Privacy Policy

Last updated: 24 February 2026

Overview

SubTracker ("we", "us", "our") is an Australian subscription tracking service. We take your privacy seriously. This policy explains what data we collect, how we use it, and your rights regarding that data.

What We Collect

Account information: When you sign up via Clerk (our authentication provider), we store your email address and display name. This is used to identify your account and send you renewal reminder emails.

Subscription data: The subscription details you save (merchant name, amount, frequency, category, renewal date, business/personal tag) are stored in our database (Convex) and associated with your account.

Payment information: Payments are processed by Stripe. We store a reference to your Stripe session for fulfilment purposes. We never see or store your card details.

Bank Statement Processing

When you upload a bank statement (PDF or CSV), the text content is extracted in memory on our server and sent to Google's Gemini AI for analysis. We do not store your bank statement. The file is processed in a single request and immediately discarded. Only the extracted subscription details (merchant name, amount, frequency) are retained, and only the ones you explicitly approve during the review step.

Refund cases

Statements stay unstored; only the lines you choose persist. Starting a case does not change how we handle your bank statement. The statement is still processed in memory and discarded. When you build a case, the specific charge lines you tick, and only those, are saved as your evidence: their date, the raw statement descriptor, and the amount. The rest of your scan is never stored. Those saved lines are the charges the merchant letter quotes, and they are what appears on your case record as your attested evidence.

Your authority and signature. When you sign the authority to send a letter, we record the name you typed, the time you signed, and the IP address you signed from, as evidence that you authorised the correspondence. We keep this on the case.

The details you give to locate the account. The case letter includes the information a merchant needs to find you: your name, the email address on your account with that merchant, and, if you provide them, your membership number and home club. You supply these during intake, and they are stored on the case because they form part of the letter we send on your behalf.

Correspondence on your case. We record the letter we send and any follow-up. When the merchant replies to the case address, we store the reply on your case, including who it came from, its subject, and its content, and we forward you a copy. Inbound email to the case address passes through and is retained by our email provider, Resend, in the ordinary course of delivering it. Outbound case email is sent through Resend as well.

The verification record. Every letter links to a verification page at a unique, unguessable web address for that case. Anyone who has the link can view it; there is no login. The page shows the letter as it was sent, but with the identity lines redacted: the email address on your merchant account, your membership number, and your home club are withheld, appearing as "[withheld on this public record]" rather than their real values. What it shows is the letter body with those lines withheld, the delivery timestamps, the follow-up timestamps, the name of the person who signed the authority, and the time they signed. It does not show the IP address recorded with your signature. Keep the link private if you do not want the letter visible to whoever holds it.

Founder notifications. Case activity, such as a letter sending, a follow-up going out, a check-in, or a fee refund, generates an internal notification to SubTracker's founder so cases can be monitored. These notifications reference the case and the merchant.

Third-party services for cases. In addition to the services listed below, cases use:

  • Resend: delivery of outbound case letters and receipt of inbound merchant replies to the case address. Inbound and outbound case email transits and is retained by Resend. See Resend's Privacy Policy.
  • Stripe: the upfront case fee, and the automatic refund of that fee under the guarantee. See Stripe's Privacy Policy.

Retention and deletion of case data. Case records, their evidence lines, the authority signature, and the correspondence are retained while your account is active and while a case may need to be evidenced or a fee refund processed. Deleting your account removes your case data along with the rest of your account. The verification page for a case stops resolving once the underlying case is removed.

Third-Party Services

Email Reminders

We send renewal reminder emails the day before a tracked subscription is due to renew. These are sent to the email address associated with your account. Reminders are enabled by default for all active subscriptions.

Data Retention

Your subscription data is retained for as long as your account is active. If you delete your account, all associated data (subscriptions, upload history) will be permanently removed. Bank statement files are never stored. They are processed in memory and discarded immediately.

Your Rights

You can:

  • Access all your stored subscription data through the dashboard
  • Edit or delete any subscription at any time
  • Export your data as CSV
  • Request account deletion by contacting us

Data Security

We use industry-standard security practices including encrypted connections (HTTPS), authenticated API endpoints, and secure third-party services. We do not require or store bank login credentials. SubTracker works with downloaded statement files only.

Changes to This Policy

We may update this policy from time to time. Changes will be reflected on this page with an updated date. Continued use of SubTracker after changes constitutes acceptance of the revised policy.

Contact

For privacy-related questions, contact us at chris@subtracker.com.au.