1. Introduction

Propovo ("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 the 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.
Imported Source Data: Text and source details from Google Drive files, or Fathom and Fireflies meeting transcripts, you select for document creation, and meeting metadata displayed to help you select a transcript.
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
Use the source content you select as context for document creation, including AI-assisted generation and revision when you request those features
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.
AI Processing: Selected source text may be sent to third-party AI service providers to create or revise documents when you request those features.
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. Third-Party Integrations and Google User Data

Propovo offers optional integrations with third-party services, including Google services, to enhance your experience. This section describes how we handle data from these integrations.

5.1 Gmail Integration

You may choose to connect your Google account (Gmail) to Propovo to send proposal emails directly from your own email address. When you connect your Google account:

What We Access: We request access to send emails on your behalf using the Gmail API (gmail.send scope). We only access the minimum permissions necessary to send emails.
What We Store: We securely store OAuth tokens (access and refresh tokens) using AES-256 encryption. These tokens allow us to send emails on your behalf. We also store your email address for display purposes.
How We Use Your Data: Data from this Gmail connection is used to send proposal emails, follow-up emails, and reminders from your email address to your clients. We do not read your inbox or retrieve existing messages through this integration.
Data Sharing: The email content and recipients you specify are transmitted to Google to send your emails, and delivered to those recipients.

5.2 Google Drive Source Integration

You may separately connect Google Drive to import selected files as context for creating documents. Connecting Gmail does not connect Google Drive.

What We Access: We use the drive.file permission for files you select through Google Picker. We retrieve the selected file's content and metadata, including its name, file ID and modification date, to extract readable text.
What We Store: We store the extracted text and source details, including the source link, as document context. Source connection credentials are encrypted and associated with your individual Propovo account and the personal or team workspace in which you connect.
How We Use and Share Your Data: Selected text is used for the document creation features you request. When you request AI-assisted creation or revision, that text may be processed by our AI service providers. Content incorporated into a document is shared with clients or workspace members according to your document's sharing settings.

5.3 Google API Services User Data Policy Compliance

Propovo's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

We only use Google user data for the email sending or selected-file document creation features you explicitly request
We do not use Google user data for serving advertisements
We do not transfer Google user data to third parties unless necessary to provide the service, comply with applicable laws, or as part of a business transfer with user consent
Human access to Google user data is limited to investigating security issues, complying with applicable law, or when you have provided explicit consent

5.4 Microsoft Account Integration

You may also connect your Microsoft account (Outlook/Office 365) to send emails. Similar protections apply:

We only request permissions to send emails on your behalf
OAuth tokens are stored with AES-256 encryption
Your data is used exclusively for sending proposal-related emails

5.5 Fathom Source Integration

You may connect Fathom to choose meeting transcripts for document creation. We retrieve meeting titles, dates, links and participant names and email addresses to display the meeting selector, and retain a limited cache of meeting titles, IDs, dates and links. We import the transcript text, including speaker names and timestamps, only for meetings you select, together with available source details. The imported text is stored and used as document context and may be sent to AI service providers when you request AI-assisted creation or revision. Fathom connection credentials are encrypted and associated with your individual Propovo account and the workspace in which you connect.

5.6 Fireflies Source Integration

You may connect Fireflies through OAuth to choose meeting transcripts for document creation. We retrieve meeting titles, IDs, dates, links and available participant details to display the meeting selector, and retain a limited cache of meeting titles, IDs, dates and links. We import completed transcript text, including available speaker labels and timestamps, only for meetings you select, together with available source details. The imported text is stored as document context and may be sent to AI service providers when you request AI-assisted creation or revision. Fireflies OAuth access and refresh tokens are stored encrypted and associated with your individual Propovo account and the personal or team workspace in which you connect. Content incorporated into a document is shared according to that document's sharing settings.

5.7 Disconnecting and Revoking Access

You can disconnect your Google or Microsoft account at any time from your Propovo settings. Upon disconnection, we will delete your stored OAuth tokens. You can also revoke Propovo's access directly from your Google Account permissions page at myaccount.google.com/permissions or from your Microsoft Account at account.live.com/consent/Manage.

You can disconnect Google Drive, Fathom or Fireflies from the integration settings for the workspace in which you connected. Disconnecting deletes that source connection and its stored credentials and prevents further imports through it. You can also manage or revoke access through the provider's account controls. Disconnecting or revoking provider access does not delete content already imported into Propovo or incorporated into drafts and documents.

You can remove a source attachment from document creation to stop using it as context. This does not erase copies already saved in a draft or generated document; see the Data Retention section below or contact support to request deletion.

5.8 Connected AI Apps (MCP)

You may connect an AI app, such as ChatGPT or Claude, to Propovo through the Model Context Protocol (MCP). You sign in to Propovo, select one personal or team workspace, and review the permissions before authorizing access. Each connection remains limited to that workspace and your current permissions.

Information exchanged: With the permissions you approve, the connected AI app can request permitted document content, template variables, revisions, status and review links; read your unexpired imported context; and send the notes, draft content and exact changes you ask it to save. Additional workspace permissions can expose authorized room content and participants, contact details, deal records, service prices, library content, analytics, business settings, approvals, email drafts and delivery or follow-up history. Imported source access remains limited to your separately authorized providers and selected files. The connection does not retrieve your complete AI conversation history or grant general access to connected inboxes or external CRM accounts.
Purpose and recipients: We process these requests to supply requested context and perform the actions you request and review. Requested tool results are returned to the AI app you connected and are processed under that provider's own terms and privacy policy. When you separately authorize consequential actions and approve an exact review, publication, email, invitations, reminders or existing integration workflows may share the specified information with their intended recipients or configured providers. Review the information you choose to transfer and the AI provider's data controls.
Access records: We store the authorizing account, workspace, client details, approved permissions, connection timestamps and expiry or revocation state to enforce access and show your connections. Authentication codes and tokens are stored as one-way hashes. Saved action reviews, exact edit checkpoints and request receipts support review, undo and prevention of duplicate operations. Reviews are executable for 15 minutes; retained reviews and receipts follow the account retention rules below. Authentication secrets are not returned in tool results.
Retention and control: Authorization lasts for up to 90 days unless revoked earlier. You can revoke a connection in Settings → Integrations → AI apps. Revocation stops further access through that connection; it does not erase data already returned to the AI provider or content already saved in Propovo. Imported context snapshots become unavailable after seven days and are scheduled for deletion. Copies incorporated into drafts or documents follow the retention described below.
Private draft boundaries: Supplied-content drafts start unshared, and private-draft permissions alone do not authorize publication or client communication. Broader workspace and consequential-action permissions are optional and require a new authorization; existing grants are not expanded automatically. Exact reviewed actions remain subject to your role, resource access, plan and current revisions. CRM changes may queue existing configured integration workflows. The connection cannot fabricate recipient signatures, acceptance or payment outcomes, or transfer money. Billing, account deletion, secure provider sign-in and file selection continue through their native user-controlled flows. Your workspace's ordinary administrator access still applies.

6. 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.

7. 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.

8. 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.

9. 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
Temporary source attachments become unavailable after seven days and are scheduled for automatic deletion. Copies of source text and details saved in draft sessions or generated documents, and content derived from them, can remain under the retention applicable to those drafts and documents. The attachment expiry does not delete all such copies.
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.

10. 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.

11. 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.

12. 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.

13. 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.

14. 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