Privacy Policy

RFPilot ("RFPilot", "we", "us") is a product owned and operated by Arwenus LLC. This Privacy Policy explains what personal data we collect, why we collect it, and how we use and protect it when you use rfpilot.co and the RFPilot application (the "Service").

1. Data we collect

• Account data: name, email address, password (stored as a salted hash — we never see your plain password), company name and workspace settings.
• Content you upload: RFP documents, questionnaires, knowledge base entries, answers, comments and company information you provide to generate responses.
• Usage data: pages visited, features used, approximate device/browser information, collected via Google Analytics (only with your consent — see our Cookie Policy).
• Communication data: emails we send you (invitations, reminders, product notifications) and your notification preferences.

2. How we use your data

• To provide the Service: parsing your documents, generating AI-drafted answers, enabling team collaboration and exports.
• To operate your subscription, trial and billing.
• To send transactional emails (account, team, deadline and trial notifications). You can disable non-essential emails in Settings.
• To improve the Service through aggregated, consent-based analytics.

We do not sell your personal data, and we do not use your uploaded content to train AI models.

3. AI processing

When you generate answers, the relevant document text and knowledge base content is sent to third-party large language model providers (e.g. OpenAI) strictly to produce your requested output. These providers process the data as sub-processors and do not use API content submitted through our integration to train their models.

4. Sub-processors

• Cloud hosting & database — application and data hosting.
• LLM providers (e.g. OpenAI) — AI answer generation.
• Google Analytics — consent-based usage analytics.
• Email delivery (SMTP) — transactional emails from info@rfpilot.co.
• Slack — only if you configure a Slack webhook, notification text is sent to your own Slack workspace.

5. Data retention & deletion

Your data is retained while your account is active. You can delete projects, questions and knowledge base entries at any time from within the Service. To delete your entire account and associated data, email us at info@rfpilot.co — we will complete the deletion within 30 days.

6. Your rights

Depending on your location (including under GDPR and CCPA), you may have the right to access, correct, export, restrict or delete your personal data, and to object to certain processing. To exercise any of these rights, contact info@rfpilot.co.

7. Security

We use industry-standard measures: encrypted connections (HTTPS/TLS), hashed passwords, httpOnly authentication cookies, role-based access within workspaces and brute-force protection on login.

8. Children

The Service is intended for business use and is not directed at children under 16. We do not knowingly collect data from children.

9. Changes & contact

We may update this policy and will note the date above. Material changes will be communicated in the app or by email.

Data controller: Arwenus LLC — RFPilot
Contact: info@rfpilot.co