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What to look for in a fax app
Search for a fax app and you will find dozens of options with similar screenshots and very different fine print. Some keep your documents on servers you know nothing about, some charge per page in ways that are hard to predict, and some cannot give you a Canadian number at all. This faxapp.ca checklist covers the points that matter for Canadian individuals and organisations, so you can compare services on facts rather than marketing.
Get Started Now1. Fax numbers that suit Canada
Check whether the service offers local numbers in your area code and toll-free numbers, and whether it can port an existing number if you have one. Not every service does all three. FaxToFax.com, the service faxapp.ca recommends, offers local and toll-free numbers in Canada, the United States, Puerto Rico and the U.S. Virgin Islands. Porting is not available yet, so if keeping an old number is essential, factor that in.
2. Security you can actually verify
Look for specific claims rather than vague promises. Useful questions to ask any provider:
- Are documents encrypted in transit and at rest? (FaxToFax uses TLS 1.2 or higher in transit and encrypts stored documents.)
- Are received faxes emailed to you? Emailed copies spread sensitive pages across mail servers and devices. FaxToFax keeps them in a private, encrypted browser inbox and never emails them.
- How do you sign in? Look for two-step verification and automatic sign-out after inactivity.
- Is there an audit log showing who viewed, downloaded or sent each document?
3. Fit with Canadian privacy rules
Many Canadian organisations fall under PIPEDA, and in Ontario, health information custodians must follow PHIPA. Other provinces have their own health privacy laws. A fax service should be built to support these obligations, and it should be clear about what it does and does not do. FaxToFax builds its safeguards for PIPEDA and PHIPA, among others, and offers retention controls with automatic purging. Remember that your own policies and staff practices are still part of compliance.
4. Proof of delivery and sending tools
- Clear status for every fax, such as Delivered, In progress or Failed.
- A time-stamped delivery receipt you can keep with your records.
- Whether failed faxes still count against your pages (with FaxToFax, they do not).
- Cover pages with your logo, and reusable templates.
- Sending to multiple recipients at once and scheduling for later. FaxToFax allows up to 50 recipients per fax and scheduling up to 90 days ahead.
5. Pricing you can predict
Compare the monthly page allowance, whether received pages count, the overage rate and how international pages are charged. With FaxToFax, the Personal plan is $4.99 for the first month then $18.99 a month for 200 pages (sent and received), with $0.10 per extra page. Business is $14.99 for the first month then $39.99 a month for 500 pages and five users. Pages to the US, Canada or the UK count as one page; pricier destinations use more. Also check the cancellation terms: FaxToFax lets you cancel online any time, and payments are non-refundable except where law requires.
Finally, be honest about features you might expect but do not need. FaxToFax has no mobile app, email-to-fax or API; it runs in any modern browser instead. If one of those is a hard requirement, you will want to know before you sign up, not after.
What to Look for in a Fax App: questions
Do I need a fax app with a Canadian number?
If you mainly deal with Canadian offices, a local or toll-free Canadian number is easier for them to recognise and fax back to. FaxToFax offers both.
Should a fax app email me my faxes?
It is convenient, but it means sensitive documents sit in email. A private encrypted inbox, which FaxToFax uses, keeps them in one controlled place.
Is a free fax app good enough?
Free tools often limit pages, add branding or are unclear about data handling. FaxToFax has no free plan, but the first month of Personal is $4.99 and you can cancel online.
What should I ask about privacy?
Ask where documents are stored, how they are encrypted, who can access them, whether there is an audit log and how long documents are kept before deletion.
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