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Privacy Policy

W9 Tracker

Effective Date: May 11, 2026

This Privacy Policy describes how Simple Accounting Tools LLC (“Company,” “we,” “us,” or “our”) collects, uses, stores, and discloses information when you use the W9 Tracker website, software platform, integrations, and related services (collectively, the “Service”).

By using W9 Tracker, you agree to the practices described in this Privacy Policy.

1. Company Information

Simple Accounting Tools LLC
Utah, United States

Website: https://w9tracker.xyz
Email: support@simpleaccountingtools.com

2. Scope of This Policy

This Privacy Policy applies to information collected through:

  • the W9 Tracker website;
  • the W9 Tracker application;
  • QuickBooks Online integrations;
  • W-9 collection workflows;
  • vendor communication tools;
  • support communications.

This Privacy Policy does not apply to third-party services that may integrate with W9 Tracker.

3. Information We Collect

A. Account Information

We may collect:

  • names;
  • email addresses;
  • usernames;
  • organization or firm names;
  • login credentials;
  • authentication data.

B. Taxpayer and Vendor Information

Users may upload or store sensitive taxpayer and vendor information, including:

  • W-9 forms;
  • Social Security Numbers (SSNs);
  • Employer Identification Numbers (EINs);
  • Taxpayer Identification Numbers (TINs);
  • mailing addresses;
  • vendor names;
  • email addresses;
  • tax classification information.

C. Accounting and QuickBooks Data

If you connect QuickBooks Online or other integrations, we may access and process:

  • vendor records;
  • transaction data;
  • payment information;
  • company information;
  • accounting metadata;
  • 1099-related data.

D. Uploaded Documents

Users may upload W-9-related documents and PDFs through the Service.

E. Communications Data

We may collect information relating to:

  • W-9 outreach emails;
  • transactional notifications;
  • customer support communications;
  • delivery status and email logs.

W9 Tracker does not currently send marketing or promotional emails.

F. Usage Data and Analytics

We may automatically collect:

  • IP addresses;
  • browser information;
  • device identifiers;
  • usage activity;
  • session information;
  • pages viewed;
  • feature interactions;
  • crash or error logs.

We may use cookies, analytics tools, and similar technologies to improve the Service.

4. How We Use Information

We use collected information to:

  • provide and operate the Service;
  • authenticate users;
  • process W-9 workflows;
  • manage vendor records;
  • support 1099 preparation workflows;
  • enable QuickBooks integrations;
  • improve performance and functionality;
  • monitor security and fraud;
  • provide customer support;
  • comply with legal obligations;
  • maintain audit and operational logs.

5. Vendor and Third-Party Data Responsibilities

Users are responsible for obtaining any necessary permissions or consents before uploading or processing third-party personal or tax information through W9 Tracker.

You represent that you have the legal authority to provide any information uploaded into the Service.

6. Sharing of Information

We do not sell personal information.

We may share information with trusted third-party service providers that assist us in operating the Service, including:

  • cloud hosting providers;
  • infrastructure providers;
  • analytics providers;
  • email delivery providers;
  • QuickBooks/Intuit integrations;
  • filing/export integration providers;
  • security and monitoring providers.

These providers may process information solely to support the Service.

7. QuickBooks Online Integration

If you connect QuickBooks Online:

  • you authorize us to access accounting data through Intuit APIs;
  • we may store synchronized accounting data locally;
  • we may retain encrypted OAuth tokens necessary to maintain integration connectivity.

Your use of QuickBooks Online remains subject to Intuit’s terms and privacy policies.

8. Cookies and Analytics

We may use:

  • cookies;
  • local storage;
  • analytics tools;
  • tracking technologies.

These technologies help us:

  • maintain user sessions;
  • analyze usage patterns;
  • improve application performance;
  • troubleshoot issues.

You may disable cookies through your browser settings, though portions of the Service may not function properly.

9. Data Security

We implement commercially reasonable administrative, technical, and organizational safeguards designed to protect information, including:

  • encryption of sensitive credentials and tokens;
  • access controls;
  • authentication protections;
  • secure hosting environments;
  • audit logging.

However, no system can guarantee absolute security.

Users are responsible for maintaining the confidentiality of their account credentials.

10. Data Retention

We retain information:

  • as long as reasonably necessary to provide the Service;
  • for operational and security purposes;
  • to maintain backups and audit logs;
  • to comply with legal obligations;
  • to resolve disputes and enforce agreements.

Even after deletion requests, residual backup copies may temporarily remain in secure backup systems.

11. User Rights and Requests

Users may request:

  • access to their personal information;
  • correction of inaccurate information;
  • deletion of accounts or stored information.

We may deny or limit requests where retention is necessary for:

  • legal compliance;
  • security purposes;
  • fraud prevention;
  • operational backups;
  • dispute resolution.

Requests may be submitted to: support@simpleaccountingtools.com

12. U.S.-Only Service

W9 Tracker is intended solely for users and businesses located in the United States.

Information may be stored and processed in the United States, including through U.S.-based service providers and cloud infrastructure providers.

13. Children's Privacy

W9 Tracker is not intended for children under the age of 13.

We do not knowingly collect personal information from children under 13. If we become aware that such information has been collected, we will take reasonable steps to delete it.

14. Third-Party Services

The Service may contain integrations or links to third-party services.

We are not responsible for the privacy practices, security, or content of third-party providers.

Users should review the privacy policies of those providers separately.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

Updated versions will be posted at: https://w9tracker.xyz

Continued use of the Service after updates constitutes acceptance of the revised Privacy Policy.

16. Contact Information

Simple Accounting Tools LLC
Utah, United States

Website: https://w9tracker.xyz
Email: support@simpleaccountingtools.com