Privacy Policy

PhantomProse is operated by NavTech Solutions LLC ("PhantomProse," "we," or "us"), a California limited liability company. This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and the choices you have.

Questions, requests, or concerns? Email aman@navani.net.

Information you provide

• Account information — your email address, full name, and company name when you create an account.
• Profile and workspace settings — company industry, brand voice description, banned phrases, default closing language, and similar configuration you add in Settings.
• Uploaded documents — files you upload to your knowledge library (past proposals, case studies, service descriptions, RFPs, requirements documents, etc.). We extract text from these files solely to teach the AI your team's voice and writing style. They are passed to the AI as voice references only; the AI is instructed not to copy specific facts, names, numbers, or client identifiers from them into new drafts. The factual content of any generated draft comes from the brief you submit for that draft.
• Drafts you create — proposals and RFPs you generate, the briefs you submit, and any edits you make.
• Communications — emails or messages you send to our support address.

Information collected automatically

• Authentication and session data — cookies and tokens issued by our authentication provider to keep you signed in.
• Usage metadata — generation counts, document counts, and timestamps used to enforce plan limits and improve the product.
• Technical data — IP address, browser type, and device information collected by our hosting provider for security and performance.

Information from third parties

• Payment information — when you subscribe, our payment processor (Stripe) collects card details and shares limited information back with us (subscription tier, status, renewal date, customer ID). We do not see or store full payment card numbers.

We use your information to:

• Provide and operate the PhantomProse service.
• Generate AI drafts based on the brief you submit. Voice and writing style are shaped by the documents you have uploaded to your knowledge library; factual content is drawn only from the brief.
• Enforce plan limits (e.g., monthly proposal quota) and prevent abuse.
• Process subscription payments and renewals via our payment processor.
• Send transactional emails (account confirmation, password reset, payment receipts).
• Investigate and respond to security issues, fraud, or violations of our Terms of Service.
• Improve the product through aggregate, de-identified analytics. We do not use your specific documents or drafts to train AI models.

We rely on the following third-party services. Each is bound by its own data-protection commitments:

• Supabase — authentication, database, and file storage (US-based infrastructure).
• Vercel — application hosting and edge delivery.
• OpenAI — AI inference for proposal and RFP drafting. Per OpenAI's API terms, prompts and responses are not used to train OpenAI models by default.
• Stripe — payment processing and subscription billing.
• Resend — transactional email delivery.

We do not sell your personal information. We share information only:

• With the sub-processors listed above, strictly as needed to run the service.
• With law enforcement or government bodies when legally required (subpoena, court order, valid legal process).
• With a successor entity in the event of a merger, acquisition, or asset sale, in which case the same protections continue to apply.
• With your explicit consent for any other purpose.

We retain your account data for as long as your account is active and for a reasonable period afterward to support recovery, accounting, and legal obligations.

You can request deletion of your account and associated data at any time by emailing aman@navani.net. We will remove your data from our active systems within 30 days of a verified request. Backups containing your data are rotated out within 90 days. Payment records may be retained longer to comply with tax and accounting laws.

Regardless of where you live, you can:

• Access the personal information we hold about you.
• Export your account data in a portable format.
• Correct inaccurate or outdated information.
• Request deletion of your account and data (subject to the retention exceptions above).
• Withdraw consent at any time where we rely on consent as the legal basis for processing.

California residents have additional rights under the CCPA/CPRA, including the right to know what personal information we collect and the right not to be discriminated against for exercising your rights. EU/EEA and UK residents have GDPR rights including the right to object to processing and the right to lodge a complaint with your supervisory authority. Exercise any of these rights by emailing aman@navani.net.

We use industry-standard measures to protect your data, including encrypted transport (TLS) for all traffic, encrypted-at-rest storage for files and database records, row-level security policies that isolate workspaces, and column-level write restrictions that prevent users from altering billing or admin fields. No system is perfectly secure; if you suspect a vulnerability or breach, please report it to aman@navani.net.

We use a small number of strictly necessary cookies to keep you signed in. We use Vercel Analytics and Speed Insights to measure aggregate page views and Core Web Vitals on our own website. These tools are first-party, do not set cross-site cookies, and do not track you across other websites. We do not use third-party advertising or behavioral-tracking cookies.

Our infrastructure is hosted in the United States. By using PhantomProse from outside the US, you understand that your information will be transferred to and processed in the United States.

PhantomProse is intended for use by individuals 18 years of age or older (or the age of majority in your jurisdiction, whichever is higher). We do not knowingly collect information from children.

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through the app before the changes take effect. The "Last updated" date at the top of this page reflects the most recent revision.

Questions about this Privacy Policy or our practices? Email aman@navani.net.