Privacy Policies

Introduction

Welcome to Proposiq (“we,” “our,” or “us”). Your privacy is important to us. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you interact with our website at www.proposiq.com, use our RFP automation software and related services (collectively, the “Services”), or otherwise communicate with us. This Policy also outlines your rights and choices with respect to your personal data.

By accessing or using our Services, you agree to the practices described in this Privacy Policy. If you do not agree with our policies and practices, please do not use our Services.

Information We Collect

We collect information from and about users of our Services in various ways, including:

A. Information You Provide to Us Directly

• Account Information – such as your name, company name, email address, phone number, billing details, login credentials and other sources of information.
• Uploaded Content – including internal business documents, marketing materials, proposal responses, and any other data or content you upload or submit while using our Services.
• Communications – including correspondence you send to us, customer support inquiries, and survey responses.

B. Information We Collect Automatically

• Usage Information – such as number of pages viewed, features used, time spent on the platform, clickstream data, and user actions.
• Device Information – including your IP address, browser type, device identifiers, operating system, and device settings.
• Cookies and Similar Technologies – we use cookies and related tools to enable essential functions, enhance performance, and analyze usage. You can manage cookie settings in your browser or through our cookie banner. See further below for more information.

C. Information from Third Parties

• Business partners or your employer, when they invite or onboard you into the Proposiq platform.
• Analytics providers and telemetry services or other service providers who help us improve the functionality and performance of our Services.

Legal Basis for Processing Personal Data

If you are located in the European Economic Area (EEA), the United Kingdom, or other jurisdictions with similar laws, we process your personal data under one or more of the following legal bases:

• Performance of a contract with you (e.g., providing the Services)
• Your consent (e.g., for marketing communications)
• Our legitimate interests (e.g., improving the Services and enhancing user experience)
• Compliance with legal obligations

How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our Services, including processing uploaded documents and generating draft responses.
• Personalize your experience and customize our platform to your preferences.
• Facilitate user authentication and account management.
• Communicate with you regarding your account, updates to our Services, and administrative messages.
• Respond to your inquiries and provide customer support.
• Analyze usage patterns to better understand customer needs and optimize the product.
• Prevent fraud, enforce our Terms of Use, and comply with applicable legal obligations.

We do not engage in fully automated decision-making that produces legal or similarly significant effects without human involvement.

How We Share Your Information

We do not sell your personal data. We only share your information in the following limited circumstances:

A. With Service Providers

We engage trusted third-party vendors to perform certain services on our behalf, such as:

• Cloud hosting and data storage (e.g., AWS, GCP, DigitalOcean, Azure)
• AI infrastructure (e.g., foundational model providers)
• Payment processing
• Technical support and analytics

These service providers are contractually required to safeguard your information and use it only for purposes specified by us.

B. With Your Organization

If your access to our Services is provided by your employer or another organization, we may share relevant usage and account activity with the administrator or other authorized personnel from that organization.

C. For Legal Compliance and Protection

• Comply with applicable laws or legal processes
• Respond to government or law enforcement requests
• Protect our rights, users, and the public from fraud, abuse, or harm

D. Business Transfers

In the event of a corporate transaction (e.g., merger, acquisition, asset sale), your data may be transferred as part of the business assets. We will notify you of such events as required by law.

How We Protect Your Information

We implement industry-standard security measures to protect your personal and confidential data, including:

• Data encryption in transit and at rest
• Access controls and authentication protocols
• Safeguards related to information walls between collaborating team members

Despite these measures, no system is entirely secure. You are responsible for maintaining the confidentiality of your credentials and for all activity under your account.
In the event of a data breach that affects your personal information, we will notify you and appropriate regulatory authorities in accordance with applicable law.

Your Rights and Choices

Depending on your location and applicable data protection laws, you may have the right to:

• Access and obtain a copy of your personal information
• Correct inaccuracies in your data
• Delete your account and personal information
• Object to or restrict certain data processing
• Withdraw your consent where processing is based on consent
• Receive your data in a portable format (data portability)
• Lodge a complaint with a supervisory authority if you believe your rights are being violated

To exercise your rights, contact us at [email protected].

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), including:

• The right to know the categories and specific pieces of personal information we collect, use, disclose, and retain
• The right to delete your personal information
• The right to opt out of the “sale” or “sharing” of your personal information (if applicable)
• The right to correct inaccurate personal information
• The right to limit the use of sensitive personal information

To exercise your rights, contact us at [email protected].

Data Retention

We retain your personal information only as long as necessary to fulfill the purposes outlined in this Policy or as required by law. Uploaded content and user accounts can be deleted upon request, subject to our legal and contractual obligations.

Cookies and Tracking Technologies

• Enable core functionality (e.g., login, session persistence)
• Monitor platform performance and usage
• Enhance user experience and content relevance

You may manage your cookie preferences using our cookie banner or through your browser settings. Disabling cookies may affect your ability to use certain features of the Services.

International Data Transfers

We are based in the United States. If you access our Services from outside the U.S., your data may be transferred to, stored in, or processed in the United States or other countries where our service providers are located. We take steps to ensure adequate protection of data transferred across borders, including use of standard contractual clauses where appropriate.
When required, we use appropriate safeguards for cross-border data transfers, such as standard contractual clauses approved by the European Commission.

Children’s Privacy

Our Services are not intended for use by individuals under the age of 18. We do not knowingly collect personal data from children. If we learn that we have collected data from a child without appropriate consent, we will delete it promptly.

Links to Other Websites

Our Services may contain links to third-party websites or services. We are not responsible for their privacy practices. We encourage you to read the privacy policies of those third parties before providing your data.

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. When we do, we will revise the “Effective Date” at the top of this page and, when required, notify you by email or other appropriate means.

Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at: