Privacy Policy

Last updated: August 2026

1. Introduction

ProposalVault is operated by Chisty Digital Forge (ABN: 25864140160), trading as ProposalVault.

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 selected industry. For local accounts, we store a one-way password hash and session records in our Neon-hosted database. We never store your plaintext password. If you use Google sign-in, Google processes the OAuth authentication.

Content You Upload

We extract and store document text, filenames, search embeddings, questions, generated answers, and project metadata. Original upload files are processed to extract content and are not stored by the app. Stored content is scoped to your workspace and its authorised 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.

Communications and Technical Data

We process contact and feedback messages, ratings, timestamps, and identifiers associated with signed-in feedback. We also process IP addresses and user identifiers for security and rate limiting.

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:

  • OpenAI receives document or question text to create embeddings.
  • Groq receives questions, relevant document excerpts, and PDF text used for question extraction.
  • Provider retention and model-training controls depend on our provider account settings and their applicable terms; provider abuse-monitoring logs may be retained temporarily.
  • 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: Hosting and consented analytics (Vercel), database hosting (Neon), optional Google authentication (Google), transactional email (Brevo), AI services (OpenAI, Groq), payments (Stripe), and rate limiting (Upstash)
  • Legal requirements: When required by law or to protect our rights
  • Business transfers: In connection with a merger, acquisition, or sale of assets

For details on how we process data on behalf of business customers, see our Data Processing Agreement.

6. Data Security

We implement industry-standard security measures including:

  • Encrypted connections for data in transit
  • Encryption at rest provided by applicable infrastructure providers
  • Application-level workspace scoping and role-based access controls
  • Selected project activity logging and infrastructure monitoring

ProposalVault does not currently hold a SOC 2 certification or ISO 27001 certification. Details of our current practices are available in our Trust Center.

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. Such access is limited to personnel with a legitimate need and is governed by our internal access-control policy. We continuously work to implement technical controls — including access logging — to provide additional accountability over time.

7. Data Retention

We retain account and workspace data while your account is active. You may submit a verified deletion request to support. We remove data from active systems after validating the request, subject to legal, accounting, fraud-prevention, dispute, and provider backup-retention requirements.

  • Workspace content covered by an approved deletion request is removed from active systems
  • Billing and transaction records may be retained where required by law
  • Backups expire according to each infrastructure provider's retention schedule
  • Aggregated or de-identified analytics may be retained

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 support@proposalvault.cloud.

9. Cookies

We use essential cookies for authentication and session management. We do not use third-party tracking cookies for advertising purposes. Vercel Web Analytics is optional and loads only after you select Accept All in the cookie preferences banner. Your preference is stored in your browser.

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: support@proposalvault.cloud