Privacy Policy

This policy describes what PermitTracker Pro ("we", "us") collects when you use permittrackerpro.com, why we collect it, who we share it with, and how long we keep it. It describes what the product actually does today. Where a common privacy control does not exist in our product, this policy says so rather than implying otherwise.

1. Information we collect

Account and company information

Your name, email address, password (stored only as a one-way hash — we cannot read it), optional phone number, and your role within your company. For the company itself: business name, street address, city, state, ZIP and phone number.

Permit and project records

Everything you enter about a permit: permit number, type, issuing jurisdiction and state, issuing authority, issue and expiration dates, status, who the permit was issued to, the permit fee amount, free-text notes and description, and the jobsite address, city, state and ZIP. Projects carry their own name, address and description.

Files you upload

Documents you attach to a permit, along with the original filename, file type and file size. Uploaded files are stored on our server outside the public web root and are served only through an authenticated, permission-checked download route. They are not publicly addressable by URL.

Alert recipients — people who are not our users

You can add alert recipients so that expiration notices reach people beyond your own login. We store their name, email address and phone number. These people have not signed up with us and may not know their details are stored here. You are responsible for having a basis to provide them and for telling them they will receive notices. Anyone can be removed from your alert recipients at any time, and can ask us directly at info@permittrackerpro.com to be removed.

Team invitations

When you invite someone to your company we store the email address you invited, the role you assigned, who sent the invitation, and whether and when it was accepted. An invitation that is never accepted still leaves that person's email address stored here, associated with the person who invited them, even though they never created an account. Invitations expire, and can be revoked from the team settings page.

Alert delivery records

We keep a record of each expiration alert we attempt: which permit it concerned, which alert recipient it was addressed to, whether it went by email or SMS, whether it succeeded, and any delivery error reported back to us, together with the provider's own identifier for the message. A delivery error is text returned by the email or SMS provider, and such messages commonly quote the address or number that failed. These records have no deletion control in the app — they are not removed when you delete the recipient they describe, and clearing them requires emailing us.

Payment information

We do not receive or store your full card number. Card details are entered directly with Stripe, our payment processor. What we store is a Stripe customer identifier, a subscription identifier, your card's brand and its last four digits, so we can show you which card is on file.

Technical information

Our web server logs requests, and those logs record technical information about your visit including your IP address and the browser you used. A cookie keeps you signed in. We use cookies only for authentication and security — we do not run advertising or third-party analytics trackers.

A record of your signed-in session is also kept on our server, not only in your browser, and is retained until that session expires or is cleared. Signing in additionally creates an access token for your account, which is stored until it is superseded or removed. Requesting a password reset stores your email address alongside a single-use reset token until that reset is completed or expires.

One third party does receive something on every page load, including on pages you can reach without signing in: our pages load a web font from Bunny Fonts (fonts.bunny.net), so your browser sends that service your IP address and user agent. Bunny Fonts states that it does not track or log visitors; we list it here regardless, because what we can verify is that the request leaves your browser, not what the recipient does with it.

2. Public share links — read this one

You can generate a public status link for a permit so a client or general contractor can check its status without an account. This is the part of the product with the widest privacy consequences, so we want to be exact about it:

• Anyone holding the link can view that permit's status page. There is no password and no sign-in. Treat the link like the information itself, and send it only to people who should see it.
• Links created through the app expire automatically 90 days after creation, and you can revoke one at any time before that. A revoked or expired link stops working.
• We store only a cryptographic hash of the link token, never the token itself. That means we cannot show you the full URL again after you create it — and neither could an attacker who obtained our database.

3. How we use it

• To operate the service: storing your permits and showing them back to you.
• To send permit expiration alerts at your configured intervals.
• To send account email: team invitations, password resets and billing notices.
• To take payment and manage your subscription.
• To secure the service and investigate abuse.

We do not sell your information, and we do not share it for anyone else's advertising.

4. Who we share it with

We use these providers. For each one we describe what it actually receives, and where a provider is configured but has not yet received anything, we say that rather than blurring the two.

• Stripe — payment processing and subscription billing. Receives your card details directly from your browser, plus a customer record identifying your company. We never see the card number.
• Postmark — transactional email. Receives the recipient address and the full content of the message. For our emails that includes, among other things, the permit number, jurisdiction, expiration date, project and company name, the name of the person who invited you, single-use links for accepting an invitation or resetting a password. The free-text notes saved on a permit are not included — they are treated as internal and are never sent to alert recipients, for the same reason they are never shown on a public share link. Postmark retains delivery records, so the recipient and subject of a sent message remain queryable on their side afterwards. We do not receive inbound email through Postmark.
• Twilio — SMS delivery. See section 5, which states precisely what has and has not happened here.
• Linode — server hosting, in the United States. Holds the application and its database.
• DreamHost — DNS for our domain, and the mail forwarding behind our contact address. Any email you send to info@permittrackerpro.com passes through DreamHost and is relayed to the owner's mailbox.
• Bunny Fonts — web font delivery. Receives your IP address and user agent on every page load, as described in section 1.

We may also disclose information if legally required to, or to protect the rights and safety of our users or ourselves.

5. SMS alerts

SMS alerting is opt-in per recipient. If SMS alerting is active for a recipient and an alert fires, that recipient's phone number and the message body are sent to Twilio in order to deliver it. That is the data flow whenever a message goes out.

Delivery depends on the recipient's mobile carrier, message and data rates may apply, and recipients can stop messages at any time by replying STOP.

6. Retention and deletion

We keep your data for as long as your account is active. Being exact about deletion:

• Five kinds of record are retained when you delete them: your user accounts, company, projects, permits and alert recipients. Deleting one of these marks it deleted and removes it from your views, but the underlying row is retained in our database rather than erased immediately. This lets us recover from mistakes and preserve billing and audit history.
• Everything else is erased outright when deleted, including uploaded documents, share links, team invitations and alert delivery records. We list the retained set above rather than naming exceptions, so that a record type we add later cannot quietly inherit a promise this page never measured.
• Deleting an uploaded document is different, and we want to be precise about which half is guaranteed. The document's record is erased immediately and permanently — not marked deleted, actually removed — and that cannot be undone. Removing the underlying file from our server disk is attempted at the same moment, but it is a best-effort step: if that removal fails, the record is still gone while the file itself may remain on disk until it is cleaned up. If you need certainty that a specific file is gone, email us and we will confirm it directly.
• To have your account and its underlying records permanently erased, email info@permittrackerpro.com. We handle these by hand today. We will confirm when it is done, and we may retain what we are legally required to keep, such as billing records.

7. Security

The site is served over HTTPS. Passwords are stored as one-way hashes. Share link tokens are stored hashed. Uploaded files sit outside the public web root and are access-checked on every download. Access to your company's data is restricted to users in your company.

No system is perfectly secure, and we are a small operation. If you find a security problem, please tell us at info@permittrackerpro.com and we will respond.

8. Your choices

You can view and correct your account and company details, your permits and your alert recipients from inside the app at any time. You can revoke any share link. You can cancel your subscription at any time. For access to, correction of, or deletion of anything you cannot reach yourself, email us and we will handle it directly.

9. Children

This is a business tool and is not directed at children. We do not knowingly collect information from anyone under 18.

10. Changes

If we change this policy we will update the date at the top of this page. Material changes affecting how we use your information will also be sent to your account email.

11. Contact

PermitTracker Pro — info@permittrackerpro.com