Privacy Policy
Effective date: 21 September 2025
This Privacy Policy describes how PropellaDocs (“we”, “our”, “us”) collects, uses, and protects personal data when you request access, create an account, or otherwise interact with the Services. We are committed to safeguarding the privacy of IT consultants, independent software firms, and their clients.
We collect personal data you provide directly, such as names, work email addresses, organisation details, and usage preferences when you request access or participate in onboarding sessions. We process document inputs, prompts, and generated outputs to deliver the Services.
We use personal data to deliver and improve the Services, provide onboarding support, communicate product updates, analyse aggregated usage trends, and ensure security and compliance. We do not sell personal data. Your documents are processed via OpenAI's API and are not used to train AI models. Voice notes you record in the app are sent to OpenAI to be transcribed and are not stored by PropellaDocs: only the text you choose to keep stays in your brief.
Where required by applicable law (including GDPR), we rely on legitimate interests to provide and improve the Services, performance of a contract to deliver features you request, and consent for specific communications or research activities.
We may share personal data with trusted subprocessors that help us operate the Services (such as hosting, analytics, or customer support providers). We require all subprocessors to implement appropriate security and confidentiality safeguards. We may disclose information if required by law or to protect our legal rights.
We use PostHog to understand how the product is used. No document content is tracked. You can opt out at propelladocs.ai/privacy. Analytics records which pages and features are used, such as which templates are opened and when a document is generated or exported. In the app it is linked to your account ID and email address, and it never includes the text of your documents or briefs. Analytics only runs after you accept it in the cookie banner, and never when your browser sends Do Not Track. Your choice, and the control below, apply to both propelladocs.ai and the PropellaDocs app on this browser.
When someone opens a document shared through a PropellaDocs link, its author is notified and can see roughly how long each section was read. The shared page tells readers this. To count one open per reader per day, we combine the reader's IP address and browser details with a random key that changes every day and is discarded after two days. The IP address itself is not stored, no cookies or browser storage are used, and readers are not identified. Opens by the document's author and collaborators, and automated link previews, are not counted. This reading data is deleted after 180 days. We rely on legitimate interests: helping authors follow up on documents they chose to share.
On some plans, a document shared through a PropellaDocs link can be accepted and signed by its reader. Before signing, the signer is told what is recorded. We send a one-time code to the email address they give, and when they sign we keep, with the signed record: the text they signed, their name, job title if given, email address, IP address, browser details and the time. The same details are kept when the document's author countersigns. They are printed on the signed PDF's certificate page, which goes to both parties, so either side can show who signed and when. Anyone with the record's reference can see the signers' names, job titles and signing times on the verify page, but not their email or IP addresses. If the author deletes the document or their account, the signed text and PDF are deleted with it, but the signing evidence (the reference, title, fingerprints of the signed text and PDFs, and the signers' details listed above) is kept so that copies the parties already hold can still be verified. This evidence is deleted six years after signing. If the author asks for a payment after signing, the signer pays on Stripe's pages, directly to the author's own Stripe account: we never see card or bank details, and keep only the payment's amount, status and Stripe references. We rely on legitimate interests: providing evidence of an agreement both parties chose to sign. Because this evidence may be needed to establish or defend legal claims, we may keep it after an erasure request until that period ends.
We retain personal data for as long as necessary to provide the Services, support your organisation’s account, and meet legal obligations. You may request deletion of personal data, and we will fulfil the request unless retention is required by law or legitimate business needs.
We implement technical and organisational measures such as encryption in transit, access controls, and audit logging to protect personal data. Despite our efforts, no system is perfectly secure, and we encourage users to review outputs before sharing.
PropellaDocs operates globally. When personal data is transferred outside its country of origin, we use appropriate safeguards, including Standard Contractual Clauses where applicable, to maintain an equivalent level of protection.
Depending on your jurisdiction, you may have rights to access, correct, delete, restrict, or port your personal data, and to object to certain processing. To exercise these rights, contact privacy@propelladocs.ai. We will respond within 30 days.
The Services are not directed to children under 16. If we learn that we have collected personal data from a child under 16 without consent, we will delete it promptly.
The Services may link to external sites or platforms. We are not responsible for the privacy practices of third parties and encourage you to review their policies before providing personal data.
We may update this Privacy Policy to reflect product or legal changes. When we do, we will revise the “Effective date” and provide notice of material updates. Continued use of the Services after an update signifies acceptance of the changes.
For any privacy questions, contact us at privacy@propelladocs.ai or write to PropellaDocs, Nairobi, Kenya.
Last updated: 29 October 2026