Privacy Policy

We collect information you provide directly to us, such as when you create an account, upload documents, or contact us for support. This includes:

Account information: Name, email address, company name, job title, and password.

Proposal and document data: RFP documents, proposal content, past performance records, and related files you upload or create within VETR.

Usage data: How you interact with VETR, including features used, pages visited, and actions taken within the platform.

Payment information: Billing details processed securely through Stripe. VETR does not store full credit card numbers.

Communications: Messages you send to our support team, feedback you submit, and contact form submissions.

We use the information we collect to:

Provide, maintain, and improve the VETR platform.

Process transactions and send billing-related communications.

Send service notifications, security alerts, and administrative messages.

Respond to your comments, questions, and support requests.

Analyze usage patterns to improve features and user experience.

Comply with legal obligations and enforce our Terms of Service.

We do not sell your personal information to third parties. We do not use your proposal content to train AI models without your explicit consent.

AI processing: Several features (the Help Assistant, RFP parsing, drafting, and summaries) process your content using AI models. For customers on our government-cloud environment, this AI processing runs entirely within the FedRAMP authorization boundary on Amazon Bedrock — your proposal content and documents are not sent to any external AI provider. When the Help Assistant answers questions about your workspace, it is restricted to your own organization's data and you can toggle whether your uploaded RFPs and documents are included.

Your data is stored on SOC 2-compliant AWS infrastructure hosted in the United States (VETR's own SOC 2 Type II audit is in preparation). We implement industry-standard security measures including:

AES-256 encryption at rest for all stored data.

TLS 1.3 encryption in transit for all data transfers.

Role-based access controls limiting data access to authorized personnel.

Continuous automated vulnerability scanning and internal security testing.

Multi-factor authentication options for user accounts.

No method of electronic storage or transmission is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

We may share your information with:

Service providers: Third-party vendors who assist us in providing the VETR platform (e.g., cloud hosting, payment processing, email delivery). These providers are contractually obligated to protect your data.

Integrations you authorize: When you connect a CRM or other integration (e.g., Salesforce, HubSpot, or DocuSign) using your own credentials, you authorize VETR to exchange the relevant data (such as opportunities and contacts) with that platform per your configuration. You control these connections and can disconnect them at any time in Settings → Integrations; once data reaches a third-party platform, that provider's terms govern how it is handled.

Legal requirements: When required by law, court order, or governmental authority.

Business transfers: In connection with a merger, acquisition, or sale of assets, with advance notice to affected users.

We will never sell your personal data or proposal content to third parties for advertising or marketing purposes.

Current sub-processors (service providers that may process your data on our behalf):

Amazon Web Services (GovCloud, US) — cloud hosting, storage, and in-boundary AI (Amazon Bedrock inference, Amazon Titan embeddings).

Stripe — payment processing.

Amazon SES / WorkMail — transactional email delivery.

Cloudflare Turnstile — bot protection on public forms.

CRM providers you connect (Salesforce, HubSpot) receive data only at your direction and are not VETR sub-processors. We will post material changes to this list here.

We retain your account and proposal data for as long as your account is active. Upon account termination:

You may request a data export at any time from Settings → Data & Privacy.

Account data is soft-deleted immediately and permanently purged within 90 days.

Backup copies may be retained for up to 180 days per our disaster recovery policy.

Some data may be retained longer if required by law or for legitimate business purposes (e.g., billing records for tax compliance).

Depending on your location, you may have the following rights:

Access: Request a copy of the personal data we hold about you.

Correction: Request correction of inaccurate personal data.

Deletion: Request deletion of your personal data, subject to legal retention requirements.

Portability: Request your data in a portable format.

Opt-out: Opt out of marketing communications at any time via the unsubscribe link in emails or by contacting us.

To exercise any of these rights, contact us at privacy@vetrproposal.com.

VETR uses cookies and similar tracking technologies to maintain your session, remember preferences, and analyze usage. We use:

Essential cookies: Required for the platform to function (session authentication, CSRF protection).

Analytics cookies: Used to understand how users interact with VETR (anonymized usage data).

You can control cookie settings through your browser. Disabling essential cookies may affect platform functionality.

We may update this Privacy Policy from time to time. We will notify you of material changes via email and by posting the updated policy on this page with a new effective date. Your continued use of VETR after changes take effect constitutes acceptance of the updated policy.

If you have questions about this Privacy Policy or how we handle your data, contact us at:

Acu-Elligent LLC

privacy@vetrproposal.com

For EU/UK data subjects, VETR acts as the data controller. You may also contact our Data Protection Officer at dpo@vetrproposal.com.