Privacy Policy

Proposal OS is operated by Aaryaa Technologies Limited, a company registered in England and Wales. We are the data controller for the personal data described in this policy.

If you have any questions about how we handle your data, contact us at privacy@proposalos.ai.

We collect the following categories of personal data:

• ·Account information — your name and email address, provided when you sign in via Microsoft (Azure Active Directory B2C)
• ·Workspace information — your company name and contact details, entered during onboarding and in Settings
• ·Proposal content — the project briefs you submit and the proposals generated on your behalf
• ·Usage data — which features you use, when you log in, and how you interact with the service
• ·Billing information — processed directly by Stripe; we do not store full card details

We use your personal data to:

• ·Create and manage your account and workspace
• ·Generate proposal documents using your project briefs
• ·Process subscription payments
• ·Send service-related emails (e.g. account notifications)
• ·Improve the service through aggregated, anonymised usage analytics

We rely on the following legal bases under UK GDPR:

• ·Contract performance — to provide the Proposal OS service you have subscribed to
• ·Legitimate interests — to improve the service, prevent fraud, and ensure security
• ·Legal obligation — where we are required to process data by law

We share data with the following processors who act on our instructions:

• ·Microsoft Azure — cloud infrastructure hosting and authentication (Azure Active Directory B2C)
• ·Anthropic — AI generation of proposal content (your brief is sent to the Claude API; no data is used for model training by default under Anthropic's API terms)
• ·Stripe — subscription billing and payment processing

All processors are bound by data processing agreements and operate in accordance with UK GDPR requirements.

We retain your personal data for as long as your account is active. If you cancel your subscription, we will retain your data for 30 days to allow account recovery, after which it will be permanently deleted.

Billing records may be retained for up to 7 years to comply with UK tax and accounting obligations.

Under UK GDPR, you have the right to:

• ·Access — request a copy of the personal data we hold about you
• ·Rectification — ask us to correct inaccurate data
• ·Erasure — ask us to delete your data ("right to be forgotten")
• ·Portability — receive your data in a structured, machine-readable format
• ·Restriction — ask us to restrict processing in certain circumstances
• ·Objection — object to processing based on legitimate interests

To exercise any of these rights, email us at privacy@proposalos.ai. We will respond within 30 days.

Proposal OS uses only essential session cookies required for authentication. We do not use advertising or tracking cookies.

We use industry-standard security measures including TLS encryption in transit, encryption at rest on Azure, and access controls. We perform regular security reviews.

We may update this policy from time to time. Material changes will be communicated by email. Continued use of the service after changes constitutes acceptance of the revised policy.

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

Data controller: Aaryaa Technologies Limited, England and Wales
Email: privacy@proposalos.ai