Privacy Policy
Last updated: November 5, 2026
FAXcrm ("we", "us") is operated by FAXcrm LLC. This policy explains what we collect when a business ("Customer") subscribes to FAXcrm at faxcrm.com, how we use it, and the choices people have.
Who is responsible for what
- Customer account data (who signed up, billing, users): we decide how it is used.
- Data a Customer puts into its portal (its merchants' names, emails, phone numbers, bank statements, applications, offers): the Customer controls it. We process it only to run the service for that Customer. Merchants with questions about their information should contact the business that sent them the offer.
What we collect
| What | Examples | Where it comes from |
|---|---|---|
| Account information | Company name, owner name, work email, users' names and emails, password (stored hashed) | The Customer at signup and in the portal |
| Billing information | Plan, number of users, payment status | Stripe. We never see or store full card numbers |
| Gmail data | Emails the Customer's users send through the portal; their inbox and sent mail shown in the portal; labels used to file portal alerts | Google, only after each user connects their own Gmail |
| Merchant data | Merchant contact details, uploaded bank statements, completed applications (which may include Social Security numbers, dates of birth and bank details), offers and notes | Uploaded by the Customer or by the merchant on an offer page |
| Usage and tracking data | When an offer email is opened or an offer page is viewed, browser type, IP address, session cookie | Automatically, to show the Customer whether an offer was seen |
How we use it
- To run each Customer's portal: send offers from the user's own Gmail, show replies, track opens and views, store files and build offers.
- To bill the Customer and keep the account active.
- To keep the service secure, fix problems and respond to support requests.
- We do not sell personal information, use it for advertising, or use Gmail or merchant data to train AI models.
Google user data (Gmail)
FAXcrm's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
- We request
gmail.send,gmail.modifyand the user's email address only to send offers from the user's own address, show their inbox and sent mail in the portal, let them manage that mail, and file portal alerts into their own Gmail labels. - Gmail data is used only to provide these features to that user and their company.
- People do not read Gmail data, except with the user's permission for support, when needed for security, or for legal reasons.
- Gmail data is never transferred to others except to run these features, to comply with law, or as part of a merger or sale with the same protections.
- A user can disconnect Gmail at any time in Settings or at Google Account permissions.
Who we share it with
| Service provider | Purpose |
|---|---|
| Render (United States) | Hosting each Customer's private portal and its database |
| Stripe | Payments and billing |
| Gmail sending and reading, at the user's request | |
| The Customer's own form provider (for example DocuSeal or Jotform) | Application forms the Customer chooses to use |
We may also share information to comply with law or a valid legal request, or to protect our rights and users.
How we keep it separate and secure
- Every Customer gets its own private copy of the portal with its own database. No Customer can see another's data.
- Connections use HTTPS. Passwords are stored hashed. Access to production systems is limited to the people who run the service.
- No system is perfectly secure. If a breach affects a Customer's data, we will notify that Customer within 72 hours of confirming it, and anyone else as the law requires.
How long we keep it
- While the subscription is active, data stays in the Customer's portal until the Customer deletes it.
- After cancellation, the portal is locked and data is kept for 30 days so the Customer can return or export it (Settings → Your data), then deleted. A Customer may ask us to delete it sooner.
- Billing records are kept as tax and accounting law requires.
Your choices and rights
Customers can view, export, correct or delete their data, and disconnect Gmail, at any time. Depending on where you live (for example California), you may have rights to know, delete or correct personal information. Contact support@faxcrm.com. Merchants should contact the business that sent their offer, and we will help that business respond.
Children
FAXcrm is for businesses and is not meant for anyone under 18.
Changes
We will post changes here and update the date above. For significant changes we will email Customers' account owners first.
Contact
FAXcrm LLC, 816 Avenue T, Brooklyn, NY 11223, support@faxcrm.com