SubPassport is operated by Faithlink Collective LLC (“SubPassport,” “we,” “us”). This page explains, in plain English, what we collect, why, who helps us run the service, and how to have your data deleted.
What we store
- Account details: your company name, email, password (stored only as a scrambled hash), phone number, city and trade.
- Documents you upload: certificates of insurance (COIs), bonds, licenses, W-9s, lien waivers and 1099 information, plus the dates and details we read from them (insurer, policy number, named insured, effective and expiration dates). W-9s and 1099s can contain tax ID numbers, so only upload what your contractors actually need.
- Contacts: your insurance agent's name, email and phone, and the contractors you share your passport with.
- Activity: which reminders and renewal requests were sent and when, and basic technical logs (like IP address and browser) that keep the service secure and working.
- App notifications: if you turn on reminders in the iOS or Android app, we store a push notification token for your device so we can send expiration reminders. You can turn notifications off in your phone's settings, and deleting your account removes the token.
- Billing: your plan. If you pay, our payment processor handles your card; we never see or store full card numbers.
How we use it
- To show your passport and its green / yellow / red status to the contractors you choose.
- To send expiration reminders (30, 14 and 3 days before) and to request renewed certificates from your insurance agent on your behalf.
- To read dates and details from certificates so you don't have to type them.
- To run, secure, support and improve SubPassport, and to bill paid plans.
Who can see your documents
Your documents are private by default. A contractor can see them only after you share your passport link with them. Anyone who has your share link can view your passport, so share it only with people you work with. Your insurance agent can upload a renewed certificate through a one-time secure link.
Service providers we use
We use these companies to run SubPassport. They process data only to provide their service to us:
- Supabase — database, file storage and sign-in.
- Cloudflare — hosting, security and receiving emailed certificates.
- Resend — sending email, such as sign-in links, reminders and certificate requests.
- Twilio — sending text messages, when you choose to text a link.
- Stripe — payments made on our website. We never see your full card number.
- Google Firebase Cloud Messaging — delivering push notifications in the iOS and Android apps.
- OpenAI — reading the details (such as dates, carrier and policy number) from documents you or your insurance agent upload, so we can fill them in for you to check. Documents are sent for this purpose only, and OpenAI does not use them to train its models.
What we don't do
- We do not sell your personal information or your documents.
- We do not share your data for advertising, and we don't use ad trackers in the app.
Cookies
We use one essential cookie to keep you signed in. Without it the app can't work.
How long we keep data
We keep your account and documents while your account is open. When you delete your account we delete your documents and profile from our active systems, except for anything we must keep by law (such as billing records), and cancel any paid plan so you aren't charged again. Backups roll off on their normal schedule.
Deleting your data or getting a copy
Email hello@subpassport.com from the address on your account and ask us to delete your account or send you a copy of your data. You can delete your whole account yourself in Settings › Delete account (see how to delete your account), and delete individual documents in the app at any time.
Security
Documents are stored in private storage, traffic is encrypted, and access is limited to you, the contractors you share with, and the people who run the service. No system is perfectly secure, so please use a strong, unique password.
Children
SubPassport is a business tool and is not meant for anyone under 18.
Changes
If we change this policy we'll update the date above, and for important changes we'll let you know in the app or by email.
Contact
Faithlink Collective LLC · hello@subpassport.com