Privacy Policy
This policy explains how SubCover HQ ("we," "us"), operated by Matthew Friedman in Chicago, Illinois, collects, uses, and protects information through subcoverhq.com and our COI tracking service.
1. Information we collect
- Account and contact information: your name, work email, company, role, phone (if given), and what you tell us in the demo form or emails.
- Billing information: payments are handled by Stripe. We receive your name, email, billing address, subscription status, and limited card details (such as brand and last four digits). We do not store full card numbers.
- Vendor contacts: names, companies, emails, and phone numbers of your subcontractors, vendors, and their insurance agents or brokers that you provide or that they send us.
- COI documents and related data: certificates of insurance, endorsements, and the details on them (insurers, policy numbers, limits, dates), plus your insurance requirements and our review notes.
- Website usage: privacy-friendly, cookieless analytics (Vercel Web Analytics) that count page views and unique visitors in aggregate, plus standard server logs (such as IP address and browser type) kept by our host for security.
2. How we use it
We use information to provide the service (requesting, reviewing, and tracking COIs and sending follow-ups and reports), to bill you, to respond to inquiries and demo requests, to send service and account messages, to improve and secure the service, and to meet legal obligations. We may email business contacts about SubCover HQ in individual, personal messages, never bulk lists.
3. Service providers (processors)
We share information only with providers that help us run the service, under their own security and privacy terms:
- Stripe for payments and subscriptions.
- Vercel for website hosting, serverless functions, and analytics.
- Google (Gmail and Google Workspace/Drive) for email and document storage.
- AI providers (large language model and document-reading services) to extract and check information on COIs. We use providers whose business terms do not allow them to train their models on our API data.
We may also disclose information if required by law, to protect rights and safety, or as part of a sale or reorganization of the business.
4. We do not sell your data
We do not sell or rent personal information, and we do not share it for cross-context behavioral advertising.
5. Retention
We keep customer data while your subscription is active. After cancellation we keep it for 30 days so you can request an export, then delete or de-identify it within 90 days, except billing records and anything we must keep for legal, tax, or dispute reasons. Demo-form inquiries are kept for up to 24 months unless you ask us to delete them sooner.
6. Security
We use encryption in transit (HTTPS), access limited to people who need it, accounts protected by strong authentication, and reputable providers. No method is perfectly secure, and we will notify affected customers of a breach as required by law.
7. Email, CAN-SPAM, and opting out
Our commercial emails identify SubCover HQ, use accurate subject lines, include our location (Chicago, Illinois), and tell you how to opt out. Reply "unsubscribe" or email subcoverhq@gmail.com and we will stop marketing emails within 10 business days. Vendors and agents we contact on a customer's behalf can ask us to stop at any time, and we will let that customer know. Service and billing messages to customers may continue while an account is active.
8. Your choices and rights
You can ask to access, correct, export, or delete your personal information by emailing us. Depending on where you live, you may have additional rights under state privacy laws, and we will honor them as required. If we process data for a customer (for example, a vendor's details), we may refer your request to that customer.
9. Children
The service is for businesses and is not directed to anyone under 16. We do not knowingly collect children's information.
10. Changes
We will post updates here with a new date and notify customers of material changes by email.
11. Contact
SubCover HQ, Chicago, Illinois. Email: subcoverhq@gmail.com.