Your data is handled with care

We collect information needed to provide our compliance management services:

• Company information — your company name, business contact details, and billing information.
• Account and contact information — the name, email address, and phone number of your primary contact and any report recipients you designate.
• Vendor lists — the names, contact details, and insurance agent information for the vendors and subcontractors you upload.
• Compliance documents — certificates of insurance (COIs), W-9 forms, workers' compensation certificates, business licenses, and any other documents you or your vendors submit, plus the data extracted from them (policy numbers, coverage limits, expiration dates, etc.).
• Usage information — technical data such as login activity, pages viewed, and similar information that helps us operate and improve the service.

We use the information we collect solely to provide and improve our compliance management services, including:

• Tracking, organizing, and storing vendor compliance documents.
• Extracting and validating key data (such as coverage dates and limits) using AI.
• Generating Weekly Clear-to-Pay Reports, monthly compliance reports, and audit packages.
• Sending automated renewal reminders and compliance follow-ups on your behalf.
• Providing customer support and responding to your requests.
• Billing, account administration, and service security.

We do not use your compliance data for any purpose other than providing the service you signed up for.

We never sell, rent, or trade your personal information, your vendor lists, or your compliance documents to anyone. Your data belongs to you and is used only to deliver the services you've engaged us for.

We take the security of your information seriously:

• Encrypted in transit — all traffic to and from our platform is protected with HTTPS/TLS encryption.
• Access controls — access to customer data is restricted to authorized personnel and only as needed to operate the service.
• Tenant isolation — each customer's data is isolated from every other customer's data, so your records are never visible to another company using the platform.
• Version history — document versions are retained for audit purposes.

While no method of transmission or storage is completely secure, we apply industry-standard safeguards to protect your information.

We use a small number of trusted third-party services to operate the platform:

• Stripe — processes subscription payments. We do not store your full card details; they are handled by Stripe under their own privacy and security practices.
• Service providers — we use vetted service providers to support payment processing, document processing, communications, storage, and security. They may process data only as needed to provide contracted services and subject to applicable agreements and safeguards.

These services process data only to the extent necessary to provide their functions and are subject to their own privacy policies, which we encourage you to review.

We retain your data for as long as your account is active, plus a reasonable period afterward to satisfy legal, accounting, and audit obligations. You may request deletion of your data at any time, subject to legal requirements that certain records be retained.

• Access and correction — you can review and update your account and vendor information through the platform at any time.
• Deletion — you may request that we delete your account and the data associated with it.
• Opt-out of communications — you can adjust report recipients and marketing communications at any time.

If you have questions about this Privacy Policy or how your data is handled, please contact us at support@cleartopayconstruction.com.