Privacy Policy

Account information: the names, email addresses, and roles of the users at your institution, and your institution's profile (name and location).

Vendor and contract records: everything your team enters about your vendors — renewal dates, notice periods, costs, payment methods, GL numbers, contacts, notes, and the contract PDFs you upload. Uploaded contracts live in private storage and are only ever served through short-lived signed URLs issued to verified members of your institution.

Operational records: an immutable audit log of changes to renewal dates and statuses, so you always know who changed what and when, plus basic technical usage needed to run and secure the service.

Payment data — handled entirely by Stripe. Card and bank details are entered on Stripe's hosted, PCI-compliant checkout and never touch VendorSteward's systems. We never see, receive, or store them. What we receive from Stripe is limited to your subscription's status — active, trialing, past due — so the app knows whether to serve your ledger.

Your data is used to provide the service: authenticating your team, storing your vendor ledger, enforcing isolation so only your institution can see its records, sending the renewal reminders your team configures, and processing your subscription status.

We also use it to answer support and due-diligence requests from your institution, and to keep the service secure — preventing abuse and detecting problems. We do not sell your data, share it with other subscribers, or use it for advertising.

Like any hosted product, VendorSteward relies on service providers for infrastructure — hosting, authentication, email delivery, and payments. These are limited to what the service needs to function; the current list is available on request.

We keep your data for as long as your account or subscription is active.

If your subscription lapses or is cancelled, your data is locked — not deleted. It stays in place, inaccessible and untouched, and is restored the moment you reactivate. This is deliberate: a credit union should never lose its vendor history over a billing lapse, and nothing is erased behind your back.

If you want your data permanently deleted instead, contact us and we will remove your institution's records on confirmed request. And you are never locked in while active — the full vendor ledger exports to CSV at any time.

Questions about this policy, or privacy requests for your institution? Email hello@vendorsteward.com and we'll respond promptly. Written requests can go to VendorSteward, Las Vegas, NV.