Privacy Statement

Introduction

This privacy statement applies to the processing of personal data by Niek van der Voort, the developer and operator of Proposall ("we", "us", or "our"). Proposall is a software-as-a-service (SaaS) product for creating and managing proposals.

Privacy is of great importance to us. Through this privacy statement, we want to inform you about what happens with the personal data you provide to us. Personal data means all data that can be traced back to a natural person, such as name, address, email address, but also IP addresses. Personal data is collected and processed by us in accordance with this privacy statement and the General Data Protection Regulation (Regulation EU 2016/679).

This privacy statement was last updated on 13 January 2025. We may modify this privacy statement from time to time. Therefore, we advise you to consult this privacy statement periodically.

What personal data do we collect and for what purposes?

We collect and process personal data on the basis of the following legal grounds: performance of a contract, legitimate interest, and compliance with legal obligations.

Account and service data

We collect and process personal data of our users to provide our services. This includes:

• Name and email address
• Company name and business details (if applicable)
• Payment and billing information
• Content you create within the platform (proposals, templates, client information)

This data is collected to execute our service agreement with you and is retained for as long as you maintain an active account, plus any legally required retention period thereafter.

Contact and communication data

We collect contact details when you reach out to us for support, inquiries, or feedback. This includes name, email address, and the content of your communications. We use this data to respond to your inquiries and improve our services.

Usage and analytics data

We collect information about how you use Proposall to improve our product and user experience. This may include pages visited, features used, and interaction patterns. This data is processed based on our legitimate interest in improving our services.

With whom do we share personal data?

We share personal data with third-party service providers that we engage to operate our service, including:

• Hosting and infrastructure providers – to host and deliver our application
• Payment processors – to process subscription payments
• Email service providers – to send transactional and service-related communications
• Analytics providers – to understand usage patterns and improve our service

We only share the minimum personal data necessary for these providers to perform their services. Where required, we enter into data processing agreements with these providers.

When transferring personal data to recipients outside the European Economic Area, we ensure that such transfers comply with applicable data protection laws, including the use of appropriate safeguards such as Standard Contractual Clauses.

Third parties with whom we share personal data are themselves responsible for the processing of this data. We are not responsible or liable for the processing of your personal data by third parties.

Security measures

We take your privacy seriously. We have implemented appropriate technical and organisational security measures to protect your personal data in accordance with applicable laws and regulations. These include encryption of data in transit and at rest, secure authentication mechanisms, and regular security reviews.

What are your rights?

Every person whose personal data we process has certain rights regarding their personal data. Below is an overview of the rights that may be relevant:

• You have the right to receive confirmation from us as to whether we process your personal data.
• You have the right to access the personal data we process about you.
• You have the right to correction of personal data we process about you if it is inaccurate.
• You have the right to erasure of your personal data.
• You have the right to restriction of how we process your personal data and for what purposes we use it.
• You have the right to data portability, allowing you to receive your data in a structured, commonly used format.
• You have the right to lodge a complaint with the supervisory authority in your jurisdiction.

To exercise any of these rights, please contact us using the details below.

Cookies

The Proposall website and application use cookies. Cookies are small text files that are placed on your device (computer, tablet, or smartphone) when you visit our website or use our application. You can refuse cookies through your browser settings.

We use the following types of cookies:

• Functional cookies – These are necessary for the website and application to function properly, including maintaining your session and preferences.
• Analytical cookies – These help us measure and understand the quality and functionality of our service. These analytical cookies collect anonymised statistical information only.

We do not use advertising or tracking cookies.

Data retention

We retain your personal data for as long as necessary to provide our services to you and to comply with our legal obligations. When you close your account, we will delete or anonymise your personal data within a reasonable timeframe, unless we are required by law to retain certain data for a longer period.

Contact

If you have any questions about this privacy statement or wish to exercise your rights, you can contact us at:

Niek van der Voort
Email: hi (at) niek.ai

Last updated: 13 January 2025