Privacy Policy

1. Introduction

Xirosys Cloud Pvt Ltd ("Xirosys", "we", "us", or "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Propovo platform and services (collectively, the "Service").

Please read this Privacy Policy carefully. By accessing or using the Service, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

We collect several types of information from and about users of our Service, including:

• Personal Data: Information that can be used to identify you, such as your name, email address, phone number, company name, and business address.
• Account Data: Information that you provide when creating an account, such as your username, password, and profile information.
• Proposal Data: Content and information that you create, upload, or include in your proposals, including text, images, client information, pricing, and project details.
• Client Data: Information about your clients that you provide when sending proposals, including names, email addresses, and company information.
• Usage Data: Information about how you access and use our Service, including your IP address, browser type, device information, operating system, and the pages you visit.
• Communication Data: Records of correspondence between you and us, including support tickets, feedback, and other communications.
• Payment Data: Information related to your subscription payments, processed through third-party payment processors (we do not store complete payment card information).

We collect this information directly from you when you provide it to us, automatically as you navigate through the Service, and from third parties, such as payment processors and analytics providers.

3. How We Use Your Information

We use the information we collect about you to:

• Provide, maintain, and improve our proposal creation and management services
• Process your subscription payments and manage your account
• Create, store, and deliver your proposals to clients
• Send proposal-related notifications and track proposal interactions
• Respond to your comments, questions, and provide customer support
• Send you technical notices, updates, security alerts, and administrative messages
• Communicate with you about new features, services, and promotional offers
• Monitor and analyze usage trends and improve user experience
• Detect, prevent, and address fraud, security, or technical issues
• Personalize and improve the Service based on your preferences and usage patterns
• Comply with legal obligations and enforce our terms of service

4. Sharing Your Information

We may share your personal information with:

• Your Clients: When you send proposals through our platform, your business information and proposal content are shared with your specified clients.
• Service Providers: Third-party vendors who provide services on our behalf, such as payment processing, email delivery, hosting, data storage, analytics, and customer support. These providers are bound by confidentiality agreements.
• Legal Authorities: When required by law, legal process, or government request, or to protect our users, maintain security, and protect our rights and property.
• Business Transfers: In connection with any merger, sale of assets, financing, or acquisition of our business, subject to confidentiality requirements.
• With Your Consent: We may share your information with third parties when you have given us explicit consent to do so.

We do not sell your personal information to third parties for marketing purposes.

5. Client Data and Proposal Privacy

When you create and send proposals through Propovo:

• Your proposals are accessible only to you and the clients you specifically send them to
• Client access is controlled through unique, secure links
• You can set password protection and expiration dates for additional security
• We track basic engagement metrics (views, time spent) but do not access the content without your permission
• Client response data is only accessible to you

You are responsible for ensuring you have proper authorization to include client information in your proposals and communications.

6. Cookies and Tracking Technologies

We and our third-party service providers use cookies, web beacons, and other tracking technologies to collect information about your browsing activities on our Service. Cookies are small text files stored by your browser on your device.

We use these technologies to:

• Keep you logged in and remember your preferences
• Understand how you use our Service and which features are most valuable
• Improve our Service and provide better user experience
• Analyze usage patterns and gather demographic information
• Provide analytics on proposal views and engagement

You can control cookie settings through your browser preferences. However, disabling cookies may limit some functionality of our Service.

7. Data Security

We implement industry-standard security measures to protect your personal information and proposal data from unauthorized access, use, alteration, and disclosure:

• All data transmission is encrypted using SSL/TLS protocols
• Data is stored on secure servers with access controls and monitoring
• Regular security audits and vulnerability assessments
• Employee access is limited to those who need it to perform their job functions
• Two-factor authentication options for user accounts

While we strive to protect your information, no method of transmission over the internet is completely secure. You transmit information at your own risk.

8. Data Retention

We retain your personal information and proposal data for as long as necessary to fulfill the purposes outlined in this Privacy Policy:

• Account information is retained while your account is active
• Proposal data is retained according to your account settings and applicable legal requirements
• Payment records are retained as required by financial regulations
• Support communications are retained for service improvement purposes

You can request deletion of your data by contacting us, subject to legal and technical limitations.

9. Children's Privacy

Our Service is intended for business use by adults. We do not knowingly collect personal information from individuals under the age of 18. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us so that we can take appropriate action.

10. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information, including:

• The right to access and receive a copy of your personal information
• The right to rectify or update your personal information
• The right to delete your personal information (subject to legal requirements)
• The right to object to or restrict the processing of your personal information
• The right to data portability (export your proposal data)
• The right to withdraw consent for marketing communications

To exercise these rights, please contact us using the information provided in the "Contact Us" section below.

11. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure that such transfers comply with applicable data protection laws and implement appropriate safeguards to protect your information.

12. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. For significant changes, we may also send you email notification.

Your continued use of the Service after we post any modifications constitutes your acknowledgment of the modifications and your consent to the modified Privacy Policy.

13. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us at:

Email: support@propovo.com
Subject Line: Privacy Policy Inquiry

Xirosys Cloud Pvt Ltd
Delhi, India