Privacy Policy

1. Information We Collect

Account Information

When you create an account, we collect your name, email address, and organization name. If you subscribe to a paid plan, payment information is collected and processed directly by Stripe, Inc. We do not store your credit card number on our servers.

Permit and Project Data

You provide permit numbers, project names, and project addresses for us to monitor through the Service. We also collect permit review comments and status information from the City of Houston public permitting portal. This data is publicly available through the City of Houston’s online systems.

Usage and Analytics Data

We automatically collect certain information when you use the Service, including:

• Browser type, operating system, and device information
• IP address and approximate geographic location
• Pages visited, features used, and time spent on the Service
• Referring website or source

AI Analyzer Data

If you use our AI Pre-Submission Analyzer feature, we collect the project information and documents you submit for analysis. This data is processed by OpenAI’s GPT-4o model to generate review predictions.

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Monitor permit status changes and deliver daily digest email notifications
• Process AI pre-submission analyses using your submitted project data
• Process subscription payments and manage your account
• Generate anonymized, aggregated jurisdiction insights across all users (no individual customer data is identifiable in these insights)
• Communicate with you about your account, Service updates, and support requests
• Detect, investigate, and prevent fraudulent or unauthorized activity
• Comply with legal obligations, including the Texas Business & Commerce Code

3. Third-Party Services

We use the following third-party service providers to operate the Service. Each provider processes data on our behalf and under contractual obligations to protect your information:

• Supabase— Cloud database and authentication. Stores your account information, permit data, and application data.
• Stripe— Payment processing. Handles subscription billing and stores payment methods. See Stripe’s Privacy Policy.
• Resend— Transactional email delivery. Sends daily digest emails, account notifications, and other Service-related communications.
• OpenAI (GPT-4o)— AI analysis. Processes project data submitted to our Pre-Submission Analyzer feature. Data sent to OpenAI is not used by OpenAI to train their models when accessed through their API.
• Vercel— Application hosting and deployment.

We encourage you to review each provider’s privacy policy. We select providers that maintain appropriate security measures and data handling practices.

4. Data Sharing and Disclosure

We do not sell your personal information to third parties.

We may share your information in the following circumstances:

• Service Providers: With the third-party providers listed above, solely to operate and improve the Service.
• Aggregated Data: We may share anonymized, aggregated data (such as jurisdiction-level permit approval timelines) that cannot reasonably be used to identify you or your organization.
• Legal Compliance: When required by law, court order, subpoena, or other legal process, or to protect the rights, property, or safety of TrackingPermits, our users, or others.
• Business Transfers: In connection with a merger, acquisition, or sale of all or a portion of our assets, in which case your information may be transferred to the acquiring entity.

5. Cookies and Tracking

We use cookies and similar technologies for essential Service functionality, including:

• Authentication Cookies: To keep you signed in and maintain your session.
• Preference Cookies: To remember your settings and preferences.

We do not use third-party advertising cookies or cross-site tracking technologies. We do not participate in ad networks or sell data to advertisers.

You can control cookies through your browser settings. Disabling essential cookies may prevent you from using certain features of the Service.

6. Data Retention and Deletion

We retain your account information and permit data for as long as your account is active or as needed to provide the Service. If you cancel your subscription, your data remains accessible until the end of your billing period.

You may request deletion of your account and associated data at any time by contacting us at privacy@trackingpermits.com. Upon receiving a verified deletion request, we will delete or de-identify your personal information within 30 days, unless retention is required by law.

Anonymized, aggregated data used in jurisdiction insights is not subject to deletion requests because it cannot be linked back to any individual or organization.

7. Data Security

We implement commercially reasonable administrative, technical, and physical safeguards to protect your information, including:

• Encryption of data in transit using TLS/SSL
• Row-level security policies isolating each organization’s data
• Multi-tenant architecture ensuring your data is logically separated from other customers’ data
• Regular security reviews of third-party integrations

No method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security, but we are committed to protecting your data using industry-standard practices.

8. Your Rights and Choices

You have the right to:

• Access the personal information we hold about you
• Correct inaccurate personal information
• Delete your account and personal information
• Export your permit data in a portable format
• Opt out of non-essential communications

To exercise any of these rights, contact us at privacy@trackingpermits.com. We will respond to verified requests within 30 days.

9. CCPA-Style Disclosures

While TrackingPermits is a business-to-business service headquartered in Texas and may not be subject to the California Consumer Privacy Act (CCPA), we voluntarily provide the following disclosures as a best practice:

• Categories of personal information collected: Identifiers (name, email), commercial information (subscription history), internet activity (usage logs), and professional information (organization name, permit data).
• Business purpose for collection: To provide and improve the permit monitoring Service.
• Sale of personal information: We do not sell personal information. We have not sold personal information in the preceding 12 months.
• Right to opt out: Not applicable, as we do not sell personal information.
• Non-discrimination: We will not discriminate against you for exercising your privacy rights.

10. CAN-SPAM Compliance

Our daily digest emails and other Service communications comply with the CAN-SPAM Act (15 U.S.C. § 7701 et seq.). Specifically:

• All emails clearly identify TrackingPermits as the sender and include our physical mailing address.
• Subject lines accurately reflect the content of the message.
• Each email includes a clear, functioning unsubscribe mechanism.
• We honor unsubscribe requests within 10 business days.
• We do not use deceptive headers, “from” names, or reply-to addresses.

Note that transactional emails related to your account (such as password resets, billing confirmations, and service alerts) are not subject to CAN-SPAM opt-out requirements, as they are necessary for Service operation.

11. Children’s Privacy

The Service is designed for business use by professionals and is not directed at individuals under the age of 18. We do not knowingly collect personal information from anyone under 18 years of age. If we learn that we have collected personal information from a person under 18, we will delete that information promptly. If you believe a minor has provided us with personal information, please contact us at privacy@trackingpermits.com.

12. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or by posting a prominent notice on the Service prior to the change becoming effective. Your continued use of the Service after changes are posted constitutes acceptance of the updated Privacy Policy.

We encourage you to review this page periodically. The “Last Updated” date at the top of this page indicates when this Privacy Policy was last revised.

13. Contact Us

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