Your data

Last updated July 20, 2026. Plain language, and written to be accurate about what the product actually does today, not what it aspires to.

The short version. You enter the facts of a workplace situation; FairFile turns them into a document. Your documents and the employee timeline behind them are stored privately to your account, never shared with other customers. We do not sell your data and we do not use your HR content to train models. To generate a document, the facts you enter are sent to an AI provider that does not train on them and deletes them shortly after. You can ask us to delete everything at any time.

What you give us, and why

FairFile only works from what you type: an employee's name and role, the company and state, and the specific facts of the situation. That is the information a real document needs. We ask you not to enter more personal detail than the document requires.

Separately, we hold the account and billing details needed to run your subscription, handled by our payment processor (Stripe). We never see or store full card numbers.

How a document is generated

This is the part most tools do not spell out, so we will. When you generate a document, the facts you entered are sent to a third-party AI provider (currently OpenAI) through its business API, which drafts the text. Two things about that provider matter, and both are its stated policy:

It does not use data sent through its API to train or improve its models.
It retains API inputs only briefly (up to 30 days, for abuse monitoring) and then deletes them, unless the law requires otherwise.

State-law citations are applied by FairFile from its own reviewed dataset after the draft comes back, so the legal references you see trace to that dataset, not to anything the AI invented.

Where your data lives

The documents you generate and the per-employee timeline behind them are stored on our infrastructure (Cloudflare), scoped to your account. The storage keys are namespaced by customer, so one customer's employee records are never visible to another. Access on our side is limited to what is needed to run and support the service.

What we never do

Sell your data, or share it with anyone beyond the processors named here that are needed to run the service.
Use your employee-relations content to train shared or in-house models.
Put employee names or the narrative you type into our product analytics. Usage analytics record only a fixed list of feature and funnel labels (which screen, which document type, whether a paywall was hit); the incident text and employee names are never among them, by design.
Auto-renew without clear notice, or hide the cancel button.

The free preview

Writing a document on the free preview runs the same generation path as a paid document, which means the facts you enter are sent to the AI provider described above to produce the draft. The preview is watermarked and export is gated; nothing about the preview is sold or used to train anything.

Retention and deletion

You own the facts you enter and the documents you generate, and you can ask for a copy or for deletion of everything tied to your account at any time. Email hello@fairfilehr.com and we will act on it. Closing your account removes your stored documents and case timelines.

Where this is still early

FairFile is a young product, and we would rather tell you that than imply guarantees we cannot yet stand behind. We do not hold a formal security certification (such as SOC 2) today. The isolation described above is real and enforced in code, but if your organization requires a signed data processing agreement, an audit, or a zero-retention arrangement with the AI provider before you can use a tool like this, email us and we will tell you honestly where we are.

Contact

hello@fairfilehr.com · FairFile HR, 433 Central Ave, Suite 400, St. Petersburg, FL 33701