Privacy
Draft for counsel review. Not in effect until this notice is removed.
SubRoster is a service of Thriving Partners, LLC. This notice covers the contractors and agencies who use SubRoster, and the subcontractors and insurance agents whose information they keep in it. We do not sell, solicit, negotiate, or advise on insurance, and we don't sell personal information.
Resumen para subcontratistas
Un contratista con el que usted trabaja usa SubRoster para guardar su certificado de seguro y pedirle lo que falta. Guardamos el nombre de su empresa, su número de licencia, sus datos de contacto, sus documentos de seguro y los mensajes que le enviamos. Esos datos nos llegan del contratista, de su agente de seguros o de usted. Solo le escribimos por WhatsApp si usted acepta. Para dejar de recibir mensajes, toque "No enviar más mensajes" en su enlace (detiene todos los recordatorios de ese contratista) o responda BAJA por WhatsApp (detiene los recordatorios a su número de parte de todos los contratistas). Para corregir sus datos, escriba a hello@getsubroster.com. Este resumen es informativo; el texto en inglés es el que rige.
Contractors and agencies
We collect account holders' names and work email addresses, company details, and payment status. Card details stay with our payment processor.
Subcontractors and their insurance agents
What we hold: business name and DBA, Florida license number, the subcontractor's email and mobile number and preferred language, their insurance agent's name, email and phone, their certificates and exemption documents, the results of license and state lookups, the messages we send, and any replies.
Where it comes from: the contractor or agency that keeps the subcontractor file (typed in, imported from a spreadsheet, or picked up from an email they forward), the subcontractor's insurance agent (contact details printed on a certificate), the subcontractor (documents they upload and messages they send), and public state records (license status from the Department of Business and Professional Regulation).
Why: to keep each contractor's subcontractor file current and to ask for missing or expiring documents. Each contractor sees only its own subcontractor files.
Messages, consent and opting out
Email and WhatsApp messages go out on behalf of the contractor. We send WhatsApp messages only to subcontractors who agreed themselves, on their link page or by sending us a message from their phone. A contractor can invite a subcontractor but can't agree for them. We keep a record of each agreement and each opt-out: the date and time, the phone number, the words shown or sent, and where it happened.
To stop messages, a subcontractor can:
- tap "Stop messages" on their link page, which ends that contractor's reminders on every channel (email, WhatsApp, and the requests to the subcontractor's insurance agent); or
- reply STOP or BAJA on WhatsApp, which ends reminders to that number from every contractor that has it in SubRoster. The confirmation says so.
Each opt-out is recorded with its scope. An insurance agent who doesn't want these requests can reply to say so, or write to hello@getsubroster.com, and we'll stop them.
Corrections and deletion
A subcontractor or agent can ask us to correct their contact details at hello@getsubroster.com. The documents in a contractor's file are that contractor's audit records, so we'll pass a request to delete them to the contractor and tell you who to contact.
What we don't keep
When a document turns out to be a W-9, it's deleted without keeping the taxpayer identification number. Files that couldn't be read are deleted after 30 days.
Retention
Records stay while the contractor's account is open, so they can serve as audit evidence. A subcontractor removed from a roster stops getting messages, and its records are kept for the contractor's audit file. Consent and opt-out records are kept with the subcontractor's file. When a contractor closes its account and asks us to, we delete its records within 90 days, except what the law requires us to keep.
Who processes data for us
- Supabase: database, file storage and sign-in
- Cloudflare: website and the inbox that receives forwarded certificates
- Anthropic: reads documents with an AI model; under its commercial terms, inputs aren't used to train models
- Resend: sends email
- Meta (WhatsApp Business Platform): sends and receives WhatsApp messages
- Stripe: payments
Files are stored encrypted and are visible only to the company that received them and to us when we provide support.
LicensedAndInsured.com
A subcontractor's link page shows an optional link to LicensedAndInsured.com, a separate service of Thriving Partners, LLC. Nothing about the subcontractor is shared with it unless they choose to sign up there.
Contact
hello@getsubroster.com