Privacy Policy

1. Information We Collect

ProposalKit ("we," "our," or "us") collects information in the following ways when you use our website and tools at proposalkit.io:

Account & Personal Information

When you create an account, we collect your name, email address, and organization name. If you contact us, we retain that correspondence.

Billing Information

Subscription payments are processed by Stripe, Inc. We do not store your full payment card details on our servers. Stripe may collect your card number, expiry date, CVV, and billing address in accordance with its own privacy policy. We retain billing records (amount, date, plan, invoice ID) for accounting and legal compliance.

Tool & Workspace Data

When you use ProposalKit tools, the content you create (proposals, templates, reports, and related inputs) is stored on our servers so that you can access and edit it. This data belongs to you and is deleted in accordance with our retention policy below.

Usage Data

We collect anonymous usage data through Google Analytics (GA4) when you have consented to analytics cookies. This includes pages visited, session duration, device type, browser type, and general geographic region. This data is aggregated and does not identify you personally.

Cookies & Similar Technologies

We use cookies, local storage, and similar technologies as described in Section 4. These store preferences, authentication tokens, and consent choices.

2. How We Use Your Information

• To provide our services: Authenticate your account, deliver tool functionality, process payments, and send transactional emails (receipts, plan changes, password resets).
• To improve our services: Understand how users interact with our tools, identify bugs, and improve user experience.
• To communicate with you: Send product updates, announcements, and support responses. You may opt out of marketing emails at any time.
• To comply with legal obligations: Retain billing records, respond to lawful requests, and enforce our Terms of Service.

3. Third-Party Services

• Stripe (Payment Processing): We use Stripe to process subscription payments. When you subscribe, your payment information is transmitted directly to Stripe and governed by the Stripe Privacy Policy. Stripe is certified to PCI Service Provider Level 1, the highest level of certification in the payment industry.
• Google Analytics (GA4): We use Google Analytics to understand site usage. Data is collected only with your consent. Google may process data per its Privacy Policy.

We do not sell your personal information to third parties. We do not share your data with advertisers or data brokers.

4. Cookies and Tracking Technologies

We use the following categories of cookies:

You can manage cookie preferences at any time via our cookie consent banner or your browser settings. Rejecting analytics cookies will not affect your ability to use ProposalKit.

5. Data Retention

We retain your information only as long as necessary for the purposes described in this policy:

• Account data: Retained while your account is active. Upon account deletion, your personal data is permanently deleted within 90 days.
• Workspace & tool data: Deleted within 90 days of account deletion. You may export your data at any time before deletion.
• Billing records: Retained for 7 years to comply with tax and accounting obligations, even after account deletion.
• Cookie consent preferences: Up to 365 days, after which we will ask for your consent again.
• Analytics data: Google Analytics standard retention (typically 14-26 months).
• Server logs: 30-90 days for security and debugging purposes.
• PDF/CSV exports: Available for download for 90 days, then automatically deleted.

6. Your Rights (GDPR & CCPA)

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

GDPR Rights (EEA, UK, Switzerland)

• Access: Request a copy of the personal data we hold about you.
• Rectification: Request correction of inaccurate or incomplete data.
• Erasure ("Right to be forgotten"): Request deletion of your personal data. We will delete your data within 90 days, subject to legal retention obligations.
• Portability: Receive your data in a structured, machine-readable format (JSON or CSV) to transfer to another service.
• Restriction: Request that we restrict processing of your data in certain circumstances.
• Objection: Object to processing based on legitimate interests.
• Withdraw consent: Withdraw any consent you have given at any time, without affecting prior processing.
• Lodge a complaint: File a complaint with your local data protection authority (e.g., your national DPA or the ICO in the UK).

CCPA Rights (California Residents)

• Know what personal information we collect and how it is used
• Request deletion of your personal information
• Opt out of the sale of your personal information (we do not sell your data)
• Non-discrimination for exercising your privacy rights

To exercise any of these rights, email us at privacy@proposalkit.io. We will respond within 30 days (or the timeframe required by applicable law).

7. Netherlands Cancellation Rights

If you are a consumer based in the Netherlands or another EU member state, you have the right to cancel your subscription at any time via your account settings. In accordance with Dutch consumer law (Wet van 19 november 2021 tot implementatie van Richtlijn 2019/2161) and the EU Consumer Rights Directive:

• You may cancel your paid subscription at any time using the cancellation button available in your account dashboard under Settings → Subscription → Cancel Subscription.
• Cancellation takes effect at the end of your current billing period. You retain access to paid features until that date.
• For subscriptions to digital services, by starting your subscription and using the service before any cooling-off period expires, you expressly consent to immediate performance and acknowledge that you lose your statutory 14-day withdrawal right upon commencement of the digital service.
• If you have not used the service and cancel within 14 days of purchase, you may be entitled to a full refund under EU consumer law. See Section 8 for our refund policy.

8. Refund Policy

We offer the following refund terms for ProposalKit subscriptions:

• 14-day money-back guarantee: If you are not satisfied with ProposalKit, you may request a full refund within 14 days of your initial purchase or annual renewal by contacting us at privacy@proposalkit.io.
• Monthly subscriptions: No partial refunds for unused portions of the current billing month after the 14-day window.
• Annual subscriptions: Refunds may be issued on a pro-rata basis at our discretion if requested within 30 days of renewal.
• EU / Netherlands consumers: If you have not used the service and cancel within 14 days of your initial purchase, you are entitled to a full refund under the EU Consumer Rights Directive.

To request a refund, email privacy@proposalkit.io with your account email and the reason for the request. Refunds are processed via the original payment method within 5-10 business days.

9. Children's Privacy

ProposalKit is intended for business use and is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us at privacy@proposalkit.io, and we will delete such information promptly.

10. International Data Transfers

We and our service providers (including Stripe and Google) may transfer, store, and process your information in countries other than your country of residence, including the United States. When we transfer data from the EEA, UK, or Switzerland, we rely on Standard Contractual Clauses (SCCs) approved by the European Commission to ensure an adequate level of data protection.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and update the "Last updated" date. For material changes, we will provide notice by email or a prominent notice in the dashboard. Your continued use of ProposalKit after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy or want to exercise your data rights, please contact us:

Email: privacy@proposalkit.io

ProposalKit (proposalkit.io)

Data Controller: The data controller for this service is the operating entity behind ProposalKit.