data is processed, by whom, and for what purpose:

What is NOT sent to AI services:

Your name, email address, phone number, payment information, bank details, or Stripe account information are never sent to third-party AI providers.

Data retention by AI providers:

OpenAI's API data usage policy states that data submitted via their API is not used to train their models and is retained for up to 30 days for abuse monitoring purposes only.

Your consent:

Before any data is sent to AI services, you will be asked to provide your consent within the app. You may withdraw consent at any time by contacting support@fixxa.ai, though this will disable voice-to-invoice and AI assistant features.

Our website uses essential cookies required for the site to function. We may also use analytics cookies to understand how visitors interact with the site. You can manage cookie preferences through your browser settings.

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this page periodically.

If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: ico.org.uk

Helpline: 0303 123 1113

For any questions about this Privacy Policy or to make a data request, please contact: