Privacy Policy

ProposalWorx.com is operated from South Africa and is designed to support responsible handling of personal information under POPIA and other applicable privacy laws.

Customers are responsible for ensuring they have a lawful basis to upload, store and process personal information in their proposal workspaces.

We collect information users provide directly, information generated through use of the service and limited technical information needed to operate the product.

• -Account information such as name, email address and organization name.
• -Workspace information such as members, invitations, roles, billing status and organization settings.
• -Proposal data such as clients, contacts, opportunities, deadlines, values, tasks, uploaded documents, comments, partners, customers and activity history.
• -Support and contact information submitted through forms, email or support conversations.
• -Technical information such as IP address, browser details, device information, request metadata, logs, analytics and security events.

• -To create and manage user accounts and organization workspaces.
• -To provide proposal, document, task, calendar, analytics, AI and billing features.
• -To authenticate users and keep workspaces secure.
• -To send service emails, support replies, billing notices and important product updates.
• -To troubleshoot errors, prevent misuse, monitor reliability and improve the product.
• -To comply with legal, tax, accounting, security and contractual obligations.

We keep personal information for as long as needed to provide the service, meet legal obligations, resolve disputes, enforce agreements and maintain security records.

Workspace content is generally kept while the workspace is active. After cancellation, deletion or termination, data may remain in backups or logs for a limited period before it is deleted according to operational retention schedules.

Customers decide what proposal, tender, RFP, customer, partner, pricing and document information they upload to ProposalWorx.com.

Uploaded documents may contain confidential commercial information or personal information. Customers should only upload documents they are authorized to process.

We do not sell customer data. We share information with service providers only where needed to operate, secure, support or improve ProposalWorx.com.

We may also disclose information if required by law, to protect rights and security, to investigate abuse or as part of a business transfer such as a merger, acquisition or asset sale.

ProposalWorx.com may use providers for hosting, database, authentication, storage, email, payments, analytics, error monitoring, uptime monitoring and AI features.

A current subprocessor summary is available on the Subprocessors page.

Optional AI features may process uploaded documents, proposal records or user-provided context to summarize requirements, classify opportunities or support proposal analysis.

AI output should be reviewed by users before relying on it in a proposal, tender, bid, grant, communication or business decision.

Payments and subscription events may be processed by third party payment providers. ProposalWorx.com does not need to store full card details in the application database.

Billing records may be retained for accounting, tax, support, dispute and legal compliance purposes.

Users may request access to, correction of or a copy of their personal information by contacting privacy@proposalworx.com.

Workspace administrators may also be able to export or review workspace records directly inside the product, depending on their role and plan.

Users may request account or workspace deletion by contacting privacy@proposalworx.com. We may need to verify identity, confirm workspace authority and retain limited records where required by law or legitimate business needs.

Deleting a workspace may remove proposal records, tasks, documents, comments, customer records, partner records and related activity from active systems.

ProposalWorx.com uses essential browser storage and cookies for authentication, session handling, preferences and security.

The product may use analytics and performance tools to understand usage, reliability and page performance. If optional analytics or tracking tools are added, cookie consent may be required depending on the user location and the tools used.

ProposalWorx.com is operated from South Africa but uses cloud service providers that may process information in other countries.

Where required, we use contractual and operational safeguards intended to support lawful international data transfers.

Questions, complaints or privacy requests can be sent to privacy@proposalworx.com or hello@proposalworx.com.