The short version
| Question | Answer |
|---|---|
| Who are we? | VouchSite LLC, a Washington company. We make software that general contractors use to collect and track their subcontractors' certificates of insurance. |
| Why do you have my information? | Almost always because a general contractor you work with entered it, so they could request your certificate of insurance. |
| Do you sell my information? | No. We do not sell or rent personal information, and we never have. |
| Do you use it to train AI? | No. We do not train artificial intelligence models on your information, and neither does the vendor that reads certificates for us. Your certificate is not training material. |
| Do you use it for marketing? | No. We do not send marketing messages to subcontractors or brokers, and we do not share mobile numbers or text-message consent data with anyone for marketing. |
| How do I stop the text messages? | Reply STOP to any message. It takes effect immediately, needs no verification, and applies to every general contractor using our service, permanently. |
| Who do I ask to delete my information? | The general contractor who entered it. We hold it on their behalf. Contact us at support@vouchsite.com and we will tell you who that is and pass your request along. |
1. Who this policy covers
This policy applies to vouchsite.com and to the VouchSite application.
Two different groups of people appear in our service, and the difference matters.
Customers. General contractors and the people they invite into their account. They chose to use VouchSite, agreed to our Terms of Service, and control their own data in the service.
Subcontractors and brokers. People and businesses whose contact details a customer entered so that VouchSite could request a certificate of insurance on the customer's behalf. If you received a text message or email from us and are wondering who we are, this is you. You are not our customer and you did not sign up for anything. We hold your information on behalf of the general contractor who entered it, and we act on that general contractor's instruction.
2. If you are a subcontractor or a broker
You most likely arrived here after receiving a message from us. Here is the whole picture.
Why you were contacted. A general contractor you work with, or are bidding to work with, uses VouchSite to keep track of subcontractor insurance. They entered your contact details and confirmed to us that they have your permission to contact you about compliance. We then asked you for a current certificate of insurance on their behalf.
What we have about you. Your name or your company's name, your business email address, your business mobile telephone number if the general contractor provided one, the certificates you or your broker submitted, and a record of the messages we sent you and what you did with them.
We do not sell it, we do not market to you, and we do not train artificial intelligence on it. We will never send you promotional messages, and we will never share your mobile number or your messaging consent with anyone for marketing purposes.
How to stop the messages. Reply STOP to any text message from us. You can also reply QUIT, END, CANCEL, UNSUBSCRIBE, REVOKE, or OPT OUT, or tell us in any other reasonable way. The block is permanent, applies across every general contractor using our service, and takes effect immediately. We will not ask you to verify your identity first.
How to correct or remove your information. Because we hold your information for a general contractor rather than for ourselves, deletion requests go to them. Email support@vouchsite.com and we will identify which customer entered your information and forward your request. We will also honor an opt-out from messaging immediately and directly, without needing the general contractor's involvement.
One limit we want to be plain about. Certificates of insurance and the records of what was requested and submitted are compliance evidence. General contractors are required to keep that evidence for years, and we may be required to retain it even after a deletion request. Section 7 explains this, including how long we will keep it.
3. Information we collect
From customers, when they create and use an account: name, business email address, telephone number, company name, mailing address, and the identity of each person invited into the account. Billing details are handled by our payment processor, described in section 5 — we never receive or store card numbers.
From customers, about other people: the contact details of their subcontractors and those subcontractors' insurance brokers, the projects those subcontractors are assigned to, and the insurance minimums the customer set.
From subcontractors and brokers: certificates of insurance and any documents submitted through a link we sent, and the fact and timing of the submission.
From documents: the information printed on a submitted certificate, including business name and address, insurance carrier, policy numbers, coverage limits, and effective and expiration dates.
Automatically: limited technical information needed to operate and secure the service — internet protocol address, browser type, timestamps, pages viewed within the application, and records of actions taken in the account. Our marketing site uses only cookies strictly necessary to serve and secure the page, and the application uses only cookies necessary to keep you signed in. We do not use advertising cookies, we do not run third-party advertising or tracking pixels, and we do not use visitor identification or identity-resolution services. See section 10.
We do not collect Social Security numbers, driver's license numbers, financial account numbers, health information, biometric information, precise geolocation, or information about children.
4. How we use information
- To request, collect, read, and store certificates of insurance at a customer's instruction
- To compare stated policy dates and limits against the minimums a customer configured
- To send status updates, reminders, and escalations relating to those requests
- To maintain the activity log and produce audit records for our customers
- To operate, secure, troubleshoot, and improve the service
- To bill customers and manage subscriptions
- To respond to support requests
- To comply with law and to establish or defend legal claims
We do not sell personal information, and we do not share it for cross-context behavioral advertising.
Artificial intelligence: we do not train on your data, and neither does anyone we work with
We use automated reading to pull dates and coverage limits off a submitted certificate and return them to the customer who asked for them. That is the whole purpose, and it is the only thing the technology is used for here.
Two commitments, and both matter:
- VouchSite does not use customer information, subcontractor information, or submitted certificates to train, fine-tune, or improve any artificial intelligence model — not our own, and not anyone else's.
- The vendor that performs automated document reading for us does not train its models on our data either. Under its terms, information we send is used only to return a result to us. It is not used to train or improve its models, and we have not opted in to any arrangement that would allow it.
Your certificate is not training material. If that ever changes, we will say so here before it does, and we will not apply it to information already collected.
5. How information is shared
With the customer who entered it. A general contractor sees the subcontractors and certificates in their own account and nothing belonging to any other customer.
With service providers who operate the service for us. These providers may only process information to provide their service to us, and may not use it for their own purposes. A current list, naming each provider and what it can access, is published at vouchsite.com/subprocessors.
When required by law, or to establish, exercise, or defend a legal claim.
In a business transfer, if VouchSite is involved in a merger, acquisition, or sale of assets. We will post notice on this page before your information becomes subject to a different privacy policy.
We do not share information with advertisers, data brokers, or list sellers, and we do not sell or rent personal information to anyone.
6. Mobile information and text messages
This section governs text messaging and takes precedence over anything more general in this policy.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All categories of sharing described in section 5 exclude text messaging originator opt-in data and consent. This information will not be shared with any third parties.
We send text messages only for operational purposes — requesting a certificate of insurance, reminding a recipient about an outstanding request, and confirming receipt. We never send marketing or promotional text messages.
Before any number is texted, the general contractor entering it must affirmatively confirm to us that the person has consented to receive these messages. We record who made that confirmation and when.
Messages are sent only during permitted hours in the recipient's local time and are subject to frequency limits.
Replying STOP, or revoking consent by any other reasonable means, stops all further text messages to that number permanently and across every customer of the service. Reply HELP for assistance. Message and data rates may apply.
7. How long we keep information
Records of compliance activity — certificates, extracted values, and the activity log — are kept for a period reflecting construction statutes of repose, which is six years from substantial completion in Washington and longer in some states. We do not delete these records on a fixed schedule, and we do not delete them merely because a customer closed their account.
We keep this evidence because that is what the service is for. A general contractor who is asked, years later, to show what insurance was on file for a subcontractor on a given date must be able to produce it.
There is an outer limit. Absent a legal requirement to keep them longer, or an active or reasonably anticipated legal claim, we do not retain compliance records more than ten years from the later of the policy expiration date shown on the certificate or the completion of the project the certificate was submitted for. Ten years is roughly the outer edge of the construction statutes of repose across the states we serve.
We will honor a request to delete specific records except where retaining them is required by law or is reasonably necessary to establish or defend a legal claim.
Opt-out records are an exception in the other direction: we keep a record that a number has opted out indefinitely, because deleting it would allow that number to be contacted again.
Account and billing records are kept as long as the account is open and for seven years afterward, to meet tax and accounting obligations.
8. Security
We maintain technical and organizational measures appropriate to the nature of the information we hold. Our security summary at vouchsite.com/security describes what is in place today and what is scheduled before we accept production customer data, and it is dated so you can see when it was last reviewed.
No system is perfectly secure and we do not promise that ours is. We will notify affected parties without undue delay of any breach affecting personal information, consistent with applicable state notification laws.
9. Your choices and rights
Anyone may email support@vouchsite.com to ask what information we hold about them, to ask that it be corrected, or to ask that it be deleted. You do not need to be a customer.
How quickly we respond. We will acknowledge your request and respond within 45 days. If the request is complex, or if we receive an unusually high volume, we may extend once by up to a further 45 days — we will tell you before we do, and why.
We verify identity first. Before acting on a request to access, correct, or delete information, we take reasonable steps to confirm you are who you say you are, or that you are authorized to act for that person. This protects you — without it, anyone could email us and ask for your information. If we cannot verify a request to a reasonable degree of certainty, we will tell you plainly and explain what would let us proceed.
Verification never applies to stopping messages. Replying STOP always works, immediately, with no identity check of any kind. We will never make someone prove who they are before we stop texting them.
Subcontractors and brokers: see section 2. Messaging opt-outs are honored by us directly and immediately. Requests to correct or delete other information are passed to the general contractor who entered it, because they decide what happens to it.
Customers: you may access, correct, and export your data from within the application at any time, and section 9 of our Terms of Service governs export after cancellation.
Depending on where you live, you may have additional rights under state privacy law, including the right to know what is collected, to request deletion, to correct inaccuracies, and to be free from discrimination for exercising those rights. We extend these rights to everyone who asks, regardless of where they live, subject to the retention limits in section 7. We do not sell personal information, so there is nothing to opt out of.
10. Do Not Track and Global Privacy Control
Some browsers can send a Do Not Track signal, and some send a Global Privacy Control signal, which asks a website not to sell or share personal information.
There is nothing on our site for those signals to turn off. We do not set advertising cookies. We do not run third-party advertising or tracking pixels. We do not use visitor identification, identity resolution, or de-anonymization services — we make no attempt to work out who an anonymous visitor is, or to match your visit to an email address or a profile held by a data partner. We do not sell or share personal information for advertising. Our marketing site uses only cookies strictly necessary to serve and secure the page, and the application uses only cookies necessary to keep you signed in.
If any of that changes, we will update this policy before it does, and we will honor Global Privacy Control signals when we receive them.
11. Where information is held
VouchSite is offered only in the United States, and all information is processed and stored in the United States. We do not offer the service to individuals or businesses outside the United States and do not knowingly collect information from them.
12. Children
The service is for business use. It is not directed to children, and we do not knowingly collect information from anyone under 18. If you believe a child has provided us information, email support@vouchsite.com and we will delete it.
13. Changes to this policy
We may update this policy. When we do, we will change the effective date at the top and post the updated version here. If a change materially affects how we handle information already collected, we will notify account owners by email before it takes effect.
14. How to contact us
VouchSite LLC 522 W Riverside Ave STE N Spokane, WA 99201 support@vouchsite.com
We answer privacy questions from anyone, whether or not you are a customer.