Privacy Policy

1.1 Information You Provide

When you register or use GovProOS, we collect information you provide directly, including:

• Account registration details such as your name, email address, organization name, and password.
• Billing information including payment method details (processed securely through our payment processor).
• Content you upload to the platform, including RFP documents, proposal drafts, past performance records, resumes, and other business documents.
• Communications you send to us, including support requests and feedback.

1.2 Information Collected Automatically

When you use our platform, we automatically collect certain technical information, including:

• Log data such as IP address, browser type and version, operating system, and pages visited.
• Usage data including features accessed, actions taken, and time spent on the platform.
• Device identifiers and session tokens used to maintain your login session.
• Cookies and similar tracking technologies as described in our Cookie Policy below.

1.3 Information From Third Parties

We may receive information about you from third-party services you connect to GovProOS or from publicly available sources, such as SAM.gov for contract and entity validation purposes.

We use the information we collect to:

• Provide, maintain, and improve the GovProOS platform and its features.
• Process transactions and manage your subscription and billing.
• Authenticate your identity and maintain the security of your account.
• Generate AI-assisted proposal content using the documents and data you provide.
• Send transactional communications such as account confirmations, billing receipts, and security alerts.
• Send product updates, feature announcements, and promotional communications (you may opt out at any time).
• Respond to your support requests and inquiries.
• Analyze usage patterns to improve platform performance and user experience.
• Comply with legal obligations and enforce our Terms of Service.
• Detect, investigate, and prevent fraudulent or unauthorized activity.

GovProOS uses AI models to process your content and generate proposal assistance. Here is how your data is handled in this context:

• Processing Your Documents: Documents you upload are processed by AI models to extract relevant information, identify compliance requirements, and generate draft content. This processing occurs within our secure infrastructure.
• No Training on Customer Data: We do not use your Customer Content to train or fine-tune AI models that are made generally available to other customers without your explicit written consent.
• Third-Party AI Providers: We use third-party AI providers to power certain features. These providers process your data under data processing agreements that restrict their use of your data to providing the services to GovProOS.
• Data Minimization: We send only the minimum necessary content to AI providers required to complete the requested task.

We do not sell your personal information. We may share your information in the following circumstances:

• Service Providers: We share information with trusted third-party vendors who perform services on our behalf, such as payment processing, cloud hosting, email delivery, and AI processing. These providers are contractually restricted from using your data for any purpose other than providing services to GovProOS.
• Within Your Organization: Information you add to an organization account may be visible to other authorized members of that organization based on their assigned roles and permissions.
• Legal Requirements: We may disclose information if required to do so by law, court order, or government authority, or if we believe disclosure is necessary to protect the rights, property, or safety of GovProOS, our users, or the public.
• Business Transfers: If GovProOS is acquired, merged, or undergoes a change in control, your information may be transferred as part of that transaction. We will notify you of any such change and the choices available to you.
• With Your Consent: We may share your information for other purposes with your explicit consent.

We implement industry-standard security measures to protect your information, including:

• Encryption of data in transit using TLS and at rest using AES-256 encryption.
• Access controls and authentication requirements for all personnel accessing customer data.
• Regular security assessments and monitoring for unauthorized access or anomalies.
• Logical separation of customer data to prevent cross-account access.

While we take reasonable measures to protect your information, no security system is impenetrable. We cannot guarantee the absolute security of your data. In the event of a data breach that affects your rights, we will notify you as required by applicable law.

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. If you believe your account has been compromised, contact us immediately at security@govproos.com.

We retain your information for as long as your account is active or as needed to provide you services. Specifically:

• Account and profile information is retained for the duration of your account and for a reasonable period following account closure to comply with legal obligations.
• Customer Content (documents, proposals, and related data) is retained for 90 days following account termination, after which it may be permanently deleted.
• Billing records are retained for seven years as required by applicable law.
• Log and usage data may be retained for up to 12 months for security and analytics purposes.

You may request deletion of your data at any time. See the “Your Rights” section below for details.

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information, subject to certain legal exceptions.
• Portability: Request a copy of your data in a structured, machine-readable format.
• Opt-Out of Marketing: Unsubscribe from marketing emails at any time using the unsubscribe link in any email or by contacting us directly.
• Restrict Processing: Request that we limit the processing of your information in certain circumstances.

To exercise any of these rights, contact us at privacy@govproos.com. We will respond to your request within 30 days. We may need to verify your identity before processing certain requests.

We use cookies and similar technologies to operate and improve the platform. The types of cookies we use include:

• Strictly Necessary Cookies: Required for the platform to function, including session authentication and security tokens. These cannot be disabled.
• Functional Cookies: Remember your preferences and settings to improve your experience.
• Analytics Cookies: Help us understand how users interact with the platform so we can improve it. Data collected is aggregated and anonymized where possible.

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of the platform.

GovProOS is designed for government contractors working on federal and state procurement. We recognize the sensitive nature of this work:

• Do not upload classified information, Controlled Unclassified Information (CUI), or export-controlled data (EAR/ITAR) to GovProOS unless you have entered into a separate data handling agreement with us.
• GovProOS is not currently authorized as a FedRAMP-certified platform. Users subject to federal agency data handling requirements should consult their contracting officer before using GovProOS for sensitive work.
• We do not share your proposal content or business-sensitive data with any government agency or third party except as required by law or as described in this policy.

GovProOS is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us at privacy@govproos.com and we will promptly delete that information.

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will notify you of material changes by email or by posting a notice within the platform at least 14 days before the changes take effect. Your continued use of the platform after the effective date of any updated policy constitutes your acceptance of the changes.

If you have questions, concerns, or requests related to this Privacy Policy, please contact us: