Privacy
Plain terms, because this is a product where you upload other people's insurance documents and the details ought to be legible.
What is stored
| Data | Why |
|---|---|
| Your email address and a hashed password | To sign you in and send you digests. The password is hashed, never stored in a readable form. |
| Your company name and reply-to address | Shown to your subcontractors in the emails we send them, so the request comes from a name they recognise. |
| Subcontractor details you enter: name, trade, contact name, email, phone, notes | To identify them and to send renewal requests. |
| The certificate files themselves, plus carrier, policy number and dates | They are the record. Certificates typically contain a business name and address, policy numbers, carrier names and coverage limits. |
| A log of emails we sent: which sub, which type, when, and whether it failed | To avoid emailing the same person repeatedly, and to show you when a message did not get through. |
| Server logs, including IP addresses | Security and abuse prevention. Deleted after 14 days. |
Where it is stored
On a single server in Helsinki, Finland, rented from Hetzner. The database and the uploaded certificate files both live there. Nothing is copied to a third-party cloud service.
Who can see it
Only your account. Every record belongs to your company, and the server enforces that on each request rather than merely hiding other people's data in the interface — there is an automated test suite whose entire job is to prove that one account cannot reach another's records, including the certificate files.
Certificate files are not served from public URLs. Fetching one requires a short-lived token tied to your account, so a link copied out of the page stops working within about two minutes and never works for anyone else.
The operator of SubCover has database access, as anyone running a server necessarily does. That access is used for maintenance and support, not for reading your documents.
Your subcontractors
When we email a subcontractor about a renewal, they see your company name, their own name, which coverage is expiring and when. They do not see your other subcontractors, your other certificates, or anything else about your account. The upload link is single-use and expires.
You are the one who entered your subcontractors' contact details, so you are responsible for having a legitimate business reason to hold them — which, as their general contractor, you do.
Analytics
We use Umami, self-hosted on our own server. It is cookieless and does not store IP addresses; visitors are counted using a rotating hash computed server-side. There is no Google Analytics, no advertising pixel, and no third-party tracker anywhere on this site.
Because nothing is stored on your device for tracking, there is no cookie banner. The only browser storage SubCover uses is the sign-in token that keeps you logged in, which is strictly necessary for the app to work.
One point of accuracy: the analytics script does run in your browser on these pages. It is served from our own server rather than a third party, but it is a script, and saying otherwise would be misleading.
Mail is delivered through a transactional email provider, which necessarily processes the recipient address and message content in order to send it. Sign-in mail and renewal requests both go this route. We do not use tracking pixels, so we do not know whether you or your subcontractors opened anything.
Retention and deletion
- Your data is kept while your account exists.
- Deleting your account deletes your subcontractors, your certificates and the files themselves.
- Server logs are deleted after 14 days.
- Expired upload tokens are deleted 30 days after they expire.
- Superseded certificates are deliberately kept until you delete the sub or the account, because the historical question — what coverage existed on the day of an incident — is one you may need to answer later.
To delete your account or request a copy of your data, email hello@subcovered.com.
What we never do
- Sell or rent your data, or your subcontractors' data. There is no arrangement under which this happens.
- Use your certificates to train anything.
- Send marketing email to your subcontractors. They hear from us about their own certificates and nothing else.
- Load third-party advertising or tracking scripts.
Changes
If this policy changes in a way that affects what is collected or who can see it, account holders get an email. Small clarifications may be made without notice.