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: support@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)
• Pages visited, referral source (analytics, no personal identification)
• 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.

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

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 object — withdraw consent for marketing communications 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 support@propovio.com. We will respond within 30 days.

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

9. Cookies and Tracking

We use session cookies required for authentication (managed by Clerk). We do not use third-party advertising cookies or cross-site tracking. Basic analytics (page views, referral source) may be collected using privacy-respecting tools without personal identification.

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: support@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.