W-9 PDFs Are Stored Online (Secure & Structured)

Secure, Encrypted Storage

We take data security seriously. All W-9 PDFs and related vendor information are stored in a structured and highly secure database environment. Your vendor data is protected using AES-256 encryption at rest, and all application communication is encrypted using SSL protocols.

What Does “Stored Online” Mean?

Each W-9 submitted by a vendor is automatically saved and organized within your getW9 dashboard. You can access it anytime, download it, and keep track of submission timestamps, audit logs, and signatures — all in one place.

• W-9s are stored by company, vendor, and request type for easy retrieval
• Each form is stored as a secure, signed PDF — instantly downloadable
• Vendor records and metadata are kept organized in your account

Resilient Multi-Level Backup Systems

To ensure your W-9 data is always protected — even in worst-case scenarios — we maintain two independent backup systems:

1. Server-Level Automatic Backups:
   Our hosting provider maintains scheduled daily backups of the full server environment using snapshot technology. These backups are:
   • Encrypted and stored in geographically separate infrastructure
   • Run daily and Restorable from multiple points for added resilience
   • Maintained outside the primary environment to ensure disaster recovery
   • Allow full snapshot restoration in the rare event of system failure
2. Custom Application-Level Daily Backup:
   In addition to server-level snapshots, our system performs a separate internal backup every day at 2:00 AM. These include:
   • Application-level database and storage snapshot
   • Email alerts for backup success/failure sent to our product support team
   • Manual monitoring to ensure the health and reliability of backups

Always Available, Always Protected

Whether you’re auditing vendor data, retrieving a past form, or accessing W-9 records across companies, you can trust that your files are securely stored and retrievable — without relying on manual downloads or email attachments.

Terms & Conditions

For full legal and technical details around data security and W-9 storage, refer to our  Terms of Service

❓Need Help?

If you have questions about data storage or backups, our support team is here to help:  support@getw9.tax