Information we collect
- Account data. When a general contractor signs up, we collect the account owner's name, work email, company name, and the information needed to administer the account and its users.
- Subcontractor information. To track compliance, account holders add their subcontractors. This includes personal information about those subcontractors and their representatives, such as names and email addresses.
- Uploaded documents. We store documents you or your subcontractors upload — Certificates of Insurance (COIs) and W-9 tax forms. These documents can contain sensitive identifiers, including a Social Security Number (SSN) or Employer Identification Number (EIN) on a W-9.
- Florida license data. When you verify a contractor license, we process the license number you provide and the corresponding record from Florida's Department of Business and Professional Regulation (DBPR) published license data.
- Usage and technical data. Like most web services, our servers automatically receive standard request information (such as IP address and browser type) used to operate and secure the service.
How we use information
We use the information above to provide and operate SubShield: to read and extract the key details from uploaded documents, to check contractor licenses against DBPR data, to send compliance and expiry notifications, to request documents from subcontractors on an account holder's behalf, to bill for paid plans, and to secure, maintain, and improve the service. We do not sell your personal information, and we do not use it for third-party advertising.
Service providers (sub-processors)
We share information with a small set of third-party providers strictly to operate the service:
- Stripe — processes payments and subscription billing. Payment-card details are handled by Stripe, not stored by us.
- Resend — delivers transactional and notification email (sign-in links, document requests, and compliance alerts).
- Anthropic — provides the AI model that reads uploaded documents. When a Certificate of Insurance or W-9 is uploaded, the document is transmitted to a third-party AI model (Anthropic) so it can be read and its key details extracted. Because W-9s and some certificates contain sensitive identifiers such as an SSN or EIN, those identifiers may be present in the document sent for processing.
We may also disclose information when required by law or to protect the rights, safety, or security of SubShield, our users, or the public.
Data retention and deletion
We retain account data, subcontractor records, and uploaded documents for as long as your account is active so the service can function. If you cancel a paid plan or downgrade, your data generally remains accessible under your account's current plan limits; data tied to features no longer available on a lower plan may become inaccessible.
You can export your data and permanently delete your account at any time from your account settings. Deleting your account removes your account data, subcontractor records, and uploaded documents from active systems. You can also email support@subshield.ai to request export or deletion. Residual copies may persist in routine backups for a limited period before they are overwritten, and we may retain limited records where required by law.
Cookies
SubShield uses a single session cookie to keep you signed in. We do not use advertising cookies or third-party tracking pixels for marketing.
Subcontractors as data subjects
When a general contractor uses SubShield to collect documents from a subcontractor, the general contractor is the party that controls that subcontractor relationship and the data within it. SubShield processes that information on the account holder's behalf. If you are a subcontractor with a question about your information, please contact the general contractor who requested it, or reach us at the address below.
Changes to this policy
We may update this policy from time to time. When we do, we will revise the “Last updated” date above. Material changes will be communicated through the service or by email.
Contact
Questions about this policy or your data? Contact us at support@subshield.ai.
SubShield
106 S Federal Hwy., Fort Lauderdale, FL 33301