Privacy policy

The privacy of your data is important to us. This policy tells you what data we collect and why, how we handle it, and your rights. We do not sell your data.

In this policy, "ProposalHost", "we", "our" and "us" mean the person who runs ProposalHost as a sole proprietor. If a company takes over ProposalHost, we update this page to name it. "Seller" means the person or business that has a ProposalHost account and sends proposals. A seller can have more than one member: a person who signs in and acts for the seller. "Client" means a person who receives a proposal link from a seller. A client does not have an account.

This policy covers the data of sellers and of visitors to proposalhost.com. A seller decides what goes into a proposal and who receives it. For the data of a client, the seller is responsible, and we process that data for the seller. A client who has a question about their data can ask the seller who sent the proposal, or contact us.

What we collect about sellers, and why

Account. When you sign up, we collect your name and email address. We use them to sign you in and to send you the emails the service needs, such as sign-in links and alerts about your proposals. If you sign in with Google, Google gives us your name, email address and profile picture.

Sign-in records. We keep the IP address and browser details of each signed-in session. We use them for security and to stop misuse.

Your content. We store the proposals, saved sections, files, logo and brand colour that you add. We store them so that you can use the service. If you upload an old proposal to import it, we send the file to Cloudflare Workers AI, which turns it into sections. We do not use your content to train AI models. AI never changes the words of an agreement.

Billing. You pay for ProposalHost through Stripe. Your card details go directly to Stripe and do not reach our servers. We keep your Stripe customer id and the status of your subscription.

Payments from your clients. You connect your own Stripe account through Stripe Connect. We keep the id of your connected account and a record of each payment: the amount, the currency and the status.

Correspondence. When you email us, we keep the email so that we can help you and refer to it later.

What we collect about clients, and why

When a client opens a proposal link, we process this data for the seller:

• Views: the time of each visit, the furthest section read, the time spent on each section, the package looked at, the type of device and the country. Each page load gets a random id. We do not use a cookie to track views, and the seller's own visits do not count.

• Signature: the typed name, the email address, the consent statement shown next to the sign button, the package and add-ons chosen, the totals, the time, the IP address and the browser details. We keep this record so that the seller and the client have a clear proof of the signature.

• Decline: the reason, if the client gives one.

• Payment: the client pays through Stripe Checkout on the seller's Stripe account. Card details go directly to Stripe. We keep the amount, the currency and the status.

We send the signed copy and other proposal emails to the email address that the client gives.

Cookies

We use a cookie to keep a seller signed in. We use a cookie to remember that a client unlocked a proposal link that has a password. Your browser stores your light or dark theme choice. We use PostHog for product analytics on proposalhost.com, the sign-in page and the seller app, not on proposal links. PostHog stores a cookie and an id in your browser to count visits and to know a signed-in seller again. We do not use advertising cookies.

Who processes your data for us

These companies process data for us so that we can run the service:

• Cloudflare: hosting, the database (D1), file storage (R2), email, Workers AI for imports, and Browser Rendering for signed copies.

• Stripe: subscription billing for sellers, and payments from clients through Stripe Connect.

• PostHog: product analytics, such as which pages sellers use and when a seller signs up, sends or gets paid.

• Google: sign-in, only if you choose to sign in with Google.

When we access or disclose your information

No person at ProposalHost looks at your content, except for these reasons:

• To help you with a support request. We ask for your permission first.

• To fix an error that stops an automated process. We look at the minimum data needed, and we try to fix the cause so that it does not happen again.

• To investigate misuse of the service, or to protect the service and its users.

• When the law requires it. We tell the affected person before we disclose data, unless the law prevents it or it is an emergency.

If another company acquires ProposalHost, we will tell you before your personal information moves to that company or becomes subject to a different privacy policy.

Your rights

We give these rights to every person, wherever they live:

• To know what personal information we collect and how we use it.

• To get a copy of your personal information.

• To correct your personal information.

• To ask us to delete your personal information. Some data, such as a signature record, may be kept where the law requires it or where the other party to the agreement needs it.

• To object to, or ask us to restrict, how we use your personal information.

• To receive your personal information in a portable form.

• To complain to a data protection authority.

Equal service. We do not charge you more or give you less service because you use these rights.

To use a right, email us at support@proposalhost.com. We may ask you to confirm your identity first. A client can also ask the seller who sent the proposal.

How we secure your data

All data travels between your browser and our servers over an encrypted connection (TLS). Uploaded files are served from a separate address, files.proposalhost.com, so that a file cannot reach your account. When a proposal is sent, we freeze that version with a hash, so that nobody can change a sent version or a signature.

How long we keep data

We keep your data while your account is open. After you close your account, you can ask us to delete your content. We keep a record of a signature for as long as the law requires, or as long as the seller and the client need it as proof of their agreement. We may keep other data when the law requires it, for example billing records.

Where we store data

Cloudflare and Stripe store and process data in more than one country. Your data may be processed outside the country where you live.

Changes and questions

We may change this policy. When we make a significant change, we update the date at the top of this page and take steps to tell account holders.

If you have a question about this policy or your data, email us at support@proposalhost.com.