Privacy Policy

SubSub is contractor management software. This policy explains what we collect when you or your subcontractors use it, why we hold it, and what you can ask us to do with it.

1. What we collect

Information you give us

• Account details — your name, work email, phone number, company name, and the sign-in address you choose.
• Company records — the subcontractors you add, their contacts, crews, trades, coverage areas and mailing addresses.
• Compliance documents — certificates of insurance, surety bonds, signed subcontractor agreements and IRS Form W-9, along with the coverage limits, policy numbers, expiry dates and approval decisions recorded against them.
• Licence numbers — Washington L&I contractor registration numbers and UBI numbers.
• Job records — job addresses, schedules, scopes, measurements, work orders, the values agreed with each subcontractor, ratings and any callbacks or warranty claims.
• Payment details — if you subscribe to a paid plan, our payment processor collects your card or bank details. We do not store full card numbers.

Information we collect automatically

• Log data: IP address, browser and device type, pages viewed, and timestamps.
• Cookies and similar technologies needed to keep you signed in and to remember your preferences. We do not use advertising cookies.

2. Why we use it

• To run the service: signing you in, matching subcontractors to jobs, issuing work orders, tracking document expiry and sending notifications.
• To send transactional messages by email and, where the recipient has enabled it, SMS. These are one-way notifications about jobs, documents and deadlines — not marketing.
• To verify contractor registrations against public state records.
• To bill you, and to provide support when you ask for it.
• To keep the service secure, investigate abuse and meet our legal obligations.

We do not sell personal information, and we do not use your data or your subcontractors' data to train machine-learning models.

3. Who we share it with

We share information only with service providers who help us run SubSub, and only as far as they need it: hosting and storage, email and SMS delivery, payment processing, error monitoring and customer support tooling. Each is bound by contract to protect it.

We may also disclose information if required by law, to enforce our terms, or in connection with a merger or sale of the business — in which case we will tell you before your information becomes subject to a different policy.

4. Subcontractor data

If you add a subcontractor to your account, you are asking us to process information about that business and its people on your behalf. You are responsible for having a basis to share it with us.

A subcontractor company record in SubSub can be connected to more than one hiring company. Where that happens, the business's own details — its licence, crews, and the documents it uploaded — are visible to each hiring company it has an active relationship with. Information specific to one relationship is not shared with the others: your ratings, your notes, your document approvals, the jobs you issued and what you agreed to pay stay private to your account.

Subcontractors can sign in, see and correct their own company details, and upload or replace their own documents at any time.

5. State licence lookups

When a licence number is verified, we query publicly available Washington State Department of Labor & Industries records and store the result — registration status, licence type, effective and expiry dates, and the bond and insurance the state has on file. We record each check so there is a dated history of what was verified and when.

6. How long we keep it

We keep account and compliance records for as long as your account is active, and after closure for as long as needed to meet legal, tax and insurance obligations. Compliance and approval history is deliberately retained rather than overwritten, because it may be needed to establish who was covered on a given date. You can ask us to delete your account, and we will do so except where we are required to keep records.

7. Your rights

Depending on where you live, you may have the right to access, correct, delete or export your personal information, to object to certain processing, and to withdraw consent. Washington residents have rights under the My Health My Data Act where applicable, and California residents under the CCPA as amended. To make a request, email us at the address below. We will not discriminate against you for exercising these rights.

You can turn off SMS notifications in your account settings at any time, or reply STOP to any text. Email notifications about jobs and compliance are part of the service; if you no longer want them, close your account.

8. Security

Data is encrypted in transit and at rest. Access is limited to staff who need it. Uploaded documents are stored in access-controlled object storage and served over signed, expiring links. No system is perfectly secure, and we will notify affected users and any required authority if a breach affects personal information.

9. Children

SubSub is a business tool and is not directed to anyone under 18. We do not knowingly collect information from children.

10. Changes

If we change this policy in a way that materially affects you, we will email the account administrator and update the date at the top before the change takes effect.

11. Contact us

Questions, requests or complaints: