Privacy notice

Who this notice covers

This notice applies to the Proposo public website and hosted application. When a business uses Proposo to prepare and send a proposal, that business generally decides what to put in the document and who receives it. We handle that proposal information on its behalf. A self-hosted deployment is controlled by its own operator.

Information we handle

• Account details such as name, email address, team membership, and sign-in records.
• Documents and workflow details, including proposals, attachments, recipient names and email addresses, signatures, and completed PDFs.
• Activity and security records such as IP address, device and browser information, document events, timestamps, and audit trails.
• Messages you send to us for support or other business inquiries.

How we use it

We use this information to provide accounts, prepare and deliver documents, enable electronic signing, record the signing history, send service emails, answer support requests, protect the service, and meet applicable recordkeeping obligations. Where a law requires a legal basis, these activities may rest on providing the service, legitimate operational interests, a legal obligation, or consent where required.

Service providers and optional features

Proposo runs on a hosted server with a PostgreSQL database. We use Resend to deliver transactional email. If your team chooses AI drafting, selected prompt and document context may be sent to OpenAI to generate a response. If your team connects HubSpot, information may move between Proposo and the connected HubSpot account at your team's direction. A timestamp authority may receive the limited data needed to timestamp a signed document. We disclose information when required by law or to protect the service. We do not sell proposal content or signer information.

Cookies and logs

The application uses cookies or similar browser storage for sign-in sessions and preferences, including language and appearance. Our servers also record requests needed to operate and secure the service. Blocking essential cookies may prevent sign-in.

Retention and security

We keep account and document information while it is needed to provide the service and, where appropriate, to preserve signed records, resolve disputes, or meet legal duties. Retention can differ for a customer's workspace and a completed signing record. We use access controls, encrypted connections, and operational safeguards, but no online service can guarantee absolute security.

Your choices and rights

You can ask to access, correct, export, or delete personal information, subject to applicable law and recordkeeping needs. If your information appears in a proposal sent by one of our customers, please contact that sender first; we will assist the customer with a valid request. You may also contact us directly using the details below. Depending on your location, you may have additional rights and a right to complain to a privacy regulator.

International processing and changes

Our hosting and service providers may process information outside your country. Where required, we will use an appropriate legal transfer mechanism. We may update this notice as the service changes and will post the revised date here.

Contact

Email hello@proposeo.co with “Proposo privacy” in the subject line.