Last updated 15 August 2026
What we collect
Information you give us
- Account details — name, email, and if you sign in with Apple or Google, the identifier they return. You can send your first fax without an account at all.
- Phone number — if you verify one to unlock free pages.
- Sender identity — the name, business name and callback number that appear on your cover pages and in the legally required fax header.
- Contacts you create in FaxProof. If you import from your device address book, only the entries you choose are copied to us.
- Regulatory documents — where a country requires proof of identity or address to issue a fax number.
Information created by using the service
- Transmission metadata — destination number, page count, duration, result code, timestamps and the remote machine's identifier. This is what a delivery receipt is made of.
- Device and diagnostic data — app version, OS version, device model, crash reports.
- Billing identifiers — store transaction identifiers via RevenueCat. We do not store full card numbers.
We do not sell personal information, and we do not use your data to train machine learning models.
Your fax documents
Documents you send and receive are the most sensitive thing we hold, and they get the strictest handling.
- Encrypted in transit with TLS 1.2 or higher, and at rest with AES-256.
- Accessible to you, and to anyone you've explicitly added to a team.
- Never used for advertising, analytics, profiling or model training.
- Read by our staff only when you ask us to investigate a specific fax, and every such access is written to an audit record.
No-retention mode. Turn it on in Settings and we delete the document bytes from our servers as soon as delivery is confirmed, keeping only the receipt metadata. Nothing to breach, nothing to subpoena, nothing to hand over.
How we use it
- To transmit and receive your faxes and produce delivery receipts
- To provision, port and maintain fax numbers
- To bill you correctly, and to refund you automatically when a send fails
- To answer your support requests
- To detect fraud and abuse, and to comply with telecom regulations
Who we share it with
We use a small number of processors, each under contract and each limited to what they need:
- Telnyx — fax transmission and number provisioning. Receives the document and the destination number. Telnyx can sign a BAA.
- CloudConvert — converts Office files to fax format on Free, Page pack, and Premium. Receives only files that need converting. Business documents are never sent to CloudConvert.
- Self-hosted LibreOffice — Office conversion for Business, on BAA-covered infrastructure. If that converter is unavailable we reject the file and ask you to export a PDF.
- Supabase — encrypted database and file storage. Data at rest is AES-256.
- Apple, Google and RevenueCat — payment processing, entitlements and push notifications. We never see your card details.
- Firebase Crashlytics — mobile crash reports if you have not opted out at OS level.
Beyond that we disclose information only when legally compelled, and we'll tell you unless prohibited from doing so.
How long we keep it
- Documents — for the retention period you choose: 30 days, 90 days, one year, indefinitely, or not at all.
- Receipts and transmission metadata — while your account is open, since they are the proof the service exists to provide.
- HIPAA audit records — six years, as the law requires, even after the underlying fax is deleted.
- Billing records — as tax law requires.
Your rights and controls
Depending on where you live you may have rights to access, correct, delete or port your data, and to object to certain processing. In the app you can exercise most of these directly:
- Export — Settings → Export My Data produces a zip with every fax as a PDF, all receipts, your contacts as a .vcf and a CSV of your history.
- Delete — Settings → Delete Account purges your faxes, receipts, contacts and numbers.
- Retention — Settings → Keep Faxes For.
Deleting your account does not cancel your App Store or Google Play subscription. Apple and Google control that billing relationship and we cannot cancel it for you. Cancel the subscription first, then delete the account.
Security
TLS 1.2+ in transit, AES-256 at rest, encrypted T.38 signalling and media, optional Face ID or PIN on the app, optional two-factor authentication on your account, and row-level isolation so no account can read another's data. Report a vulnerability to security@faxproof.com.
Children
FaxProof is not directed at children under 13, and we do not knowingly collect information from anyone under 16.
Changes
If we change this policy materially we'll notify you in the app before it takes effect. Questions: hello@faxproof.com.
