Fixory Privacy Notice

1. Who we are

Fixory is an online till (EPOS) and repair-management system for phone-repair shops and electronics retailers. It’s provided by Ezone Repairs Nuneaton Limited, a company registered in England and Wales (company number 13990058), whose registered office is at 9 Harefield Road, Nuneaton, England, CV11 4HA (“Ezone”, “we”, “us”).

For the personal data described in this notice, we’re the controller. That means we decide why and how it’s used, and we’re responsible for it under UK data protection law: the UK GDPR and the Data Protection Act 2018.

Contact us about privacy: [email protected] or by post to the address above, marked “Privacy”. We haven’t appointed a Data Protection Officer, because the law doesn’t require one for our business. The company’s director deals with privacy matters personally.

ICO registration: ZC283072

2. Who this notice is for

This notice is for:

Shop owners and account holders: the people who sign up a shop to Fixory, or who hold its account.
Shop staff who use Fixory: administrators, managers, technicians and cashiers with a Fixory sign-in.
Billing and business contacts of shops that subscribe, or are thinking of subscribing.
People who contact us: enquiries, demos, support requests and complaints.
Visitors to our website fixory.co.uk (section 12).

Fixory is sold to businesses only. It isn’t meant for children, and we don’t knowingly collect data about children for our own purposes.

3. If a shop uses Fixory to hold your details

If you’re a customer of a shop that uses Fixory (for example, you booked a repair, bought something, or sold a device), the shop is responsible for your personal data, not us. We store and process it on the shop’s behalf, under a written contract with the shop, and only on its instructions.

The same applies to shop staff records the shop keeps in Fixory, such as attendance and shift records, or sponsored-worker records. The shop is responsible for them.

To ask about that data, or to see, correct or delete it, please contact the shop. Its privacy notice explains how it uses your information.
If you contact us instead, we’ll pass your request to the shop promptly, where we can identify it, and help the shop deal with it. We won’t answer for the shop.
Fixory AI: if a shop has switched on Fixory AI, some of its information is sent to our AI provider to produce suggestions for the shop’s staff, who decide what to do with them. The shop’s privacy notice should explain this. The Data Processing Agreement sets out where that data goes.

The rest of this notice is about the personal data we control.

4. What we collect and where it comes from

What	Examples	Where it comes from
Identity and contact details	Name, work email address, phone number, job role, the shop you work for	You. Or, for staff sign-ins, your shop’s administrator or our team setting up the shop’s account
Account and sign-in data	Email address used to sign in, your role and permissions in the shop, a scrambled (hashed) version of your password, one-use links to set a password, whether your account is active	You, your shop’s administrator, and Fixory itself
Terms acceptance	That you accepted the Fixory Terms for your shop, which version, and when	You, when you first set your password as your shop’s first administrator
Business and billing details	Shop name, legal name, address, subscription plan, price, billing interval, payment dates, amounts, method, references and payment status	You or your shop. Your bank transfer, which quotes the invoice number
Service and usage records	Which Fixory features your shop has, and records of use needed to bill for them (for example, Fixory AI usage and cost)	Fixory itself
Security and activity records	Records of changes to accounts and settings (who made a change and when); our own staff’s actions in our admin system, with IP address and browser details; a scrambled (hashed) form of IP addresses, with a count of recent sign-in attempts, to limit repeated sign-in attempts	Fixory itself
Correspondence	Emails, calls and messages with us, including support requests and complaints	You
Free trial sign-up	What you type into the sign-up form for a free trial of Fixory Shop, Fixory Pro or Fixory Business: the plan you chose, your business’s name, legal name, kind of business and company number, the name of its shop or shops, your name and work email address, and that you confirmed it’s for business use. Until you open the link we email you, these are held only in that link, not by us	You, on the sign-up page (app.fixory.co.uk/start)
Enquiries from our website	What you type into the “Request access” or “Book a demo” form: your business name, your name, email address, type of business, and your phone number and message if you give them	You, through the form on fixory.co.uk (section 12)
Marketing preferences	Whether you’ve asked us not to send marketing	You
Website data	None, apart from what you type into a form: our website uses no cookies or similar technologies and stores nothing about visitors (section 12)	—

We don’t ask for, and don’t intend to collect for our own purposes, special category data: health, ethnicity, religion, trade union membership, biometric data and the like. Please don’t send it to us.

Do you have to give us your data? To have a Fixory account we need a name, an email address and a password. The shop’s billing details are needed for the subscription. Without them we can’t provide the service. Everything else is optional.

5. What we use it for, and our lawful basis

The law says we must have a lawful basis for each use (UK GDPR Article 6).

What we do	Data used	Lawful basis
Set up and run your shop’s Fixory account: sign-in, permissions, password links, features	Identity, account, service	Contract. Our contract is with your shop. Where you’re not the party to it (for example, you’re a staff member of a limited company), our legitimate interests in providing the service your shop has asked for
Take and manage subscription payments, keep financial records, deal with tax	Business and billing, service and usage	Contract; legal obligation (accounting and tax record-keeping)
If you are a sole trader or a partner in an unincorporated business: perform our contract with you, manage your subscription, process invoices, and meet our accounting and tax duties	Your name, trading name, business address and payment details	Contract (you are our customer); legal obligation (accounting and tax record-keeping)
Record the acceptance of the Fixory Terms	Terms acceptance	Legitimate interests: being able to show the contract was agreed, and to establish or defend legal claims
Keep Fixory secure: prevent misuse and unauthorised access, investigate incidents, keep records of changes	Account, security and activity	Legitimate interests: protecting the service, our customers and their data. Legal obligation: keeping personal data secure
Keep a record of our own team’s access to a shop’s data for support: who opened it, when, why, and what was done	Our team member’s name and the reason; record numbers. No customers’ details	Legitimate interests: being able to show, for as long as a contract claim can be brought (6 years), exactly who on our team accessed a shop’s data and why. We’ve weighed this against the people concerned: the records hold no customers’ details, only our own staff’s actions; a shorter period would leave no verifiable trail for most of the time a claim could be made; and they are deleted with the shop’s data if the shop leaves
Set up the free trial you asked for: email you the link to start it, then create your business’s account, shops and trial when you open it, and tell our team a new trial has started	Free trial sign-up, identity, account	Contract: steps you ask us to take before entering into a contract with your business, then the contract itself. Where you’re not the party to it, our legitimate interests in setting up the trial your business asked for
Limit how many sign-up emails can be sent, to stop the sign-up form being misused to send emails to other people	A scrambled (hashed) form of your IP address and of the email address entered, with a count of recent sign-ups	Legitimate interests: protecting people from unwanted emails and keeping the service secure
Limit repeated sign-in attempts, to stop password guessing (brute-force attacks) and keep shop accounts secure	A scrambled (hashed) form of your IP address, and a count of recent sign-in attempts	Legitimate interests (Article 6(1)(f) UK GDPR): ensuring network and information security (UK GDPR Recital 49)
Answer an enquiry from our website, and arrange the demo or access you asked for	Enquiries from our website, correspondence	Legitimate interests in replying to businesses that ask about Fixory
Provide support and deal with complaints	Identity, correspondence, account	Contract; legitimate interests in helping our customers
Send service messages: password links, changes to Fixory, its terms or its suppliers, billing notices	Identity, account	Contract; legitimate interests; in some cases legal obligation (for example, notice of a change of data processor)
Tell businesses about Fixory products and offers (see section 11)	Identity, marketing preferences	Legitimate interests, together with the PECR email marketing rules, which may require consent
Improve Fixory: fix faults, plan capacity and features, using records that don’t need to identify you where possible	Service and usage, security and activity	Legitimate interests in running and improving our service
Meet legal and regulatory duties, respond to lawful requests, and establish, exercise or defend legal claims	Any relevant data	Legal obligation; legitimate interests
If our business, or part of it, is sold or restructured	Any relevant data	Legitimate interests

Sole traders and partners. If you are a sole trader or a partner in an unincorporated business, we process your personal data (including name, trading name, business address and payment details) to perform our contract with you, manage your subscription, process invoices, and comply with statutory accounting and tax obligations.

Legitimate interests. Where we rely on legitimate interests, we’ve weighed them against your interests and rights. We think a business customer’s staff would reasonably expect us to use their details to run the service. You can ask us for more detail about this balancing, and you have the right to object (section 9).

No decisions made solely by automated means. We don’t make decisions about you that have legal or similarly significant effects based only on automated processing. For example, a shop’s access is only paused or cancelled by our team, not automatically. Fixory AI suggestions are for shop staff to review; they’re not decisions about you.

We don’t sell your personal data. We share it only as follows:

Your shop. Your shop’s administrators can see the staff accounts in their shop, and records of what was changed and by whom.
Your shop’s group. If your shop is part of a group using Fixory Business, the group’s Owners can also see your name, work email and role at each of the group’s shops you work at.
Our suppliers, who act for us under contract (processors). Each may use the data only to provide their service to us:
- hosting and data storage: Microsoft Azure, in the United Kingdom (UK South);
- email sending: Microsoft (Azure Communication Services);
- our email mailboxes, where messages to and from us are kept: Microsoft 365;
- the forms on our website: Formward (EGF Fastighetsservice AB, Sweden), which passes each enquiry to our mailbox by email, sent through Mailjet in France;
- serving Fixory’s screens and our website: Cloudflare (Cloudflare Pages), which doesn’t hold your account data;
- the AI provider, Anthropic, only for shops that switch on Fixory AI, and only for the shop’s data under section 3.
Subscription Fees are paid by bank transfer, so no payment provider handles them. If your shop connects its own Stripe or Xero account to Fixory, that provider is your shop’s supplier, under your shop’s own account with it. The suppliers above that handle the data shops keep in Fixory (Microsoft Azure, Azure Communication Services and Anthropic) are our shops’ sub-processors; their current list, and any changes to it, is at fixory.co.uk/subprocessors.
Professional advisers, such as our solicitors, accountants and insurers, where they need it.
Public authorities, such as HM Revenue & Customs, the Information Commissioner’s Office, the police or courts, where the law requires it or allows us to share it (for example, to prevent or detect crime).
A buyer or successor if our business, or part of it, is sold or reorganised. They’d have to use your data in line with this notice.

7. Where your data is stored

We intend to store and process Fixory account data in the United Kingdom (Microsoft Azure, UK South).

Fixory’s pages load everything, including their typeface, from our own servers, so opening Fixory doesn’t send your IP address to anyone else.

Some suppliers may process personal data outside the UK:

Fixory AI: data a shop sends to Fixory AI is processed in the United States (section 3 and the Data Processing Agreement).
Enquiries from our website: Formward stores them in Sweden, and its emails to us go through Mailjet in France (section 6).
Other suppliers: none at present.

Where personal data leaves the UK, we make sure it’s protected as UK law requires. We either use a country or framework the UK has recognised as adequate (for example, the UK Extension to the EU–US Data Privacy Framework, for certified US companies), or UK-approved safeguards such as the International Data Transfer Agreement or Addendum. Sweden and France are in the European Economic Area, which the UK recognises as adequate. You can ask us for details of the safeguards.

8. How long we keep it

Data	How long
Account and sign-in data, business details, service records	While your shop subscribes to Fixory. After it cancels, the shop’s administrators can download its data for 30 days. We then delete the shop’s data from our live systems within a further 30 days
A staff member’s sign-in	While the shop’s account exists. When someone leaves, the shop can erase their sign-in: their name, email and password are removed, and the shop’s sales, till and attendance records they appear on are kept without their name, for the periods the law requires
One-use password links	They stop working after 72 hours, or once used, and are deleted 30 days after that
Billing records and terms acceptance	When your shop’s data is deleted, we keep a separate record of its subscription and payments, and of the acceptance of the Fixory Terms (version, date, and the accepting administrator’s email address). We keep it for 6 years after the contract ends, as tax law requires and to deal with any claims, and then delete it automatically. It holds nothing else of your shop’s data
Our accounting records (invoices and payments in our accounts and bank)	As long as tax and company law require, normally 6 years
Records of changes (audit log), including IP addresses logged for our own staff’s admin actions	12 months, then deleted automatically. Records of changes to money, stock value and VAT (sales, refunds, payments, trade-ins, stock deliveries and counts, VAT settings), and of our own team’s support access to a shop, are kept 6 years, so a shop can show its accountant or HMRC how its figures came about, and then deleted automatically. They hold record numbers and amounts, not names or contact details
IP addresses used to limit sign-in attempts	Stored in our database only in scrambled (hashed) form, with a count of recent attempts, for up to 24 hours, then deleted automatically
Free trial sign-ups	The link we email you stops working after 24 hours. If you don’t open it, we keep nothing from the form. If you do, what you entered becomes your business’s account details (the first row of this table), and our team’s notification email is kept as support correspondence. The scrambled IP and email addresses used to limit sign-up emails are deleted automatically after 24 hours at most
Support correspondence and complaints	2 years after the matter closes, or 6 years if it involves a legal claim
Enquiries from our website	Formward deletes its copy after 30 days. The copy in our mailbox is deleted 12 months after our last contact with you, unless your business subscribes, when it’s kept with your account’s correspondence
Marketing opt-outs	For as long as we market, so we don’t contact you again
Backups	Encrypted, and deleted after 30 days at most. The database is backed up continuously and uploaded files (such as product photos) daily, both in the UK. A backup can hold data we’ve since deleted until it expires. If we ever restore one, we delete that data again
Record that a shop was deleted	Kept permanently. It holds the shop’s number, the dates and the counts of records deleted, and the name of the member of our team who carried out the deletion. It holds no other personal data
Server logs	Not stored: saving the server’s logs is switched off, and they are only seen live when we need to check a fault

We may keep data longer if the law requires it, or where it’s needed for a legal claim. We’ll tell you if that applies to you.

9. Your rights

Under UK data protection law you have the right to:

access your personal data, and get a copy;
correct data that’s wrong or incomplete;
have data deleted in some circumstances;
restrict how we use it in some circumstances;
object to our use of it where we rely on legitimate interests. You can always object to direct marketing, and we’ll stop;
data portability: receive data you gave us in a machine-readable form, or have it sent to another organisation, where our basis is contract or consent and the processing is automated;
withdraw consent at any time, where we rely on it. This doesn’t affect what we did before.

To use your rights, contact us (section 1). You don’t normally have to pay.

Response time: we’ll reply within one month. If a request is complex, or you’ve made several, we can extend this by up to two further months, and we’ll tell you why.
If we need more information: for example, to identify you or to understand what you’re asking for, the one month starts once we have it.
Access requests: we’ll carry out a reasonable and proportionate search for your data.
Proof of identity: we may ask for it, if we need to be sure the request is from you. Usually we reply to the email address on your Fixory account; we ask for proof of identity only if we’re in doubt.

Some rights have exceptions. For example, we can’t delete billing records we must keep for tax. We’ll explain if one applies.

If your request is about data a shop holds about you (section 3), please contact the shop.

10. Complaints

If you’re unhappy with how we’ve handled your personal data, you can complain to us:

by email to [email protected];
or by post (section 1).

What happens next:

We’ll acknowledge your complaint within 30 days.
We’ll look into it without undue delay, and keep you updated.
We’ll tell you the outcome.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator:

website: ico.org.uk;
phone: 0303 123 1113;
post: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

11. Marketing

We only send marketing about Fixory to business contacts.

Limited companies and other corporate bodies: we may email work addresses without prior consent, but every message lets you opt out.
Sole traders and partnerships: we’ll only email you if you’ve agreed, or if you’ve bought from us or asked about Fixory and didn’t opt out when we collected your details. Every message lets you opt out.

These follow the PECR rules. We don’t use your data for automated profiling for marketing, and we don’t sell or rent it.

To stop marketing, use the link in any message, or contact us. Service messages you need to use Fixory (such as password links, security notices and changes to the terms or suppliers) aren’t marketing, and you’ll still receive them.

12. Cookies and similar technologies

In the Fixory application, we don’t use advertising or analytics cookies. We use your browser’s local storage only for things Fixory needs in order to work:

Name	What it does	How long
`ezone_token`, `ezone_user`	Keep you signed in to Fixory, and remember your name, role and permissions for the screen	Until you sign out. Sign-ins expire after 8 hours (1 hour for the data-download screen)
`commercial_token`, `commercial_user`	The same, for our own team’s admin system (Commercial Control)	Until sign-out, or after 8 hours
`ezone_recent_customers`	Remembers up to 5 customers recently looked up on that device, to save typing	Until you sign out or your sign-in expires
`fixory_terms_later_…`	Remembers that you chose “Not now” when asked to accept new Fixory Terms, so you’re asked again at your next sign-in rather than on every screen	Until you close the browser (session storage)

These are strictly necessary for a service you’ve asked for, so they don’t need consent under PECR. We tell you about them here.

Our website (fixory.co.uk) doesn’t use cookies or similar technologies, and doesn’t store anything about visitors, so there’s no consent banner. If you fill in its “Request access” or “Book a demo” form, what you type is sent to us as sections 4 to 8 describe.

13. How we protect your data

The measures in Fixory include:

passwords stored only in a scrambled (hashed) form;
new passwords checked against a public list of passwords exposed in other companies’ data breaches (Have I Been Pwned’s “Pwned Passwords”). Only the first 5 characters of a scrambled form of the password are sent, never the password itself, and nothing about you;
one-use, time-limited links to set passwords;
limits on repeated sign-in attempts;
sign-ins that expire;
role-based permissions;
each shop’s data kept separate from other shops’;
records of changes;
encrypted backups.

No system is completely secure. If a personal data breach is likely to put you at high risk, we’ll tell you without undue delay, as the law requires.

14. Changes to this notice

We’ll update this notice when our use of personal data changes. The date at the top shows when it last changed. If a change significantly affects you, we’ll tell you by email or in Fixory before it takes effect.