Privacy Policy

1. The short version

• We collect only what we need to run SubMan: your account details, the AI tools you track, and how you use the app.
• We do not sell your data, and we do not use it for advertising.
• We never ask for, and never store, your full card number or the passwords for your AI tools.
• SubMan tracks your subscriptions and reminds you about them. It does not connect to your AI tool accounts or cancel anything for you.
• You can ask us to export or delete your data at any time.

2. Information we collect

Information you give us

• Account details: your name, email address and profile picture, collected through our sign-in provider (Clerk). If you sign in with a third-party account such as Google, we receive the basic profile details that provider shares.
• Subscription data: the AI tools you add, plan names, costs, billing cycle, billing dates, renewal and cancellation intentions, reminder settings, status labels and notes.
• Payment method labels (optional): if you choose to, a label for how you pay a tool (for example "Visa") and the last 4 digits of the card. This only helps you recognise charges. We never collect full card numbers, expiry dates or security codes.
• Usage logs: the days you used a tool, minutes spent, tasks done and any notes. Some of these are recorded automatically when you open a tool from SubMan's Launch button.
• Settings: currency, timezone, language, hourly rate and email preferences.
• Feedback: messages, ratings and categories you send through the in-app feedback form, together with your email address and the page you sent it from.
• Support emails: anything you include when you write to us.

Information collected automatically

• Product analytics: pages viewed, features used, approximate location (from your IP address), device and browser type, and referring page. For signed-in users this is linked to your account ID and email address.
• Error monitoring and session replay: when something goes wrong, we collect technical details about the error, including your IP address and request information. For a sample of sessions, and for sessions where an error occurs, we record a replay of your interactions with the app so we can reproduce bugs. All text, form inputs and images are masked in these replays, so the content you enter is not recorded.
• Email events: whether our emails were delivered and, where supported, opened or clicked.
• Server logs: IP address, request time and the pages requested, kept for a short period for security and debugging.

3. How we use your information

We use your information to:

• provide the Service: show your dashboard, spending totals, unused-tool alerts and billing calendar;
• send emails you can expect from the Service, such as cancellation reminders, renewal reminders and weekly reports;
• send onboarding emails (a welcome email and a few tips in your first week), which you can turn off at any time;
• answer your feedback and support requests;
• understand which features are useful, and fix bugs and performance problems;
• protect the Service against abuse, bots and security threats;
• meet our legal obligations.

Legal bases (for users in the EEA, UK and similar jurisdictions): we process your data to perform our contract with you (running your account), on the basis of our legitimate interests (analytics, security, bug fixing, product emails you can unsubscribe from), and with your consent where the law requires it. You can withdraw consent at any time.

We do not use your subscription or usage data to train AI models, and we do not sell or rent your personal data.

4. Service providers we share data with

We share data only with providers that help us run SubMan. They process it on our behalf, under their own security and privacy commitments.

We may also disclose information if the law requires it, to protect the rights and safety of users or the Service, or as part of a transfer of the Service to a new owner. In that last case we will tell you in advance and this policy will continue to apply to your data.

5. International transfers

SubMan's operator is based in Vietnam, our database is in Singapore, and several providers are in the United States. Your data may therefore be processed outside your country. Where required, we rely on safeguards such as the Standard Contractual Clauses offered by our providers.

6. Cookies and similar technologies

We use:

• Essential cookies to keep you signed in (Clerk) and to remember your language;
• Local storage to remember preferences such as your theme;
• Analytics cookies and local storage (PostHog) to understand how the app is used.

You can block or delete cookies in your browser settings. If you block essential cookies, you will not be able to sign in.

7. How long we keep your data

• Account and app data: for as long as your account is active.
• Items you delete in the app (for example a subscription): hidden from your account immediately, and permanently deleted together with the rest of your data when you delete your account.
• After you delete your account: we delete your account and workspace data within 30 days, except where the law requires us to keep it.
• Email logs, analytics and error data: kept for the retention periods set by those providers, generally no longer than 12 months.
• Backups: may keep deleted data for a short additional period before they are overwritten.

8. Your rights

Depending on where you live, you can:

• access the personal data we hold about you;
• correct inaccurate data (most of it you can edit directly in the app);
• delete your data and your account;
• receive a copy of your data in a portable format;
• object to or restrict certain processing, including analytics;
• withdraw consent you have given;
• unsubscribe from onboarding and report emails using the link in each email or in Settings;
• lodge a complaint with your local data protection authority.

You can delete your account at any time from your account profile page. To use any of the other rights, email tony@submanapp.com from the address linked to your account. We will reply within 30 days.

Reminder emails you set up yourself (for example a cancellation reminder) are part of the Service. To stop them, turn the reminder off for that subscription.

9. Security

We use encrypted connections (HTTPS), access controls, and established, security-focused providers. Each user's data is kept separate from other users' data. No online service is perfectly secure, so we cannot guarantee absolute security. If a breach affects your personal data, we will notify you and the relevant authorities as the law requires.

10. Children

SubMan is not intended for anyone under 16. We do not knowingly collect data from children. If you believe a child has given us personal data, contact us and we will delete it.

11. Changes to this policy

We may update this policy from time to time. The "Last updated" date at the top shows when it last changed. If we make significant changes, we will notify you by email or in the app before they take effect.

12. Contact

Thuc Mai, operator of SubMan. Email: tony@submanapp.com. See also our Terms of Service.