Privacy
What we collect to send your fax, who processes it, and how long we keep it.
What we collect
Your sign-in identity, receipt email, the documents you fax, the fax number, the recipient name and cover-page text you supply, the sender name and reply contact you choose (remembered for your next fax), payment references, and the delivery result the fax carrier reports. We use them only to prepare, send and confirm your fax. We never read your document with AI, change its contents, or use it for marketing.
Who processes your data
Our fax carrier, Sinch (or Telnyx as a backup), transmits faxes. When a fax finishes, we ask the carrier to delete its copy of the document; it keeps its own transmission records. Stripe processes payments and tax; our servers never receive card numbers. AWS provides hosting, encrypted storage and encrypted backups of account and fax records (backups never include documents). Firmary sign-in processes your account identity and permissions under its sign-in privacy notice. Resend sends delivery notices to your receipt email; they never include your document. The AI assistant you connect, such as ChatGPT or Claude, receives the results of the requests you make, including a small preview of the first page in the fax card. A file you attach in ChatGPT is also kept by OpenAI under its own policies. PostHog (US) receives the pseudonymous usage events described below.
Saved cards
If you choose to save your card at checkout, Stripe stores it. We keep only a Stripe customer reference for your account, and show the card's brand and last four digits on the review page. A saved card is charged only when you click Pay on a fax you reviewed. Remove it anytime with "Remove saved card" on the review page.
How long we keep it
Unpaid drafts: 24 hours. Documents of sent or undelivered faxes: 7 days after the fax finishes, so you can resend them. Delivery confirmations and fax history: 12 months, longer only when a fax is unresolved or the law requires it. Deleted records may remain in encrypted backups for up to 14 days. The carrier and Stripe keep their own records under their policies.
Sensitive documents
Faxes often carry tax and legal information, including taxpayer identification numbers. We store documents encrypted, access them only to send and preview your fax, and delete them on the schedule above. Don't fax medical records or other health information, full payment card numbers or passwords.
Security records and controls
Hourly account counters and daily limits prevent abuse and enforce cost limits; counters are removed after 48 hours. An audit log records each fax's status changes and who made them, without document contents or full fax numbers, for 12 months; monthly usage totals (faxes, pages, amounts) are kept for 24 months. Minimal process-error logs rotate within a 50 MB limit per container and never include documents or fax numbers. Pages that show a note about Firmary count how often each version of the note is seen and clicked, as a daily total per page and version kept by Firmary sign-in. The count contains no cookies, network addresses or anything else that identifies you. Your browser remembers which version it last showed, so the next one differs. Discard an unpaid draft or remove a saved card on the review page. Contact support to correct or delete account data and fax records we no longer need; a fax that has been delivered can't be recalled.
Usage analytics
Our server sends pseudonymous usage events to PostHog (US): which tool or step was used, such as preparing, adding a document to, paying for or canceling a fax; whether it worked and, if not, a short reason code, such as a refused file link or a declined card; how long it took; how many documents and pages it had; whether it was delivered and after how many attempts, or the kind of failure; and whether the AI assistant was ChatGPT, Claude or another. Server errors are reported the same way, as the kind of error and where in our code it happened, never its message. Events are keyed by a one-way code instead of your account and contain no names, email addresses, fax numbers, documents, file names, prices or network addresses. We use them only to understand and improve how our apps are used, not for advertising. These pages load no analytics scripts, advertising pixels or session replay.