Privacy Policy

1. Introduction

W9 Tracker ("we," "us," or "our") operates the W9 Tracker platform, accessible at w9tracker.com (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service. Please read this policy carefully. By using the Service, you consent to the practices described here.

2. Information We Collect

We collect information in the following ways:

• Account information: Name, email address, and organization details you provide when creating an account.
• Payee data: Vendor and contractor information uploaded to or collected through the Service, including names, addresses, and Taxpayer Identification Numbers (TINs). TINs are encrypted at rest using AES-256-GCM and are never stored in plaintext.
• Payment data: Transaction records imported from connected accounting or payroll integrations (e.g., QuickBooks, Rippling) or uploaded via CSV.
• Tax forms: W-9 and related IRS tax forms submitted by your vendors through the secure vendor portal.
• Usage data: Log files, IP addresses, browser type, pages visited, and other diagnostic information generated by your use of the Service.
• Billing information: Payment method details, processed securely by our payment processor (Stripe). We do not store full card numbers.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Service
• Detect which vendors require W-9 collection based on IRS thresholds
• Send W-9 collection requests to your vendors on your behalf
• Process and validate submitted tax forms using automated extraction
• Assist with 1099-NEC preparation and IRS filing
• Send transactional emails (form request confirmations, deadline reminders, billing receipts)
• Respond to your support requests
• Detect fraud, abuse, and security incidents
• Comply with legal obligations

We do not sell your data or your vendors' data to third parties. We do not use payee TINs for any purpose other than providing the Service.

4. Data Sharing

We share information only in the following limited circumstances:

• Service providers: Trusted third-party vendors who help operate the Service (cloud hosting, email delivery, payment processing, error monitoring). These providers are contractually bound to protect your data.
• IRS and regulatory authorities: When you initiate filing through the Service, we transmit required information to the IRS on your behalf.
• Legal requirements: We may disclose information if required by law, subpoena, or to protect the rights, property, or safety of W9 Tracker, our users, or the public.
• Business transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your data is subject to a different privacy policy.

5. Data Security

We implement industry-standard security measures including AES-256-GCM encryption for sensitive fields (TINs, EINs), TLS in transit, role-based access controls, and audit logging for all sensitive operations. However, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your account data for as long as your account is active. Tax-related records (W-9 forms, 1099-NEC filings, payment history) are retained for a minimum of seven (7) years to comply with IRS record-keeping requirements. Upon account deletion, we will delete or anonymize your data within 90 days, except where retention is required by law.

7. Cookies and Tracking

We use cookies and similar tracking technologies to maintain your session, remember your preferences, and analyze usage patterns. We may use third-party analytics tools. You can control cookie behavior through your browser settings, but disabling cookies may affect Service functionality.

8. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your data, subject to legal retention requirements.
• Portability: Request an export of your data in a machine-readable format.
• Objection: Object to certain processing activities.

To exercise these rights, contact us at privacy@w9tracker.com. We will respond within 30 days.

9. Children's Privacy

The Service is not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a revised effective date, and by sending an email to the address associated with your account at least 7 days before the change takes effect. Continued use of the Service after the effective date constitutes your acceptance of the changes.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at: