Last updated: August 30, 2026
Who we are
ProposalAI Inc. (“ProposalAI”, “we”) operates proposalai.co and the ProposalAI platform, an AI enabled response management platform that helps businesses streamline their response to RFPs, security questionnaires, and other complex inquiries by transforming their internal documents into a secure, AI-powered knowledge base. For questions, contact our Privacy Office at: privacy@proposalai.co.
Information we collect
Website enquiries: name, work email, company, role, and the message you send.
Platform accounts: named-user information and activity needed for approvals and history.
Customer Data: The documents, content, and information that you or your organization uploads, creates, or submits to our Services, such as past proposals, security documentation, or technical manuals.
How we use it
To respond to enquiries, provide and support the platform, meet legal obligations, and improve the service. Customer Data is used only to deliver the service to the customer that uploaded it. We will not disclose your information to third parties except to trusted sub-processors who are essential for core product functionality, such as cloud hosting providers and Large Language Model (LLM) providers (e.g., OpenAI, Google, Anthropic etc). Your data is processed solely by these LLM providers to generate a response for your specific request and is not retained or used for any other purpose.
Legal basis and retention
We process your data on the basis of our contract with you (to provide the Services) and for our legitimate interests to improve and secure our Services. This improvement process involves analyzing aggregated usage data and performance metrics to enhance functionality and security; it does not involve using your Customer Data for this purpose. For your Customer Data, we act as a “data processor” on your behalf, processing it to provide the core functionality of our Services.
Your Customer Data is retained for the duration of your contract and will be securely deleted upon termination at your direction.
Sub-processors and rights
We use a small number of infrastructure and model providers under written agreements. A current list is available on request. Depending on where you are, you may have rights to access, correct, delete, or restrict processing. Contact privacy@proposalai.co.
Cookies
Our website uses cookies to improve your experience. Cookies are small data files stored on your device. We use them for
Essential Operations: To operate our website and secure your login sessions.
Performance and Analytics: To understand how our website is used and to improve its performance.
Functionality: To remember your preferences and settings. You can control or refuse cookies through your web browser’s settings, but please note that some parts of our Services may not function properly without them.