Privacy Policy

1. Introduction

ProposalVault ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

2. Information We Collect

Account Information

When you create an account, we collect your email address, name, and password (stored securely using industry-standard hashing).

Content You Upload

We store documents you upload (PDFs, text files), questions, and generated answers. This content is stored securely and is only accessible to you and your workspace members.

Usage Data

We collect information about how you use the service, including pages visited, features used, and actions taken. This helps us improve the product.

Payment Information

Payment processing is handled by Stripe. We do not store your full credit card number. We retain transaction records for accounting purposes.

3. How We Use Your Information

• To provide and maintain the ProposalVault service
• To process your documents and generate AI-powered answers
• To process payments and manage your subscription
• To send transactional emails (account verification, password reset)
• To respond to your support requests
• To improve our service based on usage patterns
• To detect and prevent fraud or abuse

4. AI Processing

We use third-party AI services (OpenAI for embeddings, Groq for inference) to process your documents and generate answers. Important notes:

• Your data is never used to train AI models.
• AI providers process data only to generate responses and do not retain it beyond the processing window.
• Embeddings (numerical representations) are stored in your workspace for search functionality.

User Responsibility: Users are responsible for reviewing and verifying all AI-generated content and uploaded documents before use. ProposalVault does not verify the accuracy of user-submitted or AI-generated content. Actual results may vary based on the quality and relevance of uploaded source documents.

5. Data Sharing

We do not sell your personal information. We share data only with:

• Service providers: Infrastructure (Vercel, Supabase), AI services (OpenAI, Groq), payments (Stripe)
• Legal requirements: When required by law or to protect our rights
• Business transfers: In connection with a merger, acquisition, or sale of assets

6. Data Security

We implement industry-standard security measures including:

• TLS encryption for data in transit
• AES-256 encryption for data at rest
• Row-level security for data isolation
• Regular security audits and monitoring

Security Limitations: While we implement industry-standard encryption and security measures, no system can be guaranteed to be completely secure. We continuously work to improve our security posture.

Engineer Access: Authorized engineers may access user data only when required for debugging, security investigations, or customer support purposes. All such access is restricted to necessary personnel and is logged for audit purposes.

7. Data Retention

We retain your data for as long as your account is active. Upon account deletion:

• Your personal data is deleted within 30 days
• Uploaded documents and generated content are permanently removed
• Anonymized usage data may be retained for analytics

8. Your Rights

We comply with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth). You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Export your data in a portable format
• Object to certain processing activities
• Make a complaint to the Office of the Australian Information Commissioner (OAIC)

To exercise these rights, contact us at privacy@proposalvault.com.

9. Cookies

We use essential cookies for authentication and session management. We do not use third-party tracking cookies for advertising purposes.

10. Children's Privacy

ProposalVault is not intended for users under 18 years of age. We do not knowingly collect information from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the service. Continued use after changes constitutes acceptance.

12. Contact Us

If you have questions about this Privacy Policy, contact us at:

Email: privacy@proposalvault.com