Privacy Policy

Effective date: Mar 1, 2022 Last updated: Oct 23, 2026

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Wild Moon Corp, doing business as DepositFix ("DepositFix", "we", "us", "our"), provides a payments, invoicing and billing platform that connects to CRM, accounting and payment gateway services. This Privacy Policy explains what personal information we collect, how we use and share it, and the choices you have.

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This policy applies to:

- our website at depositfix.com and its subdomains (the "Site");
- the DepositFix web application, hosted payment pages, checkout forms, customer billing portal and APIs (the "Service");
- email, SMS and other communications we send

If you do not agree with this policy, please do not use the Site or the Service.

1. Who we are and our role

Depending on how you interact with us, we act in one of two roles.

As a business ("controller"). When you visit the Site, create a DepositFix account, contact support or receive marketing from us, we decide how your personal information is used and we are responsible for it under this policy.

As a service provider ("processor"). When a business that uses DepositFix (a "Merchant") sends you an invoice, a payment link or a checkout form, or stores your details in its billing portal, we process your information on that Merchant's behalf and on its instructions. The Merchant is responsible for how it collects and uses your data. If you are a Merchant's customer, please direct privacy questions to that Merchant first. We will help them respond.

2. Information we collect

2.1 Information you give us

Account information: name, work email, phone number, company name, job title, password, and profile settings.
Billing and subscription information: billing contact, billing address, tax identifiers, and payment method details for your DepositFix subscription. Payment card numbers are collected directly by our payment processor and are never stored on our servers.
Payment gateway and integration credentials: API keys and OAuth tokens you authorize us to use for Stripe, PayPal, Authorize.net, CardConnect, HubSpot, QuickBooks, Zapier, Monday and other connected services. These are stored encrypted.
Merchant customer data: names, email addresses, phone numbers, billing and shipping addresses, company names, invoice line items, amounts, due dates, notes and payment status that Merchants upload, sync from their CRM or enter into the Service.
Payer information: when you pay an invoice or complete a checkout form, we collect the name, email, phone number, billing address and any custom fields the Merchant has added to the form. Card numbers, CVC codes and expiration dates are entered into fields hosted by the payment gateway and are sent directly to that gateway. DepositFix receives only a payment token, the last four digits, card brand and expiration month and year. For ACH payments, bank account details are handled the same way by the gateway.
Communications: messages you send to support, survey responses, and feedback.
SMS opt-in: your phone number and your consent record when you opt in to receive text messages from us or from a Merchant through the Service.

2.2 Information collected automatically

Usage data: pages viewed, features used, actions taken in the Service, timestamps, referring URLs and error reports.
Device and connection data: IP address, browser type and version, operating system, device identifiers, language and time zone.
Cookies and similar technologies: see Section 8.

2.3 Information from third parties

Connected services: contact, company, deal, product, invoice and payment records synced from HubSpot, QuickBooks, Monday, Zapier or other integrations the Merchant authorizes.
Payment gateways: transaction status, payout data, dispute and refund events, and limited payment method data from Stripe, PayPal, Authorize.net, CardConnect or other gateways.
Business and marketing partners: lead information from referral partners, resellers, ISOs, banks and associations, and public business data used to verify accounts.

3. How we use information

We use personal information to:

provide, operate and maintain the Site and the Service;
create and manage accounts, authenticate users and enforce permissions;
process payments, send invoices, payment links, receipts, reminders and payment confirmations on behalf of Merchants;
sync data between the Service and the CRM, accounting and gateway systems a Merchant connects;
calculate taxes, surcharges, discounts and currency conversions;
bill Merchants for their DepositFix subscription;
provide customer support and respond to requests;
send service announcements, security alerts and administrative messages;
send marketing communications about DepositFix products, where permitted by law and subject to your right to opt out;
monitor, analyze and improve performance, reliability and usability of the Service;
detect, prevent and investigate fraud, abuse, security incidents and violations of our Terms of Service;
comply with legal obligations, including tax, accounting and anti-money-laundering requirements;
establish, exercise or defend legal claims.

We do not sell personal information. We do not use Merchant customer data or payer data for advertising.

4. Legal bases (EEA, UK and Switzerland)

Where the GDPR or UK GDPR applies, we rely on the following legal bases:

Performance of a contract: to provide the Service to Merchants and to process payments you initiate.
Legitimate interests: to secure and improve the Service, prevent fraud, communicate with business contacts and run our business. We balance these interests against your rights.
Consent: for marketing emails, SMS messages and non-essential cookies, where consent is required. You may withdraw consent at any time.
Legal obligation: to keep financial records and respond to lawful requests.

5. How we share information

We share personal information only as described below.

Merchants. Payer information you submit through a Merchant's invoice, payment link or form is shared with that Merchant. The Merchant may also see it in its connected CRM or accounting system.
Payment gateways and processors. Stripe, PayPal, Authorize.net, CardConnect and other gateways a Merchant selects receive the data needed to authorize, capture, refund and report on payments. Their privacy policies govern their handling of that data.
Connected platforms. When a Merchant connects HubSpot, QuickBooks, Monday, Zapier or another integration, we send and receive data as configured by that Merchant.
Service providers. Vendors that host and support the Service under contract, including Amazon Web Services (hosting, database and storage), Cloudflare (DNS and network security), Sentry (error monitoring), UptimeRobot (availability monitoring), email and SMS delivery providers, customer support tools, and analytics providers. They may use the data only to provide services to us.
Professional advisers. Lawyers, accountants, auditors and insurers where necessary.
Legal and safety. Courts, regulators, law enforcement or other parties when we believe disclosure is required by law, or is necessary to protect the rights, property or safety of DepositFix, our users or the public.
Business transfers. In connection with a merger, acquisition, financing, reorganization or sale of all or part of our business, personal information may be transferred to the successor, subject to this policy.
With your direction. When you ask us to share information or make it public.

Text messaging consent. All the above categories exclude text messaging originator opt-in data and consent. This information will not be shared with any third parties or affiliates for marketing or promotional purposes.

6. SMS and text messaging

If you opt in to receive text messages from DepositFix or from a Merchant using the Service, we may send transactional messages such as invoice notifications, payment links, payment confirmations and reminders. Message frequency varies by account activity. Message and data rates may apply.

You can opt out at any time by replying STOP to any message. Reply HELP for assistance or contact support@depositfix.com. Consent to receive text messages is not a condition of purchase.

7. Email marketing

We may send product news, tips and offers to business contacts and account holders. Every marketing email includes an unsubscribe link. Opting out of marketing does not stop service and transactional emails such as receipts, invoices and security notices.

8. Cookies and tracking technologies

We use cookies, pixels, local storage and similar technologies to:

keep you signed in and remember your preferences (strictly necessary);
measure traffic and usage with tools such as Google Analytics and Google Tag Manager (analytics);
understand how visitors use the Site with session analytics tools such as Hotjar and Microsoft Clarity (analytics);
measure the effectiveness of our advertising with tools such as the Meta (Facebook) Pixel (advertising);
power chat, forms and marketing on the Site through HubSpot tracking code (marketing).

Hosted payment pages and checkout forms use only the cookies needed to operate the form and prevent fraud.

You can control cookies through your browser settings and, where offered, through the cookie banner on the Site. Blocking strictly necessary cookies may prevent parts of the Service from working. We do not currently respond to browser "Do Not Track" signals. We honor Global Privacy Control signals where required by law.

9. Data retention

We keep personal information for as long as needed for the purposes described in this policy, unless a longer period is required by law.

Account and Merchant data: for the life of the account and for a reasonable period afterward to handle disputes, enforce agreements and meet legal obligations. Merchants can request deletion after cancellation.
Transaction and invoice records: at least seven years, to meet tax, accounting and financial regulations.
Payer data held on behalf of a Merchant: as instructed by the Merchant and for as long as the Merchant's account is active.
Support communications: up to three years after the matter is closed.
Marketing data: until you unsubscribe or ask us to delete it.
Logs and analytics: typically 12 to 24 months.

When data is no longer needed, we delete it or anonymize it.

10. Security

We use administrative, technical and physical safeguards appropriate to the sensitivity of the data. These include encryption in transit (TLS) and at rest, encryption of gateway keys and access tokens, network restrictions so that the database accepts connections only from the application, least-privilege access controls, logging and monitoring, vulnerability scanning before releases, and periodic third-party security testing.

Card numbers, CVC codes and bank account numbers are never sent to or stored on DepositFix servers. They are collected by PCI DSS compliant payment gateways using hosted fields and tokens.

No system is completely secure. If you believe your account or data has been compromised, contact us immediately at support@depositfix.com.

11. International data transfers

DepositFix is based in the United States and our servers are located in the United States. If you access the Service from outside the United States, your information will be transferred to, stored and processed in the United States and in other countries where our service providers operate.

Where we transfer personal information from the EEA, UK or Switzerland, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses and the UK International Data Transfer Addendum. You may request a copy by contacting us.

12. Your rights and choices

Depending on where you live, you may have the right to:

access the personal information we hold about you;
correct inaccurate or incomplete information;
delete your personal information;
receive a copy of your information in a portable format;
object to or restrict certain processing;
withdraw consent where processing is based on consent;
opt out of marketing communications;
lodge a complaint with a supervisory authority.

To exercise these rights, email support@depositfix.com with the subject line "Privacy Request". We will verify your identity before acting on the request and will respond within the time required by applicable law. We will not discriminate against you for exercising your rights.

If your request relates to data we hold on behalf of a Merchant, we will forward it to that Merchant and assist them in responding.

12.1 California residents

Under the California Consumer Privacy Act (CCPA, as amended by the CPRA), California residents have the right to know what personal information we collect, use and disclose, to request deletion and correction, and to opt out of "sales" or "sharing" of personal information. We do not sell personal information and do not share it for cross-context behavioral advertising, except to the extent that advertising cookies on the Site may be considered sharing. You can opt out through the cookie banner or by emailing support@depositfix.com. We do not knowingly collect personal information of consumers under 16. You may designate an authorized agent to make a request on your behalf.

In the last 12 months we collected the following categories of personal information: identifiers, commercial information, internet or network activity, geolocation inferred from IP address, and professional information. Sources, purposes and recipients are described in Sections 2, 3 and 5.

12.2 EEA, UK and Switzerland residents

You have the rights listed above under the GDPR and UK GDPR. You also have the right to complain to your local data protection authority. Our contact details are in Section 16.

12.3 Other US states

Residents of states with comprehensive privacy laws (including Virginia, Colorado, Connecticut, Utah, Texas, Oregon and others) may exercise the rights listed above. If we deny your request, you may appeal by replying to our response email with the subject line "Privacy Appeal".

13. Children

The Site and the Service are intended for businesses and are not directed to children under 18. We do not knowingly collect personal information from anyone under 18. If you believe a child has provided us with personal information, contact us and we will delete it.

14. Third-party links and services

The Site and the Service may link to or integrate with third-party websites and services, including payment gateways, CRMs and accounting software. This policy does not cover those third parties. Review their privacy policies before providing them with information.

15. Changes to this policy

We may update this policy from time to time. We will post the revised version on this page with a new "Last updated" date. If the changes are material, we will notify account holders by email or through the Service before they take effect. Continued use of the Site or the Service after the effective date means you accept the revised policy.

16. Contact us

Wild Moon Corp dba DepositFix: 3000 Custer Road, Suite 270-1575, Plano, TX 75075, United States

Email: support@depositfix.com Phone: (510) 633-3136

For privacy-specific inquiries, use the subject line "Privacy Request".

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