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.
• License 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.

Analytics on subsub.work

Our public website (subsub.work, not the SubSub app you sign in to) uses Google Analytics to count visits and see which pages are read. It sets the cookies _ga and _ga_*, which last up to two years, and Google receives your IP address, browser and device details, the pages you view and the site that sent you. We use it only for those counts. Advertising features are turned off.

In the European Union, the European Economic Area, the United Kingdom and Switzerland, these cookies are set only if you accept them, and you can decline. Anywhere else you can turn them off here. Your choice is saved in this browser.

Change your cookie choice

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, website analytics (Google Analytics, on subsub.work only; see Analytics on subsub.work) 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. Google sign-in and Google Calendar

Signing in with Google. If you choose Continue with Google, Google tells us your name and email address so we can create or find your SubSub account. We use them to sign you in and to contact you about your account, and for nothing else.

Connecting Google Calendar. This is optional, and only you can turn it on for your own Google account, from My account → Settings. It asks Google for two permissions:

• Create and manage its own calendar (calendar.app.created). SubSub makes one calendar called “SubSub Jobs” and adds, moves and removes your SubSub appointments on it. It cannot read, change or delete any other calendar or any event you made yourself.
• See when you are busy (calendar.freebusy). SubSub sees only the times your main calendar is busy — never event titles, descriptions, attendees or locations. We use it for one thing: not proposing a job time that clashes with something already in your calendar.

We store the Google address you connected, an encrypted refresh token so the sync keeps working, the identifier of the SubSub Jobs calendar, and the identifiers of the events we created there. We do not store your busy times; they are checked when a time is being proposed and then discarded. Events we write carry the job, the trade, the address and who the work is for, and no phone numbers.

We do not sell Google user data, share it with anyone other than the service providers who host SubSub, use it for advertising, or use it to train machine-learning models. People are never given access to it except where you ask us for support, for security, or where the law requires it.

SubSub's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

You can disconnect at any time from My account → Settings, which deletes the SubSub Jobs calendar and the stored token, or remove SubSub's access at myaccount.google.com/permissions.

5. 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 license, 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.

6. State license lookups

When a license number is verified, we query publicly available Washington State Department of Labor & Industries records and store the result — registration status, license 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.

7. 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.

8. 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.

9. 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.

10. Children

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

11. 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.

12. Contact us

Questions, requests or complaints: