Privacy Policy

Hallix ("we," "us," or "our") provides bookkeeping software for fire departments. This Privacy Policy describes how we collect, use, store, and protect information when you visit our website, request a demo, or use the Hallix service.

Depending on how you interact with Hallix, we may collect the following types of information:

• Account information — name, email address, login credentials, and role or permission settings associated with your Hallix account.
• Department information— fire department name, address, organizational details, and related configuration used to operate your department's books.
• Bank transaction data — account balances, transaction history, and related financial metadata obtained through Plaid when your department connects a financial institution.
• Receipt images and uploaded documents — photos, scans, PDFs, and other files you or your team upload for bookkeeping, reconciliation, and reporting.
• OCR and AI processing data — text and fields extracted from receipts and documents, along with related processing metadata, to help categorize and match transactions.
• Phone numbers and SMS notifications — mobile phone numbers you provide and SMS delivery status when you enable text notifications in Hallix settings.
• Demo request submissions — information submitted through our public demo request form, such as your name, department name, phone number, email address, and any message you include.
• Usage and technical data — device, browser, and log information needed to operate, secure, and improve the service.

We use collected information to:

• Provide, maintain, and improve the Hallix service
• Authenticate users and enforce department permissions
• Import, display, categorize, and reconcile financial transactions
• Process receipts and documents using OCR and related automation
• Generate reports and bookkeeping workflows for your department
• Send transactional SMS notifications you have opted into
• Respond to demo requests and support inquiries
• Protect the security and integrity of our platform
• Comply with legal obligations and enforce our terms

We do not sell your personal information.

We use administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, or alteration. Access to department data is limited by role-based permissions within Hallix. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

We retain information for as long as needed to provide the service, support your department's bookkeeping records, meet legal or regulatory requirements, resolve disputes, and enforce our agreements. Retention periods may vary based on account status, department settings, and the type of data involved.

Hallix uses trusted third-party providers to operate the service. These providers process data on our behalf and only as needed to deliver their function. Examples include:

• Supabase — authentication, database, and application infrastructure
• Plaid — secure bank account connectivity and transaction data
• Twilio — delivery of transactional SMS notifications
• Resend — transactional email delivery
• OpenAI — OCR and document processing assistance

Each provider maintains its own privacy and security practices. Where applicable, we configure integrations to limit data sharing to what is necessary for the service.

• You may update certain account and department information within Hallix where your role permits.
• You may enable or disable SMS notifications in Hallix settings. You can also reply STOP to opt out of SMS messages as described in our SMS Messaging Policy.
• You may disconnect linked financial institutions through Hallix or your institution's connected-app settings, subject to bookkeeping and retention needs.
• You may contact us with questions or requests regarding your information.

Hallix is intended for use by fire departments and authorized personnel. It is not directed to children under 13, and we do not knowingly collect personal information from children.

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date above. Continued use of Hallix after changes become effective constitutes acceptance of the updated policy.

If you have questions about this Privacy Policy or our data practices, contact us at support@hallix.app.