Privacy Policy

Effective / last updated: September 23, 2026

This policy explains what information RFPpilot ("RFPpilot," "we," "us") collects when you use the RFPpilot platform and its in-app agent, Sammie (together, the "Service"), how we use it, and the choices you have.

Draft template, not legal advice. This document was drafted to give you a complete, accurate starting point — including the disclosures Google requires for apps that request Gmail, Drive, or Calendar access — but it has not been reviewed by an attorney. Have counsel review it before RFPpilot handles real user data, particularly given the government-contracting context.

1. Information we collect

Information you provide directly: your name, work email, company details, and any partner-roster, capability, or proposal content you upload or enter into RFPpilot.

Information from your Google account: if you connect Google sign-in, we receive your basic profile (name, email address, profile photo). If you additionally grant Gmail, Google Drive, or Google Calendar access, we access only the following, and only for the purposes described in Section 2:

Gmail — solicitation- and proposal-related messages and metadata, so Sammie can surface relevant correspondence and, where you direct it to, draft or send messages on your behalf.
Google Drive — proposal documents, teaming agreements, and capability statements you choose to store or retrieve through RFPpilot.
Google Calendar — events RFPpilot creates or reads for submission deadlines, debrief dates, and award timelines.

Usage information: log data, device and browser information, and how you interact with the Service, collected automatically.

2. How we use information

To operate the Service: matching solicitations to your roster, assembling proposal drafts, and tracking your pipeline.
To act on your Google data only as you direct — for example, drafting a reply, filing a document, or adding a deadline to your calendar.
To maintain and secure the Service, including detecting abuse and debugging.
To communicate with you about your account and the Service.
We do not use your Gmail, Drive, or Calendar data to train general-purpose AI or machine-learning models, and we do not use it for advertising.

3. Google user data and Limited Use

RFPpilot's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Google account data is used only to provide and improve the RFPpilot features you've enabled — it is never sold, and it is never used for advertising, and it is not transferred to third parties except as described in Section 4.

4. When we share information

We do not sell personal information. We share information only:

With service providers (such as cloud hosting) who process it on our behalf, under confidentiality obligations, and only to the extent needed to run the Service.
With teaming or subcontractor partners you explicitly choose to share a proposal or roster entry with inside the product.
If required by law, legal process, or to protect the rights, safety, or property of RFPpilot or others.
In connection with a merger, acquisition, or asset sale, with notice to you.

5. Data retention

We retain account and roster data for as long as your account is active. Google-sourced data (Gmail, Drive, Calendar content we've accessed) is retained only as long as needed for the feature that uses it, or until you disconnect Google or delete your account, whichever is sooner.

6. Your choices and rights

You can revoke RFPpilot's access to your Google account at any time from your Google Account permissions page.
You can request a copy of, correction to, or deletion of your data by emailing info@rfppilot.ai.
Deleting your RFPpilot account removes your roster, proposal, and pipeline data from our systems, other than what we're required to retain by law.

7. Security

We use industry-standard technical and organizational measures — including encryption in transit and access controls — to protect your information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Children's privacy

RFPpilot is a business tool intended for use by adults working in government contracting. It is not directed at, and we do not knowingly collect information from, anyone under 18.

9. Changes to this policy

We may update this policy as the Service changes. We'll post the revised version here with a new effective date, and, for material changes, provide additional notice.

10. Contact

Questions about this policy or your data can be sent to info@rfppilot.ai.