Privacy Policy

1. Who We Are

Propovio (“we,” “us,” or “our”) is an AI-powered proposal and invoicing platform for contractors, operated by Propovio Inc. We are subject to Quebec’s Act respecting the protection of personal information in the private sector (Law 25 / Bill 64), the Act to Establish a Legal Framework for Information Technology (LCCJTI), and the federal Personal Information Protection and Electronic Documents Act (PIPEDA).

Privacy Officer: David Perrault-Levesque
Contact: privacy@propovio.com

2. Personal Information We Collect

2.1 Account Holders (Contractors)

• Identity: Full name, email address, company name
• Business info: Phone number, business address, license number, trade type
• Billing: Payment method details (processed by Stripe — we never store card numbers)
• Authentication: Managed by Clerk (OAuth or email/password)
• Usage data: Proposals created, sent, signed; feature interactions

2.2 Clients (Recipients of Proposals)

When a contractor sends a proposal or invoice to a client, we collect the following information about that client:

• Identity: Full name, email address, phone number (if provided)
• Address: Client or job site address
• Signature data:When a client signs a proposal electronically, we record their typed name, drawn signature image, the exact date and time of signing, and their device’s IP address. This information is required to establish the legal validity of the electronic signature under Quebec’s LCCJTI.

2.3 Website Visitors

• IP address and browser information (via standard server logs)
• Optional first-touch growth attribution, only after affirmative consent: registered source/channel/campaign/content/offer codes, referrer hostname, allowlisted landing-route template, cohort date, timestamps, consent evidence, and an internal user key after signup
• Newsletter email address (if voluntarily submitted)

3. Why We Collect It

4. How Long We Keep It

• Proposals and invoices (including client signature data): retained for a minimum of 7 years from the date of signing, as required by standard contract retention obligations and Quebec civil law.
• Account data: retained for the duration of the account plus 12 months after closure, then deleted.
• Newsletter subscriptions: retained until you unsubscribe.
• Server logs: automatically purged after 90 days.
• Linked growth attribution: deleted no later than 180 days after capture, or earlier after a verified withdrawal or deletion request, subject only to a documented legal hold.
• Minimal consent evidence: retained for 24 months so we can demonstrate the choice, policy version, and timing.
• Private aggregate growth scorecards: retained for 13 months. Small groups remain protected and are not described as irreversibly anonymous.

5. Who We Share It With

We do not sell your personal information. We share data only with:

• Clerk (auth.clerk.com) — authentication and session management
• Stripe (stripe.com) — payment processing
• Resend (resend.com) — transactional email delivery
• Neon (neon.tech) — database hosting
• Vercel (vercel.com) — website and request processing

All processors are bound by data processing agreements. No personal information is shared with advertisers or sold to third parties.

6. International Data Transfers

Our infrastructure (Neon, Vercel, Clerk, Resend, Stripe) is primarily hosted in the United States. By using Propovio, you acknowledge that your personal information may be transferred to and processed in a country outside Canada or Quebec. We take steps to ensure equivalent protection through contractual safeguards with our processors.

7. Security Measures

• All data transmitted via TLS 1.2+ (HTTPS)
• Database access restricted to application layer only
• Authentication tokens, not passwords, stored for sessions
• Rate limiting on all sensitive endpoints
• Proposal signature links are single-use cryptographic tokens
• IP addresses hashed (SHA-256) for view tracking; raw IP retained only for signature audit trail

8. Your Rights Under Quebec’s Law 25

If you are a Quebec resident, you have the following rights regarding your personal information:

• Right to access — request a copy of the personal information we hold about you
• Right to rectification — request correction of inaccurate information
• Right to deletion — request erasure of your data, subject to legal retention obligations (see Section 4)
• Right to portability — receive your data in a structured, machine-readable format
• Right to withdraw — withdraw consent for marketing communications or optional growth analytics at any time
• Right to limit automated decisions — you may request human review of any decision made solely by automated means that affects you

To exercise any of these rights, contact our Privacy Officer at privacy@propovio.com. We will respond within 30 days.

You may also change your optional analytics choice or submit a signed-in, verified attribution deletion request from Privacy and Cookie Settings. Future attribution collection stops immediately when you withdraw. Linked data is reviewed for deletion by the Privacy Officer within the same 30-day period.

You may also file a complaint with the Commission d’accès à l’information du Québec (CAI).

9. Cookies, Consent, and Optional Growth Attribution

We use session cookies required for authentication (managed by Clerk). Optional growth attribution is off by default and is not required to create an account or use Propovio. We ask you separately, with equally available Accept and Decline choices, before setting an attribution cookie. We do not use this system for advertising, cross-site tracking, selling information, cold-outreach automation, pricing or eligibility decisions, or automated decisions about you.

If you accept, the first-party privacy-choice cookie stores only your choice, this policy version, and timing for up to 180 days. A separate first-touch attribution cookie may store only registered source/channel/campaign/content/offer codes, referrer hostname, an allowlisted landing-route template, and an opaque consent ID for up to 90 days. Both are Secure, HttpOnly, and SameSite=Lax in production. The attribution cookie is removed after its signup handoff or withdrawal.

After signup, Clerk carries an integrity-checked attribution envelope only long enough for our signed webhook to validate the consent and store a linked record in Neon. The Clerk metadata is then cleared. Stripe subscription status is reconciled using a separate subscription-read-only credential. We never put full referrer URLs or queries, arbitrary or token-bearing paths, IP addresses, names, email addresses, phone numbers, proposal-recipient information, or free-form campaign values in this attribution record.

You can change your choice at any time in Privacy and Cookie Settings. Declining stops future attribution. A signed-in withdrawal and deletion request also removes the attribution cookie immediately and enters a Privacy Officer review due within 30 days. Aggregate totals already produced are not changed retroactively and are never used to identify the requester.

Avis en français — analyse de croissance facultative

L’analyse d’attribution de Propovio est facultative, désactivée par défaut et non requise pour créer un compte ou utiliser le service. Avant tout témoin d’attribution, Propovio présente séparément les choix Accepter et Refuser avec la même importance. Cette analyse sert uniquement à mesurer quelle source ou campagne de la marque Propovio mène à l’inscription, à l’activation et à un abonnement payant. Elle ne sert pas à la publicité, au suivi intersites, à la vente de renseignements, à la prospection automatisée, à la tarification ni à une décision automatisée concernant une personne.

En cas d’acceptation, le témoin de choix conserve uniquement la décision, la version de la politique et l’heure pendant au plus 180 jours. Le témoin d’attribution, conservé au plus 90 jours, contient seulement des codes enregistrés de source, canal, campagne, contenu ou offre, le nom d’hôte du référent, un modèle de route autorisé et un identifiant opaque de consentement. Aucune URL complète, requête, adresse IP, identité, coordonnée, donnée de destinataire, route contenant un jeton ni valeur libre n’est conservée dans ce dossier.

Le dossier lié est supprimé au plus tard 180 jours après sa collecte. La preuve minimale du choix est conservée 24 mois et les tableaux de bord agrégés privés, 13 mois. Vous pouvez modifier votre choix ou demander le retrait et la suppression dans les paramètres de confidentialité et de témoins. La collecte future cesse immédiatement; la personne responsable traite la demande vérifiée dans les 30 jours. Contact : privacy@propovio.com.

10. Electronic Signatures

Electronic signatures on Propovio are valid under Quebec’s Act to Establish a Legal Framework for Information Technology (LCCJTI, chapter C-1.1) and the federal Electronic Commerce Protection Act. Each signature captures:

• The signatory’s typed full name
• A drawn signature image
• The exact UTC timestamp of signing
• The signatory’s IP address (for audit trail purposes)
• A cryptographic token linking the signature to the specific document

This information is retained for 7 years and constitutes the legally binding audit trail for the executed agreement.

11. Minors

Propovio is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that a minor has provided personal information, we will delete it promptly.

12. Changes to This Policy

We may update this policy to reflect changes in our practices or legal requirements. Material changes will be notified by email to account holders at least 15 days before taking effect. The “Last updated” date at the top of this page indicates when the most recent revision was made.

13. Contact

Privacy Officer: David Perrault-Levesque
Email: privacy@propovio.com
Platform: propovio.com

Propovio operates from Canada. This policy is governed by the laws of the Province of Quebec and the applicable federal laws of Canada.