1. Overview
This Privacy Policy explains how SubLoop collects, uses, discloses, retains, and protects information when you use the service. It is intended to support App Store privacy disclosure requirements and to give users clear notice before they submit business, tax, payment, and job information.
2. Information We Collect
Depending on your role and use of the service, we may collect:
- Account information: name, email address, password credentials, role, company, and login data.
- Contact information: phone number, mailing address, business address, and point of contact details.
- Business information: company name, DBA, EIN, trade categories, service areas, pricing sheets, insurance dates, license dates, performance records, and contractor status.
- Tax information: W-9 form data, taxpayer identification number, tax classification, certification, electronic signature, and W-9 PDF files.
- Payment administration information: payment method preference, payable to name, billing email, billing address, invoice terms, invoices, payment history, and payment notes.
- Documents and user content: photos, PDFs, pricing files, contracts, insurance documents, W-9 files, job notes, messages, and uploaded project files.
- Technical information: device, browser, IP address, timestamps, authentication session data, audit logs, diagnostics, and usage events.
3. Information We Do Not Currently Collect
The current onboarding flow does not ask subcontractors for raw bank account numbers or routing numbers. If that changes later, the app should request separate consent, update this policy, update App Store privacy labels, and use additional security controls.
4. How We Use Information
We use information to:
- Create accounts and authenticate users.
- Manage onboarding, directories, teams, jobs, schedules, invoices, documents, and notifications.
- Generate, store, and retrieve W-9 records and related tax documents.
- Support payment administration and contractor records.
- Send operational emails and notifications inside the app.
- Maintain security, audit access, detect misuse, troubleshoot issues, and improve the service.
- Comply with legal, tax, accounting, security, and contractual obligations.
5. How We Share Information
We share information only as needed to provide the service, comply with law, protect rights and safety, or complete workflows requested by users or their companies. This may include sharing information with companies and users in your job chain, service providers that host or process data for us, email providers, authentication providers, storage providers, analytics or security tools, and government or legal recipients when required.
6. Data Linked to You
Most information collected by the service is linked to your identity, account, company, device, job activity, or submitted documents. App Store privacy disclosures should reflect that contact information, identifiers, financial and payment administration information, user content, and tax documents may be linked to the user.
7. Security
We use technical and organizational safeguards designed to protect information, including authentication, role based access, transport encryption, storage permissions, audit records, and access controls. No system is perfectly secure. Users should use strong passwords, keep account access private, and report suspicious activity promptly.
8. Retention and Deletion
We retain information for as long as needed to provide the service, maintain business records, comply with tax, accounting, legal, and security obligations, resolve disputes, and enforce agreements.
You can permanently delete your SubLoop account at any time from Settings, Profile, Delete my account. Confirming the deletion immediately removes your sign in credentials, profile information, personal contact details, jobs you own, and other personal records linked to your user. Some records, including tax, invoice, payment, accounting, audit, security, and contract records, may be retained in anonymized or pseudonymized form where legally or operationally required, even after your account is deleted. Records you submitted through a company workspace may continue to live within that workspace under that company's control.
9. Your Choices
You may update account and profile information in the app where available. You may request access, correction, export, deletion, or limitation of certain information by contacting us. If you submit tax or business records through a company workspace, we may need to coordinate some requests with that company or retain records required for legitimate business or legal reasons.
10. Email and Notification Preferences
You may manage optional notification preferences in Settings where available. Some operational messages, including account, onboarding, team access, tax, payment, security, support, and job critical notices, may still be sent because they are needed to provide the service or meet legal and business obligations.
11. Children
The service is intended for business use and is not directed to children under 13. We do not knowingly collect personal information from children under 13.
12. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be posted in the app or otherwise made available. Continued use of the service after changes become effective means you acknowledge the updated policy.
13. Contact
Privacy requests may be sent to support@subloop.org.