Privacy Policy

Last updated: May 14, 2026

Effective Date: May 14, 2026

Votion Platform Inc. ("Votion", "we", "us") operates a software platform that helps organizations find public-sector opportunities (RFPs, grants, solicitations), parse and respond to them, and coordinate internal proposal workflows. This Policy explains how we collect, use, and disclose information. The Services are currently offered in the United States only, and data is processed and stored in the U.S. Registered in Delaware. Mailing address: 2840 Blake St, Denver, CO 80205. Contact: support@votionplatform.com.

1) Information We Collect

1.1 You Provide

• Account & Profile

  Name, email, password, work phone (optional), organization name, and role.

• Firm Documents

  RFPs, grant solicitations, capability statements, past-performance documents, and other materials you upload to your workspace.

• Source URLs

  Public websites you provide for firm enrichment. We fetch Open Graph and JSON-LD metadata from those URLs to populate your workspace.

• AI Conversations & Drafts

  Prompts, generated drafts, and conversation history you create within the workspace while using AI features.

• Payments

  Processed by Stripe. We receive payment confirmations and limited metadata (not full card numbers).

1.2 Collected Automatically

• Usage & Device

  IP, browser/device type, pages viewed, timestamps, referrers, performance metrics, error reports.

• Audit Logs

  Actions taken in your workspace (uploads, drafts, approvals, exports) to support security, compliance, and account administration.

• Cookies/Local Storage

  Auth/session, preferences, analytics. See Cookie Policy for details.

1.3 From Third Parties

• Identity & Payments

  Google/Apple (if you connect them) and Stripe transaction metadata/fraud signals.

• Public-Sector Registries

  SAM.gov registry data, NAICS codes, agency information, CAGE codes, and other public-sector metadata that the platform looks up on your behalf to enrich opportunities and firm profiles.

2) Location Information

We may use coarse location information (such as your organization's address or inferred city/region from IP) to surface relevant public-sector opportunities, applicable jurisdictional rules, and to support fraud prevention. We do not collect precise device location for the operation of the Services, and we do not share location with other workspaces or users.

3) How We Use Information

• Provide and improve the Services
• Process subscriptions and payments; enable workspace collaboration and notifications
• Surface relevant public-sector opportunities, parse RFPs/solicitations, and generate proposal drafts within your workspace
• Maintain audit logs for security, compliance, and account administration
• Safety, security, and fraud prevention
• Customer support and service communications (email/SMS)
• Analytics and diagnostics (aggregate where possible)
• Legal compliance and enforcement

4) AI-Powered Features

Votion includes AI-powered features that help users parse RFPs and solicitations, draft proposal content, summarize past performance, and answer questions about opportunities in the workspace. When you use these features:

• Conversation Data

  Your prompts, AI-generated drafts, and conversation history are stored in your workspace to provide continuity, version history, and collaboration with teammates.

• Firm and Opportunity Context

  Information you provide about your firm (capability statements, past performance, NAICS codes) and the RFPs, grants, or solicitations you upload is used as context for AI responses so drafts are tailored to your work.

• AI Processing

  Conversations are processed by third-party AI providers (currently Anthropic and OpenAI) under enterprise agreements that prohibit using customer content to train their foundation models. Your firm documents and AI conversations are not used to train AI models.

• Human Review

  AI output may be inaccurate or incomplete. You are responsible for reviewing AI-generated drafts before submitting them to any agency, funder, or counterparty.

• Memory and Workspace Settings

  Administrators may configure what data is retained, who can access AI features, and whether AI may reference prior conversations across the workspace.

5) Public-Sector Data Sources

Votion ingests publicly available government data to surface opportunities, validate firm registry information, and enrich proposal context. Data sources include:

• SAM.gov

  System for Award Management registry, entity records, NAICS codes, CAGE codes, and federal contract opportunities.

• Grants.gov

  Federal grant opportunities from the U.S. government grants database.

• State and Local Solicitation Portals

  Publicly posted RFPs, ITBs, and grant notices from state and municipal procurement systems.

• U.S. Census Bureau

  Economic and demographic data used to enrich agency and jurisdiction context.

This data is provided for informational purposes only. We refresh data regularly but cannot guarantee real-time accuracy. Always verify submission requirements and deadlines with the issuing agency before responding to an opportunity.

6) Communications (SMS/Email)

If you opt in, we send texts and emails for account verification, workspace notifications, opportunity alerts, product updates, and security. Message frequency varies. Message and data rates may apply. Reply STOP to cancel and HELP for help. Manage preferences in your account. Transactional/security messages may still be sent.

7) Sharing of Information

• Service Providers/Subprocessors

  Stripe (payments), Twilio (SMS/email), AWS (storage and infrastructure), MongoDB Atlas (database), Anthropic and OpenAI (AI processing under enterprise agreements that prohibit training on customer content), Sentry (error tracking with scrubbing), Vercel and Vercel Analytics (hosting and usage telemetry).

• Within Your Workspace

  Content you create or upload (firm documents, drafts, AI conversations, audit log entries) is visible to other members of your workspace based on the roles and permissions set by your workspace administrators.

• Legal & Safety

  To comply with law, enforce terms, or protect rights/safety.

• Business Transfers

  In a merger, acquisition, or asset sale.

We do not sell personal information and do not share personal information for cross-context behavioral advertising.

8) Analytics & Cookies

We use Google Tag Manager (GTM) to manage analytics tags and Google Analytics 4 (GA4) and Vercel Analytics to understand usage and performance. Optional analytics only run with your consent (see Cookie Policy). We currently do not use advertising pixels; if we enable marketing tools later, we will update this Policy and your consent options. Some analytics events (for example, purchase confirmations) may be sent server‑to‑server to GA4 without including personal data.

9) Your Choices & Rights

• Account & profile: manage in Settings or contact support
• Location: disable in device/browser settings
• Cookies: use browser controls; optional cookies as available
• Access, correction, deletion: support@votionplatform.com (verification required)

10) Colorado Privacy Rights

If you are a Colorado resident, the Colorado Privacy Act (CPA) provides you with specific rights regarding your personal data. This section describes your CPA rights and how to exercise them.

Your Rights Under the CPA

• Right to Know

  You have the right to know whether we are processing your personal data and to access that data.

• Right to Access

  You may request a copy of the personal data we have collected about you in a portable, readily usable format.

• Right to Correct

  You may request that we correct inaccurate personal data we maintain about you.

• Right to Delete

  You may request that we delete personal data we have collected from you, subject to certain exceptions.

• Right to Data Portability

  You may request your data in a machine-readable format that can be transmitted to another entity.

• Right to Opt-Out

  You have the right to opt out of: (1) targeted advertising, (2) the sale of personal data, and (3) profiling in furtherance of decisions that produce legal or similarly significant effects. Note: We do not sell personal data or engage in targeted advertising based on cross-context behavioral tracking.

Sensitive Data

Under the CPA, certain categories of data are considered "sensitive" and require your explicit consent before processing. Where the Services collect firm-level demographic information used for set-aside or socioeconomic-program eligibility (for example, veteran-owned, minority-owned, woman-owned, or HUBZone status), we only do so with your affirmative opt-in consent, and you may withdraw consent at any time in your account settings.

How to Exercise Your Rights

To exercise any of these rights, you may:

• Email us at privacy@votionplatform.com with your request
• Use the 'Download My Data' feature in Account Settings (for access/portability)
• Use the 'Delete Account' feature in Account Settings (for deletion)

We will verify your identity before processing your request. You may designate an authorized agent to make a request on your behalf. We will respond to your request within 45 days. If we need more time, we will notify you of the extension and the reason.

Appeal Process

If we deny your request, you may appeal the decision by emailing privacy@votionplatform.com with the subject line "CPA Appeal". We will respond to your appeal within 45 days. If your appeal is denied, you may contact the Colorado Attorney General at coag.oprecords@coag.gov to file a complaint.

Global Privacy Control

We honor the Global Privacy Control (GPC) signal. If your browser sends a GPC signal (Sec-GPC: 1), we will treat it as a valid opt-out request for the sale of personal data and targeted advertising.

11) Retention

• Subscription and payment records: up to 7 years (financial/audit)
• Workspace content (firm documents, drafts, AI conversations, audit logs): retained for the life of your subscription unless you delete it earlier
• Communications logs: ~12 months; diagnostics: ~90 days
• Account deletion: delete/anonymize within 30–60 days unless required longer

12) Children

The Services are intended for use by organizations and their adult employees and contractors. The Services are not directed to children under 13, and we do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact support@votionplatform.com and we will take appropriate action.

13) Security

We use technical and organizational measures appropriate to the risk (e.g., encryption in transit, access controls, monitoring). No system is 100% secure.

14) International Use

The Services are for U.S. residents only. If you are outside the U.S., please do not use the Services at this time.

15) Changes & Contact

We may update this Policy. Material changes will be notified with reasonable advance notice. Contact: support@votionplatform.com. Mailing address: Votion Platform Inc., 2840 Blake St, Denver, CO 80205.