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Privacy Policy

Last updated: October 11, 2026

MySubTracker (“we”, “our”, or “us”) is committed to protecting your privacy. This policy explains how we collect, use, and safeguard your information when you use MySubTracker.

Information We Collect

  • Account information: When you create a MySubTracker account, we collect your name, email address, company name, and billing information.
  • Contractor data: Information you enter about your contractors, including contact details, document metadata, and compliance records.
  • Uploaded documents: Files you upload to MySubTracker, such as W9s, insurance certificates, and licenses, which are stored encrypted on our servers.
  • Usage data: Information about how you use the service, including feature usage, login times, and browser type, to help us improve the product. On our marketing website, this is collected through Google Analytics (see Cookies below).

How We Use Your Information

  • To operate and provide the MySubTracker service, including document storage, expiration tracking, and automated reminders.
  • To communicate with you about your account, including billing, product updates, and security notices.
  • To improve the product by analyzing usage patterns and user feedback.
  • To comply with legal obligations and enforce our Terms of Service.

How We Share Your Information

  • We do not sell your personal information or your contractor data to third parties.
  • We share data with trusted service providers (such as AWS for hosting and Stripe for billing) only as necessary to operate the service, under strict confidentiality agreements.
  • We may disclose information if required to do so by law or in response to valid legal process.
  • In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction, and we will notify you before that occurs.

Data Security

  • All data is encrypted at rest using AES-256 and in transit using TLS 1.3.
  • MySubTracker is hosted on Amazon Web Services (AWS), which maintains SOC 2, ISO 27001, and other security certifications.
  • Access controls limit which team members can view, upload, or modify data.
  • We conduct regular security reviews and monitor for unauthorized access.

Data Retention

  • We retain your account and company data for as long as your account is active, or as needed to provide the service.
  • Deleting your account: when you delete your personal account, we remove your login, profile, security settings (including MFA and passkeys), active sessions, and your membership in any companies. This happens immediately.
  • Deleting a company: when a company is deleted, it is archived and can be recovered for 6 months. After that, the company and all of its data, including contractor records and uploaded documents, are permanently deleted. A Super Administrator can also request immediate permanent deletion by contacting us.
  • Deleting a contractor, document, or request: these are removed from active systems when you delete them. Some removals are carried out by scheduled cleanup jobs rather than instantly.
  • Billing records: invoices, payment history, and related records are kept as long as needed for tax, accounting, and legal purposes, and are held by our payment processor, Stripe, under its own policies.
  • Audit logs: records of security and account activity (such as sign-ins and changes to settings) are kept for up to 12 months to help protect accounts and investigate problems.
  • Support: messages and attachments you send to our support team may be kept for as long as needed to resolve your request and to keep a record of the conversation.
  • Backups: our database backups are kept for up to 35 days, and deleted or replaced documents may remain in storage as a previous version for up to 90 days before they are permanently erased. Deleted information may therefore remain in backups for those periods. We do not restore deleted data from backups except to recover from a system failure.

Your Rights and Choices

  • Access and correction: you can view and update your profile and company information in your account settings.
  • Export: you may request an export of your data by contacting us.
  • Deletion: you can delete your account yourself from Account Settings. You will be asked to confirm your identity first. If you are the only administrator of a company, you must either name another administrator or delete the company before you can delete your account.
  • If you cannot sign in, or you would like us to delete information on your behalf, contact us through our Contact page at mysubtracker.com/contact. We may need to verify your identity before acting on a request, and we aim to respond within 45 days.
  • Some information may be kept after a deletion request where we are required or permitted to keep it, such as billing records, audit logs, and backups, as described under Data Retention.
  • California residents: depending on our size and the data we hold, you may have additional rights under the California Consumer Privacy Act, such as the right to know and the right to delete. Contact us to make a request.

Contractors and Uploaded Documents

  • MySubTracker lets companies collect documents and information from their contractors. Contractors usually upload through a secure link and do not have an account with us.
  • The company that requested the documents decides what to collect and how long to keep it. We process that information on the company's behalf to provide the service.
  • If you are a contractor and want to see, correct, or delete information you provided, please contact the company that requested it. If you are unable to reach them, contact us through our Contact page and we will help route your request.

Cookies

  • MySubTracker uses essential cookies to maintain your session and keep you logged in.
  • Our marketing website (mysubtracker.com) uses Google Analytics, a web analytics service provided by Google LLC. Google Analytics sets cookies (such as _ga) and collects information about your visit, including pages viewed, your approximate location, device and browser type, and your IP address, to help us understand how the website is used. This information is processed by Google under Google's Privacy Policy (policies.google.com/privacy).
  • We do not use this data for advertising, and we do not enable Google's advertising features or share it with third parties for advertising purposes.
  • If you visit from the European Economic Area, the United Kingdom, or Switzerland, we ask for your consent before Google Analytics sets cookies. Until you accept, Google Analytics does not set analytics cookies and receives only limited, cookie-free signals. You can change your choice at any time using the Cookie Preferences link in the footer of our website.
  • You can opt out of Google Analytics by installing the Google Analytics opt-out browser add-on (tools.google.com/dlpage/gaoptout), by choosing Decline in Cookie Preferences, or by blocking or deleting cookies in your browser settings. Blocking essential cookies may prevent you from signing in.

Changes to This Policy

  • We may update this Privacy Policy from time to time. We will notify you of significant changes via email or a prominent notice in the app.
  • Your continued use of MySubTracker after changes become effective constitutes your acceptance of the updated policy.

Contact Us

  • If you have questions or concerns about this Privacy Policy, please contact us through our Contact page at mysubtracker.com/contact.