Privacy Policy

ProposalEdge (“we,” “us,” or “our”) operates the ProposalEdge.ai platform, an AI-powered proposal generation service for government contractors. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform.

By accessing or using ProposalEdge, you agree to the collection and use of information in accordance with this policy. If you do not agree, please discontinue use of the platform.

1. Information We Collect

Account Information

When you create an account, we collect your name, email address, phone number, organization name, and password. Payment information (credit card details) is collected and processed directly by our payment processor, Stripe, and is never stored on our servers.

Documents You Upload

You may upload documents to the platform including Requests for Proposal (RFPs), resumes, past performance references, corporate capability statements, policies, and other organizational documents. These documents are stored securely and used solely to generate proposal content for your organization.

AI-Generated Content

The platform generates proposal sections, win themes, compliance matrices, success metrics, and quality assessments based on your uploaded documents. This generated content is stored in your account and belongs to you.

Usage Data

We automatically collect information about how you interact with the platform, including pages visited, features used, timestamps, browser type, IP address, and device information. This data helps us improve the service and diagnose technical issues.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the ProposalEdge platform
• Process your uploaded documents and generate proposal content
• Perform RFP analysis, compliance tracking, and quality scoring
• Process payments and manage your subscription
• Send transactional communications (account verification, password resets, subscription updates)
• Monitor platform performance, security, and reliability
• Respond to your support requests
• Comply with legal obligations

We do not use your information for advertising, behavioral profiling, or selling to third parties.

3. AI Data Processing

ProposalEdge uses third-party AI models to extract information from your documents and generate proposal content. When you use our generation features, relevant portions of your documents are sent to AI service providers for processing. We currently use services from:

• Google (Gemini) — for document extraction and analysis
• Anthropic (Claude) — for content generation and quality assessment
• OpenAI — for content generation

These providers process your data solely to return results to ProposalEdge and are contractually prohibited from using your content to train their models. Your uploaded documents and generated content are not used to train, fine-tune, or improve any AI model. Each AI request is processed in isolation and is not retained by the provider beyond the time needed to deliver results.

If you work with Controlled Unclassified Information (CUI) or other sensitive government data, please contact us to discuss appropriate handling procedures before uploading such documents.

4. Data Storage & Security

Your data is stored on infrastructure provided by Amazon Web Services (AWS) in the United States. We implement industry-standard security measures including:

• Encryption at rest — all stored data, including documents and database records, is encrypted using AES-256
• Encryption in transit — all data transmitted between your browser and our servers uses TLS 1.2+
• Authentication — user accounts are managed through AWS Cognito with multi-factor authentication support
• Access control — role-based access ensures users can only access data within their organization
• Infrastructure isolation — documents are stored in private S3 buckets with no public access
• Monitoring — we maintain audit logs and use automated alerting for security events

While we implement reasonable safeguards, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security of your data.

5. Data Sharing

We do not sell, rent, or trade your personal information or documents. We share data only with the following categories of service providers, and only to the extent necessary to operate the platform:

• Cloud Infrastructure (AWS) — hosting, storage, authentication, and database services
• Payment Processing (Stripe) — subscription billing and payment handling
• AI Providers (Google, Anthropic, OpenAI) — document analysis and content generation, under data processing agreements

We may also disclose information if required by law, subpoena, or government request, or if necessary to protect the rights, safety, or property of ProposalEdge, our users, or the public.

6. Data Retention & Deletion

We retain your data for as long as your account is active or as needed to provide services. You may delete individual proposals, documents, or other content at any time through the platform interface. Deleted content is removed from our production systems immediately.

If you delete your account, all associated data — including uploaded documents, generated proposals, organization data, and usage history — is permanently removed from our production systems within 7 days. Encrypted backups that may contain your data are purged within 30 days of account deletion.

We may retain anonymized, aggregated data (such as total documents processed or average quality scores) that cannot be linked to any individual or organization, for the purpose of improving the platform.

7. Cookies

ProposalEdge uses cookies strictly for functionality:

• Authentication cookies — to maintain your login session and verify your identity
• Preference cookies — to remember settings like selected organization or billing interval

We do not use third-party advertising cookies, tracking pixels, or social media cookies. We do not participate in ad networks or cross-site tracking.

8. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access your personal data and request a copy of the information we hold
• Correct inaccurate or incomplete personal information
• Delete your account and all associated data
• Export your generated proposals and uploaded documents
• Object to certain processing activities

To exercise any of these rights, contact us at privacy@proposaledge.ai. We will respond within 30 days.

California residents: Under the California Consumer Privacy Act (CCPA), you have additional rights including the right to know what personal information is collected and the right to opt out of the sale of personal information. We do not sell personal information.

9. Children's Privacy

ProposalEdge is a business-to-business service designed for government contractors. It is not directed at individuals under the age of 13. We do not knowingly collect personal information from children. If we learn that we have inadvertently collected data from a child under 13, we will delete that information promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. If we make material changes, we will notify you by email at the address associated with your account at least 30 days before the changes take effect.

Non-material changes (such as formatting or clarification) may be made without notice. The “Last updated” date at the top of this page indicates when the policy was most recently revised.

11. Contact Us

If you have questions about this Privacy Policy, your data, or your rights, contact us at:

• Email: privacy@proposaledge.ai
• General inquiries: support@proposaledge.ai