Effective Date: August 2, 2026
Last Updated: September 27, 2026
This Privacy Policy explains how VaraFix Inc., a Florida corporation located at Boca Raton, Florida 33432 ("VaraFix," "we," "us," or "our"), collects, uses, discloses, and protects information in connection with the VaraFix platform.
VaraFix is a business-to-business service for collision repair facilities. It is not directed to consumers or to the general public.
Understanding this distinction matters, because different rules apply to each.
Information about the repair facility that subscribes to VaraFix and the people who use it — business name, address, contact details, user names and email addresses, billing information, and how the Service is used. We act as the controller of this information.
Collision repair estimates may contain personal information about third parties who are not our customers, most commonly the vehicle owner. This can include names, addresses, telephone numbers, insurance claim numbers, policy references, and other identifying information.
VaraFix does not need vehicle-owner identifying information to perform an estimate review. Our processing is designed to focus on the repair-related information necessary to provide the Service, such as vehicle information, estimate line items, repair operations, parts, labor, refinish information, and other repair-related data.
Vehicle-owner identifying information contained in an uploaded estimate is not extracted or retained as part of VaraFix's estimate-review data. We do not use vehicle-owner identifying information for advertising, profiling, marketing, or unrelated business purposes.
To the extent personal information is temporarily present within a document during processing, VaraFix processes that information solely on our customer's behalf and at their direction for the purpose of delivering the Service. With respect to such information, our customer is the controller and VaraFix acts as a processor (or "service provider" under California law).
If you are a vehicle owner whose information may appear in an estimate uploaded by a repair facility, the repair facility holding your file is the party responsible for that information. Please contact them directly. We will assist them in responding to your request where appropriate. See Section 10.
Account and business information — business name, repair facility address or addresses, contact name, email address, telephone number, job title, and labor rate configuration.
User information — for each person invited to the account: name, email address, role, and location assignments.
Billing information — billing contact and address. Payment card details are collected and stored by Stripe, Inc., not by us. We receive only a payment token, the card brand, the last four digits, and the expiration date.
Uploaded documents — collision repair estimates and related documents you submit for review. VaraFix processes the repair-related information necessary to perform the estimate review, including vehicle information, estimate line items, repair operations, parts, labor, refinish information, and other repair-related data.
Vehicle-owner identifying information — although uploaded estimates may contain information such as a vehicle owner's name, address, telephone number, insurance policy information, or claim information, VaraFix does not need this information to perform an estimate review. Vehicle-owner identifying information is not extracted or retained as part of VaraFix's estimate-review data.
Questions and communications — questions submitted to Ask VaraFix, support requests, and other correspondence.
Usage data — pages viewed, features used, number of reviews and questions submitted, timestamps, and actions taken within the Service.
Technical data — IP address, browser type and version, operating system, device type, and referring page.
Authentication data — login timestamps, session information, and security events.
We do not knowingly collect information from anyone under 18. We do not sell personal information. We do not use tracking technologies to build advertising profiles or serve targeted advertising.
We do not retain vehicle-owner identifying information as part of VaraFix's estimate-review data. Information such as a vehicle owner's name, address, telephone number, policy number, or claim number is not needed for VaraFix to identify missed repair operations and is not retained for that purpose.
We use information to:
We do not sell personal information, and we do not share personal information for cross-context behavioral advertising.
Please read this section carefully.
VaraFix uses artificial intelligence to assist in reading uploaded documents and to answer questions submitted through Ask VaraFix. To provide these features, repair-related information from uploaded documents and the text of submitted questions may be transmitted to our AI provider, Anthropic, PBC, for processing.
VaraFix does not require vehicle-owner identifying information to perform estimate-review analysis, and such information is not retained as part of VaraFix's estimate-review data.
We use Anthropic's commercial API under terms that provide that customer inputs and outputs are not used to train Anthropic's models.
Findings generated by artificial intelligence are recommendations for your review. They are not verified conclusions and should be independently confirmed before you rely on them.
We use the following providers to deliver the Service. Each receives only the information necessary to perform its function, and each is bound by contractual obligations regarding confidentiality and security.
| Provider | Purpose | Information involved |
|---|---|---|
| Supabase, Inc. | Database, authentication, file storage, backend functions | Account data, user data, uploaded documents during processing, estimate-review data, and results |
| Vercel, Inc. | Application hosting and delivery | Technical and usage data |
| Anthropic, PBC | AI processing of documents and questions | Repair-related document information necessary for processing and question text |
| Stripe, Inc. | Payment processing and subscription billing | Billing contact, payment method, transaction records |
| Resend | Transactional email delivery | Recipient email address, message contents |
| Webflow, Inc. | Marketing website hosting | Website visitor technical data, form submissions |
This list is current as of the effective date and may change. We will update this Policy when it does.
We disclose information only as follows:
a. To service providers, as described in Section 6, to deliver the Service.
b. Within your organization. Users on your account may see information belonging to the locations they are assigned to. Owners and administrators may see information across your entire organization. You control who is invited and what they can access.
c. For legal reasons. When required by law, subpoena, court order, or other legal process, or where we reasonably believe disclosure is necessary to protect rights, safety, or property, investigate fraud, or enforce our Terms.
d. In a business transaction. In connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to the acquirer honoring this Policy or providing notice of any change.
e. With your direction or consent.
We do not sell personal information. We do not rent, trade, or share personal information with third parties for their own marketing purposes.
Account and business information is retained for as long as your account exists.
Estimate-review data and results may be retained for as long as your account exists, including after cancellation, so customers can retain read-only access to their review history and findings when supplements or other questions arise later.
Uploaded estimates are processed for the purpose of performing the review. Vehicle-owner identifying information contained within an estimate is not needed for VaraFix's estimate analysis and is not extracted or retained as part of VaraFix's estimate-review data.
This includes information such as a vehicle owner's name, address, telephone number, insurance policy information, claim information, or similar information that directly identifies the vehicle owner.
VaraFix may retain repair-related information necessary to maintain the customer's review history, including vehicle information, estimate line items, repair operations, parts, labor, refinish information, findings, references, and other repair-related results generated through the Service.
Billing records are retained as required by tax and accounting obligations, generally seven years.
Usage and technical logs are retained for a limited period for security and diagnostic purposes.
You may request deletion of your account and its contents. See Section 10. Certain records may be retained where required by law or for legitimate business purposes such as fraud prevention and financial recordkeeping.
We maintain administrative, technical, and physical safeguards designed to protect information, including encryption in transit and at rest, role-based access controls, location-scoped permissions, and audit logging.
Payment card data is handled entirely by Stripe, a PCI-DSS Level 1 certified provider. We never receive or store full card numbers.
No method of transmission or storage is completely secure. We cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your credentials and for promptly removing access for users who leave your organization.
If we become aware of a breach affecting your information, we will notify you as required by applicable law.
You may access and update most account information directly within the Service. For anything not editable in the Service, contact support@varafix.com.
You may request deletion of your account and its contents by contacting support@varafix.com. We will respond within the time required by applicable law. Certain records may be retained where required by law.
If you are a California resident, you have the right to know what personal information we collect and how it is used, to request deletion or correction, to opt out of sale or sharing, and not to be discriminated against for exercising these rights.
We do not sell personal information and we do not share it for cross-context behavioral advertising.
To exercise these rights, contact support@varafix.com. We will verify your identity before responding.
If applicable to you, you may have rights of access, rectification, erasure, restriction, portability, and objection under the GDPR or UK GDPR. Contact support@varafix.com.
VaraFix is operated from the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States.
Collision repair estimates may contain information identifying a vehicle owner or another third party. VaraFix does not require this information to perform an estimate review, and vehicle-owner identifying information is not extracted or retained as part of VaraFix's estimate-review data.
The repair facility that holds the underlying customer file remains responsible for that information. If you are a vehicle owner with questions about information contained in a repair estimate, please contact the repair facility directly.
If you contact VaraFix regarding information associated with a repair facility's customer file, we may refer you to that repair facility and assist them where appropriate.
Transactional emails — account confirmations, invitations, billing notices, and service notifications — are part of the Service and cannot be disabled while your account is active. If we send optional communications, each will include an unsubscribe link.
Our marketing website and the Service use cookies and similar technologies that are necessary to operate them, including maintaining login sessions, remembering preferences, and securing the Service.
We do not use advertising cookies or third-party tracking for advertising purposes. Most browsers allow you to control cookies, but disabling them may prevent the Service from functioning.
The Service is not directed to individuals under 18 and we do not knowingly collect their information. If we learn we have collected such information, we will delete it. Contact support@varafix.com if you believe this has occurred.
We may update this Policy. Material changes will be communicated by email or by notice within the Service before taking effect. The "Last Updated" date above reflects the most recent revision. Continued use after a change takes effect constitutes acceptance.
VaraFix Inc.
235 S Dixie Hwy
Coral Gables, Florida 33133
Privacy and support: support@varafix.com
Sales and organizations: sales@varafix.com