Privacy Policy
FairFind is case management software for workplace investigators. It is operated by Chiedza Nziramasanga, an attorney and licensed private investigator in Washington State ("FairFind", "we", "us"). This policy explains what information FairFind handles, why, and the choices available to the firms and people who use it. Because FairFind holds confidential investigation materials on behalf of the firms that use it, we have written this policy to be read, not skimmed.
Who the data belongs to
Each firm that signs up gets its own workspace. The clients, investigations, interview records, documents, time entries, invoices and templates a firm puts into its workspace belong to that firm. FairFind processes that information only to provide the service to the firm, on the firm's instructions. The firm, not FairFind, decides what to collect from its own clients and witnesses and is responsible for having a lawful basis to do so.
What we collect
- Account information: name, email address, a password (stored only as a one-way hash), optional two-factor secrets and recovery codes (stored hashed), and the firm you belong to.
- Workspace content: everything a firm's members enter or upload: clients, matters, parties and witnesses, interview schedules, documents, email filed into a case, time entries, invoices, templates, writing samples and a logo.
- Connected accounts: if you connect Google or Microsoft 365, the access tokens that let FairFind act on your behalf; if your firm connects Zoom or an Anthropic API key, those credentials. All of these are encrypted before they are stored.
- Email forwarded to a case address: messages and attachments sent to a case's filing address are stored in that case's folder.
- Usage and audit records: who signed in and from which network address, what was changed, downloaded, exported or deleted, and how much AI drafting, email and storage a workspace used. Firms can see their own audit trail.
- Technical information: server logs with IP addresses and request details, kept for operations and security.
FairFind does not use advertising trackers and does not sell or rent personal information.
How we use it
- To run the service: sign you in, show your firm its cases, store its files, send the emails and calendar invitations you ask it to send, generate documents, and produce AI drafts you request.
- To keep the service secure: detect misuse, investigate problems, and maintain the audit trail.
- To bill firms for the service and to answer support requests.
- To improve FairFind, using aggregate usage figures that do not identify a firm's clients, witnesses or matters.
FairFind does not use any firm's workspace content to train artificial-intelligence models, and does not permit its providers to do so.
Google account data
When a user connects a Google account, FairFind asks only for the permissions it needs: to send email on the user's behalf, to create and manage events on the user's calendar, to create files in Google Drive for electronic-signature requests, and to read the user's email address so the connection can be labelled. FairFind uses this access only to carry out the actions the user initiates inside the app: sending scheduling emails, invoices, engagement packages, follow-ups and client updates; placing and removing calendar holds and invitations; and placing a retainer in Drive when asked. FairFind does not read or store the content of a user's Gmail mailbox through this connection, does not use Google data for advertising, and does not allow humans to read Google data except with the user's consent to resolve a support problem, for security purposes, or as required by law.
FairFind's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
A user can disconnect Google at any time from Settings → Integrations, which deletes the stored tokens, or revoke FairFind's access from their Google Account permissions page.
Microsoft 365 account data
When a user connects a Microsoft 365 account, FairFind asks for permission to send mail, read mail for filing into cases the user chooses, manage calendar events, and create files in OneDrive for case-folder mirroring when the firm turns that on. The same limits apply: FairFind acts only on the user's instructions inside the app, and the user can disconnect at any time from Settings → Integrations or from their Microsoft account's app permissions.
Artificial-intelligence drafting
When a user asks FairFind to draft interview questions, a witness statement or a report, the relevant case material is sent to Anthropic's Claude API to produce the draft, either through the firm's own API key or through FairFind's. Anthropic processes that material to return the draft and, under its API terms, does not use it to train its models. Every draft is marked for the investigator's review; FairFind never sends an AI draft to anyone outside the firm on its own.
Who else handles the data
- Render (United States, Oregon region) hosts the application, its database and its file storage.
- Anthropic provides the AI drafting model, as described above.
- Google, Microsoft and Zoom, only when a firm or user chooses to connect them.
- Stripe for subscription payments once paid plans begin; FairFind never stores card numbers.
Each provider is bound by its own terms to use the data only to provide its service. FairFind does not share workspace content with anyone else unless the firm instructs it to, or the law requires it.
Security
All traffic is encrypted in transit. Connected-account credentials are encrypted at rest with a key separate from the database. Each firm's data is isolated by database-level rules so that one firm's queries cannot return another firm's rows. Two-factor sign-in is available to every user and recommended. Owners can see an audit trail of sign-ins and sensitive actions. No system is perfectly secure; if FairFind learns of a breach affecting a firm's data, it will notify that firm's owners without undue delay.
Retention, export and deletion
A firm's data is kept for as long as its workspace exists. Owners can export everything, every record and every file, at any time from Settings → Plan and billing. An owner can also schedule the workspace for deletion; after a seven-day grace period during which the request can be cancelled, every file, record and stored credential belonging to the firm is permanently erased. Backups of the database are retained by the hosting provider for a limited period and then expire.
Your rights
People whose information appears in a firm's workspace, such as a firm's clients and witnesses, should direct requests about that information to the firm, which controls it; FairFind will help the firm respond. FairFind users can see and correct their own account details in the app and can ask us to delete their account by writing to hello@fairfind.app.
Children
FairFind is a professional tool and is not directed to anyone under 18.
Changes
If this policy changes in a material way, we will post the new version here with a new effective date and tell workspace owners by email before it takes effect.
Contact
Questions about privacy: hello@fairfind.app.