Privacy Policy

We collect information in the following categories:

A. Account and identity information

Information you provide when registering and managing your account.

• Name and work email address.
• Company name, UEI (Unique Entity Identifier), and CAGE code.
• Password (stored in hashed form; we never store plaintext passwords).
• If you choose Sign in with Google: the name, email address and profile picture of your Google account. Google confirms who you are; we never see or store your Google password, and we ask Google only for this basic profile - never for access to your Gmail, Drive or contacts.
• Billing and payment information (processed and stored by Stripe; we do not store your full credit card number).

B. Customer content

Content you create, upload, or generate while using the platform.

• Solicitation documents you upload (RFPs, RFIs, SOWs).
• Proposal drafts, outlines, and compliance matrices.
• Comments, task assignments, and team communications within the platform, including voice messages.
• Voice call audio when a call is recorded for meeting notes, and the transcripts, notes and action items made from it.
• Company capability statements and past performance records.
• AI-generated content created through your use of AI features.

C. Usage and technical data

Information collected automatically when you use the Service.

• IP address, browser type, operating system, and device information.
• Pages visited, features used, and actions taken within the platform.
• Login and logout timestamps, session duration, and activity status.
• Approximate geographic location derived from your IP address (country, region, city).
• When you sign up: a random identifier stored in your browser, a summary of general browser settings (such as time zone, language and screen size) and your network (IP address range). We keep only keyed hashes of these, to prevent fraud such as repeated free trials. Device identifiers are kept for up to 12 months, the rest for up to 90 days. If a sign-up is refused, the email address and a reference code are kept for up to 90 days so our support team can look into it.

We use the information we collect for the following purposes:

• Service Delivery: To provide, maintain, and improve the core platform functionality, including opportunity search, document analysis, AI-assisted proposal drafting, and team collaboration features.
• Account Management: To create and manage your account, process subscriptions and payments, and provide customer support.
• Security & Access Control: To authenticate users, enforce role-based access controls, maintain activity audit logs, and detect unauthorized access or misuse of the platform.
• Communication: To send transactional messages (e.g., account confirmations, subscription receipts), service announcements, opportunity alerts you have opted into, and deadline notifications.
• Analytics & Improvement: To understand how users interact with the platform, identify areas for improvement, and develop new features. We use our own internal analytics and Google Analytics 4; see our Cookie Policy for the cookies involved and how to opt out.

Our AI features - proposal drafting, document analysis, compliance matrix generation and the AI chat assistant - run on commercially available large language models from established third-party AI providers. We access them through the providers' business API services under their commercial terms, not through consumer chat products. Here is how your data is handled when you use these features:

We do not sell your personal information. We share data only with the following categories of service providers that are necessary to operate the platform:

All service providers listed above are US-based or process data within the United States. Each provider is contractually required to protect your data and may only use it to provide the specific services described above.

We may also disclose your information if required by law, regulation, legal process, or governmental request, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

We implement reasonable administrative, technical, and physical safeguards to protect your data. These measures include:

While we implement industry-standard security practices, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security but are committed to protecting your data using commercially reasonable measures.

We retain your data as follows:

• Active Accounts: Your Account Information and Customer Content are retained for the duration of your active subscription to provide the Service and maintain your workspace history.
• After Cancellation: Upon subscription cancellation, your data is preserved in a read-only state for 30 days to allow you to export your content (proposals, documents, compliance matrices).
• Deletion: After the 30-day grace period, your Customer Content is permanently deleted from our primary databases. Backup copies are purged in accordance with our backup retention schedule.
• Usage Logs: Anonymized usage analytics may be retained for up to 12 months after account closure for the purpose of platform improvement.

You may request the immediate deletion of your account and associated data at any time by contacting us at the email address listed in Section 12. We will process deletion requests within 30 days.

You have the following rights regarding your data:

• Access: You can access your account data and Customer Content at any time through the platform.
• Data Export: You can export your proposals and documents in standard formats (Word, PDF) via the platform's export features.
• Correction: You can update your account information, company profile, and other data directly within the platform.
• Deletion: You may request deletion of your account and all associated data by contacting our support team.
• Communication Preferences: You can manage your email notification preferences (for example opportunity alerts, task assignments and deadline changes) from your account settings. Transactional emails related to your account security and subscription, and proposal deadline reminders, cannot be disabled.

To exercise any of these rights, you can use the self-service options in the platform or contact us at privacy@proposalworkspace.com.

If you are a resident of a US state with comprehensive privacy legislation (including but not limited to California, Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, and other states with enacted privacy laws), you may have additional rights under applicable state law. These may include:

• Right to Know: The right to know what personal information we collect, use, and disclose about you.
• Right to Delete: The right to request deletion of your personal information, subject to certain exceptions.
• Right to Correct: The right to request correction of inaccurate personal information.
• Right to Opt-Out of Sale: The right to opt out of the sale or sharing of your personal information. We do not sell or share your personal information for targeted advertising.
• Right to Non-Discrimination: The right not to be discriminated against for exercising your privacy rights.

Our Service is designed for business use by government contractors and is not directed at individuals under the age of 18. We do not knowingly collect personal information from children under 13 (or under 16 in certain jurisdictions). If we become aware that we have inadvertently collected personal information from a child, we will take steps to delete that information promptly.

If you believe a child has provided us with personal information, please contact us at privacy@proposalworkspace.com.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:

• Update the "Effective Date" at the top of this page.
• Post a notice on the platform or send an email notification to registered users for significant changes.
• Provide at least 30 days' notice before material changes take effect, where practicable.

Your continued use of the Service after the effective date of a revised policy constitutes your acceptance of the changes. We encourage you to review this policy periodically.