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Privacy Policy

FixFile — powered by In A Jam Ltd

Last updated: October 2026

1.  Who we are

FixFile is a property management platform operated by In A Jam Ltd, a company registered in England and Wales under company number 14455058.

Registered address:

In A Jam Ltd 32 Lower Road Havant Hampshire PO9 3LJ

In A Jam Ltd is the data controller for the personal data described in this policy. Our ICO registration reference is ZB930462.

Our Data Protection Officer is Paul White, contactable at info@inajam.co.uk. Where this policy refers to “we”, “us” or “our”, it means In A Jam Ltd.

2.  What information we collect

When you use FixFile or visit fixfile.co.uk, we may collect:

  • Identity and contact data — your name, email address and phone number when you register or contact us
  • Property data — addresses, property details and related records you upload or enter
  • Service data — repair requests, job records, documents, photographs and communications created within the platform
  • Account data — login credentials, settings and subscription details
  • Location data — your device’s precise location, if you allow it in your phone settings, so a tenant, landlord or agent can see a tradesperson travelling to a job; and the property addresses you enter
  • Device data — device identifiers and push notification tokens, so we can send you job updates and alerts
  • Technical data — IP address, device and browser type, and how you use the platform
  • Cookie data — see our Cookie Policy

3.  Why we collect it, and our legal basis

Purpose Legal basis
Providing the FixFile service and managing your account Performance of a contract
Sending service updates, security notices and operational messages Legitimate interests — keeping you informed about a service you use
Improving and securing the platform, preventing fraud and misuse Legitimate interests — protecting our business and our users
Meeting legal and regulatory obligations Legal obligation
Sending marketing communications Consent, which you can withdraw at any time

Where we rely on legitimate interests, we have assessed that our interests do not override your rights. You can ask us for details of that assessment.

 

4.  Automated decision-making

We do not make decisions producing legal or similarly significant effects about you based solely on automated processing. Where the platform uses automated matching or triage to suggest tradespeople or categorise requests, a human remains responsible for the decision.

5.  Who we share your data with

We do not sell your data. We share it with:

  • Amazon Web Services — hosting and storage, acting as our processor
  • Google Firebase — push notifications and app messaging, acting as our processor
  • Google Maps Platform — displaying maps, addresses and live location in the app
  • Other suppliers — email, analytics, payment and support providers, acting as our processors
  • Letting agents, landlords, property managers and tradespeople connected to your account — where necessary to carry out or record a repair or service. Depending on the arrangement, these parties may act as independent controllers of the data they receive, in which case their own privacy policies apply to their use of it.
  • Professional advisers, insurers and regulators — where necessary
  • Law enforcement or regulatory bodies — where legally required
  • A buyer or successor — in the event of a sale, merger or restructuring of our business

All processors are bound by written contracts requiring them to handle your data securely and in line with UK GDPR.

6.  International transfers

Your data is stored on Amazon Web Services infrastructure located in Sweden (AWS eu-north-1, Stockholm), within the European Economic Area. Transfers from the UK to the EEA are permitted under the UK adequacy regulations for the EEA. Where any supplier processes data outside the UK or EEA, we ensure appropriate safeguards are in place, including the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. Google services used in the app may process data outside the UK and EEA under these safeguards. You can request a copy of these safeguards.

7.  How we keep your data secure

We use technical and organisational measures appropriate to the risk, including encryption in transit and at rest, access controls, and regular review of our security arrangements. No system is completely secure, but we take our obligations seriously and will notify you and the ICO of any breach where required.

8.  How long we keep your data

  • Repair records, compliance certificates and related property documentation are retained for a minimum of six years, reflecting statutory limitation periods and the evidential purpose of the record.
  • Account and contact data is retained while your account is open.
  • On account closure, we delete or anonymise your personal data within 90 days, except where the six-year retention above applies or where we are otherwise legally required to keep it.
  • Marketing data is deleted promptly on withdrawal of consent.
  • You can delete your account at any time in the app (Me → Delete account) or by following the steps at fixfile.co.uk/delete-account.

9.  Children

FixFile is not intended for use by anyone under 18, and we do not knowingly collect data from children. If you believe a child has provided us with personal data, contact us and we will delete it.

10.  Your rights

Under UK GDPR you have the right to:

  • Access the personal data we hold about you
  • Have inaccurate data corrected
  • Have your data erased, in certain circumstances
  • Object to or restrict our processing
  • Receive your data in a portable format
  • Withdraw consent where we rely on it
  • Not be subject to solely automated decision-making with legal or similarly significant effects

To exercise any of these rights, email info@inajam.co.uk. We will respond within one calendar month. Complex or numerous requests may take longer, and we will tell you if that applies.

11.  Complaints

If you are unhappy with how we have handled your data, contact us at info@inajam.co.uk. We will acknowledge your complaint promptly and respond within one calendar month.

You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

12.  Changes to this policy

We may update this policy from time to time. The current version is always on this page, with the date it was last updated. We will notify you of material changes.