Someone asked you to authorize a compliance portal. Here's what that actually is.
You probably got an email with a link and a button that says something like Confirm authorization. It came because your insurance agency, broker or property management firm is setting up vendor compliance tracking on your behalf. This page explains what you're agreeing to, in plain terms. It takes about two minutes to read.
What the tool does
TrackMyVendor keeps track of the insurance certificates, W-9s and licenses belonging to the contractors and vendors your company works with — and tells someone before any of them expire. That's the whole job. It's the thing that's usually a spreadsheet, an email folder, and a bad surprise during an audit.
It watches expiry dates
Certificates of insurance, W-9s and contractor licenses, each with its own deadline.
It chases renewals
When something is about to lapse, the vendor gets an email with a link to upload the new document.
It reads the documents
Coverage dates and limits are pulled off the PDF, so nobody types them into a spreadsheet.
It keeps a record
A timestamped log of what was on file and when — the thing you want during an audit.
What you're agreeing to when you click
These are the four points on the authorization page itself — nothing else is hidden behind them.
- Your agency acts as your designated representative for vendor compliance tracking.
- They may upload, view and manage your vendors' certificates of insurance, W-9s and licenses on your behalf.
- TrackMyVendor processes those documents to track coverage and expiration dates for you.
- You can withdraw the authorization at any time, which removes their access immediately.
What gets recorded
Your consent is a record, not a checkbox that disappears: the email address that granted it, the date and time, the address it came from, and the version of the agreement you saw. It appears in your own account's activity log, and it's what your agency's access rests on. If the agreement text ever changes, the old record keeps naming the version you actually agreed to.
What your agency can and cannot do
They can
- See your vendor list and each vendor's compliance status
- Upload and view your vendors' certificates, W-9s and licenses
- Request documents from your vendors on your behalf
- Set the coverage your vendors are required to carry
They cannot
- See anything before you grant access — a pending account shows them nothing
- Keep access after you withdraw it; it stops at that moment
- Reach any other company's data through your account
- Bill you for any of this — the subscription is theirs, not yours
There's nothing for you to log into. Your agency does the work inside the account, which is why the authorization click is all that's asked of you. If you'd rather have your own people in there alongside them, say so — your agency can raise it with us.
What you actually have to do
-
1
Click the link and confirm
Enter your email address, tick the box, submit. That's the entire step.
-
2
Nothing, mostly
Your agency does the setup and the chasing. Most clients never log in at all.
-
3
Tell your vendors to expect an email
Optional, but it helps. They will get a message asking for a current certificate, with a link to upload it — no account, no password, works on a phone in about two minutes.
Questions people usually have
Is this going to cost us anything?
No. Your agency holds the subscription and pays for it. You won't receive an invoice from TrackMyVendor, you won't be asked for a card, and you won't run into a locked feature that wants an upgrade.
Why is a third-party tool emailing me?
Because your agency set the account up for your company, and the software asks you — not them — for permission before anyone can see your data. The email is the consent step, and it's deliberately the only way in.
Do we have to use it?
The authorization is yours to give or not. If you decline, nothing changes about your existing relationship with your agency — they just can't track your vendor compliance in this tool.
Can we change our mind later?
Yes. The same link carries a withdraw option once granted, and withdrawing removes your agency's access immediately. Your data stays in your account.
Who else can see our vendors' documents?
Only the people your agency has authorized on its own team. Access is scoped to your company — nobody sees another company's data through it, and no other agency can reach yours.
What happens to our data if we stop working with this agency?
It stays with your company. Removing an agency releases the account rather than deleting it; the vendors, documents and history remain.
Do our vendors have to create accounts?
No. Each vendor gets a one-time upload link. There's no registration, no password and no app to install.
Still not sure?
Ask the person who sent you the link — they set the account up and can tell you exactly what they plan to do with it. If you'd rather ask us, our team is here, and you can read the privacy policy or how consent and access work in detail.