Privacy Policy

This policy explains what Proposal Writer AI ("we") collects, why, and what we will never do with it. Short version: your documents are yours, they're encrypted, they never train AI models, and they're never sold.

1. What we collect

• Account data: name, email, password (hashed), company name, team member details.
• Content: documents you upload, intake answers, generated proposals, your learned Style Profile, signatures and signing details (including signer name, email, IP address, and device information captured for the audit trail).
• Billing data: handled by our payment processor. Card numbers never touch our servers; we store only your customer reference, plan, and invoice status.
• Usage data: pages viewed, features used, and technical logs (IP, browser) for security and product improvement.

2. What we do with it

We use your data solely to operate and improve the Service: generating and storing your proposals, learning your writing style at your request, sending emails you trigger (proposal deliveries, reminders, receipts, security notices), preventing abuse, and providing support.

3. What we will never do

• We never use your content to train AI models — not ours, not anyone's.
• We never sell or rent your data. No advertising use, no data brokers, no "partners."
• We never read your proposals except with your explicit permission during a support request you initiate.

4. AI processing

When you upload a document or generate a proposal, relevant content is sent to our third-party AI provider to fulfill that specific request, under paid API terms that prohibit the provider from using it to train models. Files transmitted for analysis are deleted from the provider after processing. The distilled results are stored encrypted in our own database.

5. Subprocessors

We rely on a small set of vetted providers, each for one narrow job: a third-party AI provider (document analysis and proposal drafting), a payment processor (subscription billing), an email-delivery provider (proposal emails and account notices), Cloudflare Turnstile (bot protection on signup and login), and our hosting provider (encrypted application and file hosting). Each receives only what its job requires, and none is permitted to use your content to train AI models. Formal subprocessor inquiries can be directed to penpals@proposalwriterai.com.

6. Recipients of proposals you send

When you send a proposal, we process your recipients' names and email addresses on your behalf to deliver it, track viewing, and capture signatures if requested. You are responsible for having a lawful basis to send to them. Recipient signing data (name, email, IP, device, timestamps) becomes part of the document's audit trail, retained with the signed document.

7. Retention and deletion

• Trashed proposals purge permanently after 30 days.
• Delete all uploads and style data instantly from Settings → Data & Privacy.
• Cancelled accounts are retained 90 days for reactivation, then permanently deleted.
• Deleted data ages out of encrypted backups within 30 days.
• Completion certificates persist as content-free records (identifier, checksum, timestamps) for legal defensibility.

8. Security

TLS 1.2+ in transit; encryption at rest; additional application-layer encryption on document contents, intake answers, and style data; least-privilege staff access; audit logging. No system is perfectly secure — if a breach affects your data we will notify you promptly by email.

9. Cookies

Essential session and security cookies only. No advertising trackers. Details in the Cookie Policy.

10. Your rights

Access, export, correct, or delete your data at any time — mostly self-serve in the app (Settings → Data & Privacy), or email us. Depending on your location you may have additional statutory rights; we honor reasonable requests regardless of geography.

11. Contact

penpals@proposalwriterai.com — privacy questions get priority handling. We may update this policy; material changes will be emailed 14 days in advance.