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Privacy Policy

Last updated: August 8, 2026

Certadox ("Certadox," "we," "us," or "our") provides a vendor compliance and certificate-of-insurance (COI) tracking platform. We take the privacy and security of your data seriously. This Privacy Policy explains what information we collect, how we use and protect it, and the choices you have. It applies to certadox.com and all related services (collectively, the "Service").

Information We Collect

We collect information you provide directly to us, information generated as you use the Service, and information collected automatically through your devices.

Account and contact information

When you register an organization or user account, we collect your name, email address, organization details, role, and, where you use a single sign-on provider, the basic profile information that provider shares with us.

Compliance and vendor data

To deliver the Service, we process the compliance records you and your vendors upload, including certificates of insurance, W-9 forms, licenses, policy numbers, coverage amounts, expiration dates, and related documents and metadata. This information is stored on behalf of your organization so you can track and verify vendor compliance.

Billing information

When you subscribe to a paid plan, payments are handled by our third-party payment processor. We receive confirmation of your subscription status but do not store full payment card numbers on our systems.

Automatically collected information

As you use the Service, we automatically collect log data such as your IP address, browser type, device information, pages viewed, and timestamps. We use cookies and similar technologies to keep you signed in, remember your preferences, and understand how the Service is used.

How We Use Your Information

We use the information we collect to:

  • Provide, operate, maintain, and secure the Service;
  • Create and administer accounts and authenticate users and vendors;
  • Track certificate-of-insurance and document expirations and generate the compliance status and summaries you rely on;
  • Send transactional messages, expiration reminders, and important account and service notices;
  • Respond to your requests, questions, and support inquiries;
  • Monitor, analyze, and improve the performance, reliability, and features of the Service;
  • Detect, prevent, and address fraud, abuse, security incidents, and other harmful activity; and
  • Comply with our legal obligations and enforce our agreements.

Data Sharing and Disclosure

We do not sell your personal information. We share information only in the limited circumstances described below:

  • Within your organization: Compliance and vendor records are visible to authorized users of your organization according to their assigned roles and permissions.
  • Service providers: We share information with trusted vendors who perform services on our behalf — such as cloud hosting, payment processing, and analytics — under contractual obligations to protect your data and use it only as instructed.
  • Legal requirements: We may disclose information if required to do so by law or in response to valid legal process, such as a subpoena or court order.
  • Protection of rights and safety: We may disclose information when we believe it is necessary to protect the rights, property, or safety of Certadox, our users, or the public.
  • Business transfers: If Certadox is involved in a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction, subject to this Policy.

Data Security

We implement appropriate technical and organizational measures designed to protect your information, including encryption in transit, access controls, role-based permissions, and continuous logical separation of each organization's data. While we work hard to safeguard your information, no method of transmission over the Internet or method of electronic storage is completely secure, so we cannot guarantee absolute security. We encourage you to use a strong, unique password and to keep your account credentials confidential.

Your Rights and Choices

Depending on your location, you may have rights regarding your personal information, including the right to:

  • Access and receive a copy of the information we hold about you;
  • Request correction of inaccurate or incomplete information;
  • Request deletion of your personal information, subject to legal and contractual retention requirements;
  • Object to or restrict certain processing of your information;
  • Request portability of your information; and
  • Update your account details and communication preferences at any time from within the Service.

To exercise any of these rights, please contact us using the details in the "Contact Us" section below. We will respond in accordance with applicable law. We retain your information for as long as your account is active or as needed to provide the Service, comply with our legal obligations, resolve disputes, and enforce our agreements.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes, we will update the "Last updated" date above and, where appropriate, provide additional notice such as an in-app message or email. We encourage you to review this page periodically to stay informed about how we protect your information.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or how we handle your information, please reach out to us: