Privacy Policy

Last updated: January 1, 2026  ·  Effective: January 1, 2026

1. Who We Are

Submittal Desk ("Company," "we," "us," or "our") is the developer and publisher of SubmittalDesk, a Windows desktop application for product data submittal management. Our principal place of business is in the United States. You can contact us at support@submittaldesk.com.

This Privacy Policy applies to information collected through our website at submittaldesk.com, through contact and inquiry forms on our website, and in connection with the sale, licensing, and support of the SubmittalDesk software application.

2. Information We Collect

We collect the following categories of personal information:

• Contact information: Name, email address, company name, phone number if provided
• Business information: Number of seats requested, trade or industry, company size
• Transaction information: License purchase details, payment confirmation records (not payment card data), license keys issued
• Communication records: Emails, support inquiries, demo request details
• Technical information: Operating system version collected for support purposes only, provided voluntarily by you
• Usage information: License activation records, number of active seats

We do not collect sensitive personal information such as Social Security numbers, government ID numbers, financial account numbers, health information, biometric data, or precise geolocation data.

3. How We Collect Information

We collect information in the following ways:

• Contact and inquiry forms: When you submit a trial request, demo request, or contact form on our website
• Email correspondence: When you email us directly at support@submittaldesk.com
• License purchase: When you purchase a license, we collect information necessary to fulfill and record the transaction
• Software activation: When you activate a license key, basic activation data is recorded
• Support interactions: When you contact us for technical support

We do not purchase, rent, or acquire personal information from data brokers or third-party list providers.

4. How We Use Your Information

We use the information we collect for the following purposes:

• To respond to your inquiry, demo request, or trial request
• To set up, deliver, and manage your trial or paid license
• To issue and verify license keys
• To provide customer support and troubleshoot technical issues
• To send you information about your license, including renewal reminders
• To send you marketing communications about SubmittalDesk, where you have not opted out
• To maintain records of our business transactions
• To comply with legal obligations
• To enforce our license agreement and terms of use

We do not use your information for automated decision-making or profiling that produces legal or similarly significant effects.

5. Marketing Communications

When you submit a contact form, request a trial, or purchase a license, you may receive follow-up communications from us about SubmittalDesk, including product updates, renewal reminders, and new feature announcements. These communications are sent by us directly, not through automated marketing platforms that track opens or clicks.

You may opt out of marketing communications at any time by replying to any email with "unsubscribe" or by emailing support@submittaldesk.com with your request. Opting out of marketing communications does not affect transactional communications such as license confirmations, support replies, or renewal notices related to an active license.

6. Sharing Your Information

We do not sell your personal information. We do not share your personal information with third parties for their own marketing purposes.

We may share your information in the following limited circumstances:

• Service providers: We use Web3Forms to process contact form submissions. Form data is transmitted through their service and delivered to our email inbox. Web3Forms acts as a service provider and is not authorized to use your data for their own purposes.
• Payment processors: If you purchase a license, payment processing is handled by a third party. We do not receive or store your payment card information. The payment processor's privacy policy governs their handling of your payment data.
• Legal compliance: We may disclose information if required by law, court order, or government authority, or to protect the rights, property, or safety of Submittal Desk, our customers, or others.
• Business transfer: If Submittal Desk is acquired, merged, or its assets are transferred, your information may be transferred as part of that transaction. We will notify you of any such change.

7. Software Installation and Your Computer

SubmittalDesk is a Windows desktop application that you install on your computer or company computers. By installing and using SubmittalDesk, you agree to the following:

• The application is installed locally on Windows computers you control. It does not install background services, startup programs, or persistent system processes beyond the application itself.
• The application requires read and write access to a designated data folder, either on your local machine or a shared network drive, to store your company library, projects, and configuration files.
• The application does not transmit your library data, project files, or documents to our servers or any external server. All data remains on your own infrastructure.
• License activation may require a one-time or periodic connection to our license verification service to validate your license key. This process transmits only your license key and basic system identifiers necessary for verification.
• The application may check for available updates. This check transmits no personal information, only a version check request.
• You are responsible for ensuring that installation of the software on company-owned computers complies with your employer's IT policies.
• You must have the legal authority to install software on any computer on which you install SubmittalDesk, including any required administrator rights.

We do not use the application to access, monitor, or transmit any files, documents, or data stored on your computer outside of the designated SubmittalDesk data folder.

8. Data Inside the SubmittalDesk Application

All data you create or store within SubmittalDesk, including your company product library, manufacturer information, cut sheets, project files, submittal packages, and O&M packages, is stored exclusively on your own infrastructure, either your local machine or your company network drive.

We do not have access to, do not store, and do not transmit any of this data. It is entirely under your control. You are responsible for backing up your own data, securing your network drive, and managing access permissions for your team.

If you choose to use our automatic backup feature, backups are stored locally within your designated data folder, not on our servers.

9. Cookies and Tracking

Our website does not use tracking cookies, advertising pixels, retargeting scripts, or third-party analytics services such as Google Analytics. We do not track your browsing behavior across websites.

Our website may use technically necessary session functions to operate the contact form. No personal information is stored in cookies on our website.

10. Third Party Services

Our website and software interact with the following third-party services:

• Web3Forms: Processes contact form submissions from our website. Subject to Web3Forms' privacy policy at web3forms.com.
• Cloudflare: Our website is hosted on Cloudflare Pages. Cloudflare may process network-level data as part of hosting and security services. Subject to Cloudflare's privacy policy at cloudflare.com.
• Payment processor: Handles purchase transactions. Their privacy policy governs payment data handling.

We are not responsible for the privacy practices of third-party services. We encourage you to review their privacy policies.

11. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes described in this policy:

• Contact and inquiry records are retained until we reasonably conclude you are not a current or prospective customer, or until you request deletion
• Active license holder records are retained for the duration of your license and for a reasonable period after expiration for renewal purposes and legal compliance
• Transaction and payment records are retained as required by applicable tax and accounting laws, typically seven years
• Support correspondence is retained for a reasonable period to provide ongoing support

You may request deletion of your personal information at any time by contacting us at support@submittaldesk.com. We will honor deletion requests except where retention is required by law or necessary to fulfill an active license agreement.

12. Security

We take reasonable and appropriate measures to protect personal information from unauthorized access, disclosure, alteration, or destruction. These measures include:

• Encrypted email transmission for communications
• HTTPS encryption on our website
• Limited internal access to personal information on a need-to-know basis
• No storage of payment card information on our systems

No method of electronic transmission or storage is 100% secure. While we use commercially reasonable measures to protect your information, we cannot guarantee absolute security. In the event of a data breach that affects your personal information, we will notify you as required by applicable law.

13. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA):

• Right to know: You have the right to request information about the categories and specific pieces of personal information we have collected about you, the sources of that information, the purposes for which it is used, and the categories of third parties with whom it is shared.
• Right to delete: You have the right to request deletion of personal information we have collected from you, subject to certain exceptions.
• Right to correct: You have the right to request correction of inaccurate personal information we maintain about you.
• Right to opt out of sale or sharing: We do not sell or share personal information for cross-context behavioral advertising. No opt-out is required but you may confirm this at any time by contacting us.
• Right to limit use of sensitive personal information: We do not collect sensitive personal information as defined by CPRA.
• Right to non-discrimination: We will not discriminate against you for exercising any of your privacy rights. Exercising your rights will not affect your ability to receive our services or your license terms.

To exercise any of these rights, contact us at support@submittaldesk.com. We will respond to verifiable requests within 45 days as required by law. We may need to verify your identity before processing your request.

California residents may also designate an authorized agent to submit requests on their behalf. We will require written authorization and may verify the agent's identity.

For the 12 months preceding the date of this policy, we have not sold personal information to any third party and have not shared personal information for cross-context behavioral advertising purposes.

14. Other US State Privacy Rights

Residents of Virginia, Colorado, Connecticut, Texas, and other states with enacted consumer privacy laws may have similar rights to access, correct, delete, and opt out of certain uses of their personal information. We extend the rights described in Section 13 to residents of all US states with applicable privacy laws. To exercise your rights, contact us at support@submittaldesk.com.

15. Children's Privacy

SubmittalDesk is a business-to-business software product designed for use by professional contractors and their employees. Our website and software are not directed at, and we do not knowingly collect personal information from, anyone under the age of 18. If you believe we have inadvertently collected information from a minor, contact us at support@submittaldesk.com and we will delete it promptly.

16. User Agreement and Acceptable Use

By downloading, installing, or using SubmittalDesk, and by submitting information through our website, you agree to the following:

• You are at least 18 years of age and have the legal authority to enter into agreements on behalf of yourself or your company
• The information you provide to us is accurate and complete to the best of your knowledge
• You will use SubmittalDesk only for lawful business purposes
• You will not reverse engineer, decompile, disassemble, or attempt to derive the source code of the SubmittalDesk application
• You will not share, resell, sublicense, or transfer your license key to any third party without our written consent
• You will not use SubmittalDesk to store or process any unlawful, infringing, or harmful content
• Each seat of the license corresponds to one individual user. License keys may not be shared among multiple users simultaneously
• You are responsible for maintaining the confidentiality of your license key and for all use of SubmittalDesk under your license
• You will notify us promptly at support@submittaldesk.com if you become aware of any unauthorized use of your license

Violation of these terms may result in termination of your license without refund.

17. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically.

For active license holders, we will make reasonable efforts to notify you of material changes by email. Continued use of our website or software after changes are posted constitutes your acceptance of the updated policy.

18. Contact Us

For privacy-related questions, requests to exercise your rights, or concerns about how we handle your information, contact us at:

Submittal Desk
Email: support@submittaldesk.com

We will respond to all privacy-related inquiries within 30 days, and to requests from California residents within 45 days as required by law.