Privacy Policy

1. No Account Required (Citizens)

• Citizens can use Fixly without creating an account.
• We do not require registration to submit a report.

1b. City Admin Accounts

To manage a city workspace, an authorised representative of a municipality or organisation must create an admin account. When creating an account and setting up the workspace, we collect:

a. Account information

• Full name of the admin
• Work email address (used as login and for service communications)
• Password (stored only as a salted hash — we never see the plain value)

b. Workspace information

• City or organisation name
• Country
• City size band (micro, small, mid, large) — used for plan sizing and analytics
• Service area (selected city boundary)

c. Operational data

• Team member invites (email addresses) you send from your workspace
• Notification preferences (browser push, email digests)
• Status changes, assignments and notes you make on reports
• Sign-in timestamps, IP address and user agent (for security and audit logs)

We use this information to provide the dashboard, secure your workspace, send transactional emails (invites, password resets, alerts), and bill the relevant plan. Admin account data is governed by this policy and by any agreement between Fixly and your municipality.

Admins can update their profile, change their password, and request deletion of their personal account at any time by emailing support@fixly.solutions. Workspace-level deletion is described in section 14 below.

2. Information We Collect

When a report is submitted, we may collect:

a. Report information

• Photo(s) taken by the user
• Description or comments (optional)
• Type/category of the issue

b. Location data

• GPS location of the report (latitude/longitude)

This information is necessary to allow municipalities to identify and resolve issues.

3. Information We Do NOT Collect

For citizens reporting issues, we do not require:

• User accounts
• Passwords
• Personal profiles

For city admins, we only collect the account and workspace data listed in section 1b. We do not request payment card details, government IDs, or any biometric data.

We do not intentionally collect personally identifiable information unless it is voluntarily included in a report (e.g., written in a comment).

4. How We Use Information

We use collected data to:

• Send reports to the relevant municipality
• Display issues in the Fixly dashboard
• Allow city teams to manage and resolve issues
• Improve the platform and service

5. Data Sharing

Report data is shared with:

• The municipality responsible for the reported location

We do not sell personal data.

We may share data with:

• Service providers (hosting, infrastructure, email services)
• Authorities when required by law

6. Municipal Role (Important)

When Fixly is used by a municipality:

• The municipality is the data controller
• Fixly acts as a data processor

This means the municipality determines how report data is used.

7. Data Storage & Security

We implement appropriate technical and organizational measures to protect data, including:

• Secure cloud infrastructure
• Access controls
• Data protection practices

However, no system is completely secure.

8. Data Retention

Report data is retained as needed to:

• Support municipal operations
• Maintain service functionality
• Comply with legal obligations

Retention policies may vary depending on the municipality.

9. Location Data

Location data is essential for Fixly to function.

By submitting a report, users agree to the collection of location data to identify the issue location.

10. User Rights

Depending on your jurisdiction, you may have rights to:

• Access your data
• Request deletion or correction

Requests should be directed to the relevant municipality or to:

Email: report@fixly.solutions

11. Cookies & Tracking

We may use limited cookies or similar technologies to:

• Improve performance
• Maintain application functionality

12. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted with a revised effective date.

13. Contact

For any questions:

Email: contact@fixly.solutions

Website: https://fixly.solutions

14. Workspace Deactivation & Deletion

Municipalities using Fixly can manage the lifecycle of their workspace at any time from their dashboard's Settings page.

a. Deactivation

• An admin can temporarily deactivate the workspace.
• While inactive, citizens cannot submit new reports for that city.
• All existing data, users, and history are preserved.
• The workspace can be reactivated at any time by an admin.

b. Permanent deletion (14-day grace period)

• An admin can request permanent deletion of the workspace, which must be confirmed by typing the city name.
• Once requested, the workspace enters a 14-day grace period during which citizen reporting is disabled.
• After 14 days, all associated data — including reports, photos, alerts, users, and audit history — is permanently deleted from production systems.
• During the grace period, you may contact support@fixly.solutions to cancel the deletion request.
• We may retain limited records (e.g., billing or legal compliance data) where required by law, in anonymised or aggregated form where possible.

Backups containing deleted data are rotated out within a reasonable operational window after the deletion date.

15. Important Notice

Users should avoid including personal or sensitive information in report descriptions or images.