Privacy Policy

Last updated: April 12, 2026

GovCopilot is a product of Automate Capture, LLC ("we", "us", "our"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform at govcopilot.io and app.govcopilot.io.

1. Information We Collect

Account Information: When you create an account, we collect your name, email address, company name, and NAICS codes. If you sign in via Microsoft SSO, we receive your email and display name from Microsoft Entra ID.

Uploaded Documents: You may upload solicitation documents (PDFs, Word documents, text files) for AI analysis. These documents are processed in memory and are not permanently stored after analysis is complete.

Usage Data: We collect information about how you use the platform, including analysis counts, feature usage, and session data to improve the product and enforce plan limits.

Payment Information: Billing is processed through Stripe. We do not store credit card numbers. Stripe handles all payment data subject to their privacy policy.

2. How We Use Your Information

To provide, maintain, and improve GovCopilot's features
To process your AI analyses, proposals, and document exports
To manage your account and subscription
To send transactional communications (account confirmations, billing receipts)
To enforce usage limits and prevent abuse
To comply with legal obligations

3. AI Processing

GovCopilot uses third-party AI models (Anthropic Claude, Cerebras) to analyze solicitations and generate proposal content. Your uploaded documents and prompts are sent to these services for processing. We do not use your data to train AI models. Each AI provider processes data under their own terms of service and data processing agreements.

4. Data Sharing

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

Service Providers: Stripe (payments), Microsoft Azure (hosting), Anthropic and Cerebras (AI processing)
Legal Requirements: When required by law, subpoena, or government request

5. Data Security

We implement industry-standard security measures including:

Encryption in transit (TLS/HTTPS) and at rest
Tenant isolation — each organization's data is logically separated
JWT-based authentication with secure token handling
Regular security reviews and dependency updates

6. Data Retention

Account data is retained for the duration of your subscription. Uploaded documents are processed transiently and not stored permanently. Analysis results and proposals are retained in your account until you delete them. When you cancel your account, we delete your data within 30 days.

7. Cookies

We use essential cookies for authentication and session management. We use localStorage to remember your cookie consent preference. We do not use third-party tracking cookies or advertising cookies.

8. Your Rights

You may:

Access, update, or delete your account data at any time
Export your data by contacting us
Opt out of non-essential communications
Request deletion of your account and associated data

9. Children's Privacy

GovCopilot is not intended for use by individuals under 18. We do not knowingly collect data from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the platform. Continued use after changes constitutes acceptance.

11. Contact

For privacy questions or data requests, contact us at privacy@govcopilot.io.