Collect1099 Privacy Policy

Effective date: 2026-06-02

Last updated: 2026-06-02

1. Introduction & Scope

This Privacy Policy explains how Martello Systems LLC ("Martello Systems," "we," "us," or "our") collects, uses, shares, and protects personal information when you use Collect1099 at collect1099.com and related applications and services (the "Service"). It applies to information we process about visitors, account holders (bookkeepers, accountants, and businesses), and the clients and vendors whose information account holders submit.

By using the Service, you agree to the practices described in this Policy. This Policy is incorporated into and subject to our Terms of Service. If you do not agree with this Policy, please do not use the Service.

2. Information We Collect

Account information. When you register, we collect information such as your name, email address, password (stored in hashed form), and firm or business details you provide.
Client and vendor data you submit. We collect the information you input or import about your clients and their vendors — such as business and individual names, contact details, addresses, and tax classifications — in order to prepare 1099 forms.
Sensitive taxpayer identifiers (see Section 3). The W-9 data you and your vendors submit includes taxpayer identification numbers (TINs), Employer Identification Numbers (EINs), and Social Security Numbers (SSNs), which are sensitive personal information.
Payment information (via Stripe). Subscription payments are processed by Stripe, Inc. We do not collect or store your full payment card numbers. Stripe processes your payment details directly; we receive limited information such as a transaction identifier, the last four digits and card brand, subscription status, and billing metadata.
Integration data. If you connect QuickBooks Online (Intuit), we access the vendor and payment data you authorize through Intuit's OAuth flow in order to detect vendors and prepare 1099 information.
Usage, device, and log data. We automatically collect information such as IP address, browser and device type, pages and features used, referring URLs, timestamps, and diagnostic/log data.
Cookies and similar technologies. We use strictly necessary cookies to keep you signed in and maintain session security, and — only with your consent — Google Analytics cookies, as described in Section 6.
Communications. If you contact us (for example, at support@collect1099.com), we collect the content of your messages and our correspondence.

3. Sensitive Taxpayer Data — How We Handle TINs, EINs, SSNs & W-9 Information

Because the purpose of the Service is to collect and prepare 1099 information, we necessarily handle sensitive taxpayer identifiers and W-9 data. We treat this information with heightened care:

How it is collected. Vendors provide W-9 data — including their TIN, EIN, or SSN — through a secure, tokenized collection link you send them, or you may enter it directly. You may also import vendor data from QuickBooks Online where you authorize it.
How it is used. We use this data only to provide the Service you direct: preparing and pre-populating 1099 forms, performing IRS TIN matching, and submitting 1099 e-filings — all at your instruction. We do not use taxpayer identifiers for advertising, profiling, or any purpose unrelated to providing the Service, and we do not sell this data.
Who it is shared with. Sensitive taxpayer data is shared only with the processors you direct in order to complete the work: Track1099 (for IRS TIN matching and 1099 e-filing) and, where applicable, the IRS as the ultimate recipient of e-filed forms, and QuickBooks Online (Intuit) where you import data from it. We do not share taxpayer identifiers with any other third party except as required by law.
How it is secured. Taxpayer identifiers are encrypted at rest (using AES-256 encryption) and transmitted over encrypted connections (TLS). Access is restricted through authentication and access controls. See Section 8 for more on security.
How long it is retained. We retain W-9 and 1099 data for as long as your account is active and thereafter as needed to comply with IRS recordkeeping requirements (the IRS generally requires payers to retain records supporting information returns for at least four years), to meet other legal, tax, and accounting obligations, to resolve disputes, and to enforce our agreements. See Section 7.
Your role as a controller. As the bookkeeper or business, you are responsible for having a lawful basis and the necessary authorizations to collect and process your vendors' taxpayer data through the Service, and for honoring those vendors' rights and requests.

4. How We Use Information

We use personal information to: provide, operate, and maintain the Service and your account; send W-9 collection requests, reminders, and transactional emails on your behalf; prepare and pre-populate 1099 forms; perform IRS TIN matching and 1099 e-filing through the processors you direct; process subscriptions, billing, and payments through Stripe; provide customer support; monitor, secure, debug, and improve the Service; detect and prevent fraud, abuse, and security issues; and comply with legal obligations and enforce our agreements. We do not use your data for automated decisions producing legal or similarly significant effects without human involvement, and we do not sell your personal information.

5. How We Share Information

We share personal information only as described below. We do not sell your personal information, and we do not share it for cross-context behavioral advertising.

Service providers (processors). Stripe, Inc. (payment processing and subscription billing); Brevo (transactional and W-9 collection email delivery); Track1099 (IRS TIN matching and 1099 e-filing, where you configure it); QuickBooks Online / Intuit (vendor and payment data import, where you connect it); and hosting and infrastructure providers that operate the Service.
The IRS. When you e-file 1099 forms through the Service, the relevant form data is transmitted, through Track1099, to the IRS as the ultimate recipient.
Legal and safety. We may disclose information if required by law or legal process, or to protect the rights, property, or safety of Martello Systems, our users, or others, or to enforce our Terms.
Business transfers. If we are involved in a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction, subject to this Policy.
With your direction. We share information when you ask us to or otherwise consent.

6. Cookies & Sessions

We use strictly necessary cookies to keep you signed in, maintain session security, and remember preferences; these are always active because the Service cannot function without them. We also use Google Analytics 4 (GA4) to understand how the site is used and improve it — but only after you accept through our cookie banner. If you decline, no analytics or tracking cookies are set and GA4 is never loaded. We do not use advertising cookies and we do not use cookies for cross-context behavioral advertising. You can change your choice by clearing your browser storage for this site, and you can control cookies through your browser settings; disabling strictly necessary cookies may prevent you from signing in or affect functionality.

7. Data Retention

We retain personal information for as long as your account is active and as needed to provide the Service, then for a reasonable period afterward to comply with legal, tax, accounting, and IRS recordkeeping obligations (generally at least four years for records supporting information returns), resolve disputes, and enforce our agreements. When information is no longer needed and not subject to a retention obligation, we delete or anonymize it. You may request deletion as described in Section 9; certain records (such as billing records and filed-return data) may be retained where required by law.

8. Security

We use reasonable administrative, technical, and organizational measures designed to protect personal information, including encryption of sensitive taxpayer identifiers (TINs, EINs, SSNs) at rest using AES-256, encryption in transit (TLS), hashed passwords, access controls, and reputable infrastructure and payment providers. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your account credentials confidential. If we become aware of a breach affecting your personal information, we will notify you and authorities as required by law.

9. Your Privacy Rights

Depending on where you live, you may have rights to: access a copy of the personal information we hold; correct inaccurate information; delete your personal information; port/export your data; object to or restrict certain processing; withdraw consent where processing is based on consent; and non-discrimination for exercising your rights.

California residents (CCPA/CPRA). You have rights to know, access, correct, and delete personal information, and to opt out of any "sale" or "sharing" — note that we do not sell or share personal information as those terms are defined.

EEA/UK residents (GDPR/UK GDPR). Where applicable, we process personal information on the bases of performance of a contract, legitimate interests, consent, and legal obligation, and you have the rights listed above plus the right to lodge a complaint with your local data protection authority.

Because account holders submit their clients' and vendors' data, you may also be a controller of that data and responsible for honoring those individuals' requests; we will assist you as a processor where appropriate. To exercise any right, email support@collect1099.com. We will verify your request and respond within the timeframes required by applicable law.

10. Children's Privacy

The Service is intended for business use by adults and is not directed to children. We do not knowingly collect personal information from anyone under 18. If we learn that we have collected such information, we will delete it. If you believe a minor has provided us information, contact support@collect1099.com.

11. International Users

We operate in the United States, and the Service is intended primarily for U.S.-based bookkeepers, accountants, and businesses. If you access the Service from outside the United States, you understand that your information will be processed in the United States, where data-protection laws may differ from those in your country. By using the Service, you consent to this transfer and processing, subject to this Policy and applicable law.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date and may provide additional notice. Your continued use of the Service after the changes take effect constitutes acceptance of the updated Policy.

13. Contact

If you have questions or requests regarding this Privacy Policy or your personal information, contact Martello Systems LLC — Collect1099, at support@collect1099.com (collect1099.com).