01. Overview & Scope
This Privacy Policy describes how SubsFolio ("we", "us", or "our") collects, uses, stores, and protects the personal and operational information of visitors, registered users, and organizations ("you" or "User") accessing our web application, browser extension, APIs, and associated subscription management tools (collectively, the "Services").
By accessing or registering for SubsFolio, you acknowledge that you have read and understood the practices detailed in this Policy. If you do not agree with our policies and practices, please do not use our Services.
02. Information We Collect
We collect data to provide smart subscription analytics and personalized alerts. The categories of information we collect include:
A. Information You Provide Directly
- Account Credentials: Name, email address, password hash, and optional profile details.
- Subscription & Spend Data: Service names (e.g. Figma, AWS, Zoom), billing amounts, currency, billing cycles (monthly, annual), next payment dates, categories, payment methods (card labels only), owner assignments, and attached notes/receipts.
- Workspace & Team Members: Organization name, workspace titles, and invited member email addresses and role assignments (Admin, Member, Viewer).
- Support Inquiries: Messages, feedback, contact forms, or bug reports submitted to our customer care team.
B. Information Collected Automatically
- Log and Device Data: IP address, browser type and version, operating system, device identifiers, and timestamped activity logs.
- Telemetry & Usage Patterns: Page views, feature usage (e.g. duplicate detection queries, CSV exports), and session durations.
03. How We Use Your Information
We process your data for the following legitimate business purposes:
- Delivering Core Functionality: Calculating your total SaaS spend, upcoming renewals, monthly breakdowns, and workspace totals.
- Automated Renewal Notifications: Sending automated email alerts before upcoming payment charges according to your custom reminder schedule (e.g., 1 to 30 days in advance).
- Duplicate Detection Intelligence: Analyzing your subscription list to identify overlapping software tools and recommending cost optimizations.
- Account Security: Verifying user authentication, sending password resets, detecting anomalous login activity, and preventing fraud.
- System Maintenance & Improvements: Debugging software errors, optimizing database queries, and improving user experience.
04. Data Sharing & Third-Party Service Providers
We never sell, rent, or trade your personal information. We only share information with trusted third-party service providers who assist us under strict data processing agreements:
| Provider | Purpose | Location |
|---|---|---|
| Stripe, Inc. | Subscription billing and payment gateway | United States / Global |
| Cloudflare, Inc. | DDoS mitigation, CDN, and SSL/TLS protection | Global Edge Network |
| Transactional Mail (SMTP) | Sending renewal alerts and authentication emails | United States / EU |
| Google Analytics | Anonymized landing page traffic & usage insights | United States |
We may also disclose information when required by law, subpoena, or government authority to comply with valid legal processes.
05. Storage & Encryption
We protect your information using enterprise-grade security protocols:
- Encryption in Transit: All communications between your browser and our servers are encrypted via Transport Layer Security (TLS 1.3).
- Encryption at Rest: Database records, backups, and user logs are encrypted using industry standard AES-256 encryption.
- Cryptographic Password Hashing: Passwords are protected using modern salted hashing algorithms (bcrypt / Argon2) and are never retrievable in plaintext.
06. Data Retention & Workspace Deletion
We retain your personal and subscription data for as long as your account remains active.
- Self-Serve Workspace Deletion: You can export all your subscription data in CSV format or delete your workspace directly from the Account Settings page at any time.
- Permanent Purge: When an account is deleted, all associated subscriptions, member permissions, and notification schedules are permanently wiped from our active production database within 30 days.
07. Your Rights (GDPR & CCPA)
Depending on your location, you hold statutory rights regarding your personal information, including:
- Right of Access: You have the right to request a copy of the personal information we hold about you.
- Right to Rectification: You can update and correct any inaccurate profile information at any time.
- Right to Erasure ("Right to be Forgotten"): You may request complete deletion of your personal data.
- Right to Data Portability: You can export your subscriptions and cost reports in standard CSV format whenever you choose.
- Right to Object & Restrict Processing: You can opt out of non-essential communications and marketing notifications.
08. Cookies & Telemetry
SubsFolio uses first-party session cookies to manage authentication, maintain active login state, and secure your session. For a comprehensive overview of the cookies we utilize and how you can manage them, please review our Cookie Policy.
09. Contact Our Data Protection Team
If you have questions, feedback, or wish to exercise your legal data rights under this Privacy Policy, please contact our team:
Email: contact@subsfolio.com