Privacy Policy

This policy explains what personal data MyProposer collects, why, who we share it with, and what you can ask us to do with it. It applies to the MyProposer web app, our marketing site, and the proposal links your clients open.

Two roles matter throughout. For your account data — you, the customer — we are the controller and decide how it is handled. For the client data you put into MyProposer, you are the controller and we are the processor acting on your instructions.

• Account details — your name, email address, a hashed password, and any business details you add such as company name, logo, currency and default terms.
• Billing details — the plan you chose and the billing status of your subscription. Card numbers go straight to our payment processor; we never see or store the full card.
• Support messages — whatever you send us when you get in touch, so we can help and keep a record of the conversation.

The core of the product is your work: rough notes, proposals, quotes, invoices, pricing options, templates, and the contacts in your client CRM. That Content often includes personal data about your clients — names, email addresses, company details, and the choices they make when they open a proposal.

We store and process this on your behalf so the Service works. We do not sell it, we do not use it to market to your clients, and we do not treat your clients as our own leads.

You are responsible for having a lawful basis to hold your clients’ data and for telling them what you do with it. Your own privacy notice governs your relationship with them.

• Usage analytics — which features are used, when, and roughly how often, so we can see what is working and what is broken.
• Device and log data — IP address, browser and operating system, referring page, and timestamps. Logs help us debug and detect abuse.
• Proposal engagement — when a proposal link is opened, which options a recipient selects, and when an approval is submitted. This is the view-tracking and notification feature you are paying for; the data is shown to the customer who sent the proposal.
• Cookies and similar technologies — see our Cookie Policy.

If you connect a Gmail account so proposals send from your own address, we receive the tokens needed to send on your behalf and the address the mail goes out from. We request the narrowest permissions the feature needs, and we do not read your mailbox for any purpose beyond the actions you trigger in the app.

You can disconnect a mailbox at any time from your account settings, or revoke access from your Google account. Support for other email providers is coming.

• To provide the Service: build proposals, host links, send email, capture approvals.
• To generate AI drafts from the notes you supply.
• To notify you when a proposal is viewed, or when its status changes.
• To take payment, manage subscriptions and handle the free trial.
• To provide support and respond to your messages.
• To keep the Service secure, prevent fraud and abuse, and diagnose faults.
• To understand product usage in aggregate so we can improve MyProposer and decide what to build next.
• To meet legal, tax and accounting obligations.

Where the law requires a lawful basis, we rely on performance of our contract with you, our legitimate interests in running and securing the Service, your consent for optional analytics cookies, and compliance with legal obligations.

When you ask MyProposer to turn notes into a proposal, the text you supply is sent to an AI model to produce the draft. Depending on the model in use, that processing happens on our infrastructure or at a third-party model provider acting as our sub-processor under contract.

Treat AI input the way you would treat any outbound document: do not paste credentials, payment details or anything you would not want processed by a vendor. Drafts are yours to edit, and you are responsible for reviewing them before they reach a client.

We do not sell personal data. We share it only in these situations:

• Sub-processors that run parts of the Service — hosting and databases, payment processing, transactional email delivery, AI model providers, product analytics and error monitoring. Each is bound by contract to use the data only to provide their service to us.
• People you send proposals to. A proposal link shows whatever you chose to put in it, including your name and business details.
• Legal requests — when we are required to comply with a valid legal process, or need to establish or defend legal claims. We will tell you unless we are legally prevented from doing so.
• Safety — to prevent imminent harm, fraud or a security incident.
• A business transfer — if MyProposer is acquired or merged, data may move with it, subject to this policy. We will give notice before your data becomes subject to a different policy.

MyProposer and our providers operate across more than one country, so your data may be processed outside the country you live in. Where data leaves a region with transfer rules — for example the UK or the EEA — we rely on approved safeguards such as standard contractual clauses with the receiving provider. Ask us if you need details of a specific provider.

We use a small number of essential cookies to keep you signed in and secure, and optional analytics cookies to understand how the product is used. The full breakdown, and how to turn the optional ones off, is in the Cookie Policy.

• Account and Content — for as long as your account is open. Delete an item and it is removed from the app; backups age out on their own cycle.
• After you close your account — we keep data for a short grace period so you can change your mind or export it, then delete or anonymise it.
• Billing records — kept for as long as tax and accounting law requires.
• Security and audit logs — kept for a limited period, then removed.
• Signature audit trails — kept with the signed document so it stays evidentially useful. See E-Sign Consent.

We use encryption in transit, access controls, hashed passwords and least-privilege access for our team. No service can promise perfect security, so please use a strong unique password, turn on any additional protections your email provider offers, and tell us straight away if something looks wrong with your account.

Depending on where you live, you can ask us to:

• give you a copy of the personal data we hold about you;
• correct data that is wrong or incomplete;
• delete your data;
• export your data in a portable format;
• restrict or object to certain processing;
• withdraw consent you previously gave, without affecting what came before.

Much of this is self-serve in your dashboard. For anything else, contact us and we will respond within the time the law allows. We may need to verify who you are first. We will not treat you differently for exercising a right. If you are not satisfied with our answer, you can complain to your local data protection authority.

If you received a proposal, quote or invoice through MyProposer, the business that sent it decides what data is collected and why. Please contact them first. If you reach out to us, we will pass the request on to them and help them respond.

MyProposer is a business tool and is not directed at children. We do not knowingly collect personal data from anyone under 16. If you believe a child has given us data, contact us and we will delete it.

We will update this policy as the product changes. The date at the top of the page always reflects the current version, and we will give notice in the app or by email before a material change takes effect.

Questions about privacy, or want to make a request? Contact us and a person will read it.