Privacy Policy

Last updated: 10 March 2026

1. Who we are

ProposalForce ("we", "us", "our") operates the website proposalforce.uk and the ProposalForce service. We are the data controller for the personal data described in this policy. You can contact us at hello@proposalforce.uk.

2. What data we collect

We collect the following categories of personal data:

  • Account data: Name, email address, and password (stored securely via Firebase Authentication).
  • Usage data: Proposals and contracts you generate, your subscription tier, and usage counts.
  • Payment data: Billing information processed by Stripe. We do not store card details — Stripe handles all payment processing.
  • Technical data: IP address, browser type, device information, and page visits collected via PostHog analytics.
  • Communications: Any emails you send us.

3. How we use your data

We use your data to:

  • Provide and improve the ProposalForce service
  • Process payments and manage subscriptions
  • Send transactional emails (account confirmation, payment receipts)
  • Send product updates and tips (you can unsubscribe at any time)
  • Analyse how the service is used to improve it
  • Comply with legal obligations

Your proposal and contract content is used solely to generate your documents via the Claude AI API. We do not use your content to train AI models, and we do not share it with third parties except as required to operate the service.

4. Legal basis (UK GDPR)

We process your data under the following legal bases:

  • Contract performance: To provide the service you signed up for.
  • Legitimate interests: To improve our product and send relevant product communications.
  • Legal obligation: To comply with financial and regulatory requirements.
  • Consent: For marketing emails, where required.

5. Data sharing

We share data with the following third-party processors:

  • Firebase (Google): Authentication, database, and storage.
  • Anthropic: AI generation (your proposal inputs are sent to Claude API).
  • Stripe: Payment processing.
  • Resend: Transactional email delivery.
  • PostHog: Product analytics.
  • Netlify: Web hosting.

We do not sell your personal data to third parties.

6. Data retention

We retain your account data for as long as your account is active. If you delete your account, we will delete your personal data within 30 days, except where we are required to retain it for legal or financial compliance purposes (typically 7 years for transaction records).

7. Your rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you
  • Correct inaccurate data
  • Erase your data ("right to be forgotten")
  • Restrict processing of your data
  • Data portability — receive your data in a machine-readable format
  • Object to processing based on legitimate interests

To exercise any of these rights, email us at hello@proposalforce.uk. We will respond within 30 days.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

8. Cookies

We use essential cookies for session management (keeping you logged in) and analytics cookies via PostHog to understand how users use the service. You can manage cookie preferences in your browser settings.

9. Changes to this policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or via a notice in the app. The date at the top of this page shows when it was last updated.

10. Contact

If you have any questions about this policy or how we handle your data, please contact us at hello@proposalforce.uk.