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Privacy Policy

Last updated: June 18, 2026

Effective Date: June 18, 2026

Votion Platform Inc. ("Votion", "we", "us") operates a software platform that captures official public-sector data for the places you operate and helps you build the tools, workflows, and documents you need on top of it. Its AI features process the content you provide and the records you connect — for example, surfacing public-sector opportunities and drafting responses to solicitations. 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 & ProfileName, email, password, work phone (optional), organization name, and role.
  • Firm DocumentsRFPs, grant solicitations, capability statements, past-performance documents, and other materials you upload to your workspace.
  • Source URLsPublic websites you provide for firm enrichment. We fetch Open Graph and JSON-LD metadata from those URLs to populate your workspace.
  • AI Conversations & DraftsPrompts, generated drafts, and conversation history you create within the workspace while using AI features.
  • PaymentsProcessed by Stripe. We receive payment confirmations and limited metadata (not full card numbers).

1.2 Collected Automatically

  • Usage & DeviceIP, browser/device type, pages viewed, timestamps, referrers, performance metrics, error reports.
  • Audit LogsActions taken in your workspace (uploads, drafts, approvals, exports) to support security, compliance, and account administration.
  • Cookies/Local StorageAuth/session, preferences, analytics. See Cookie Policy for details.

1.3 From Third Parties

  • Identity & PaymentsGoogle/Apple (if you connect them) and Stripe transaction metadata/fraud signals.
  • Public-Sector RegistriesSAM.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 data and opportunities and power the tools, workflows, and documents you build in 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 build tools and workflows and draft documents from their own records and the public data captured for the places they operate — for example, summarizing past performance, drafting responses to solicitations, and answering questions about opportunities in the workspace. When you use these features:

  • Conversation DataYour prompts, AI-generated drafts, and conversation history are stored in your workspace to provide continuity, version history, and collaboration with teammates.
  • Firm and Opportunity ContextInformation 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 ProcessingConversations 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 ReviewAI 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 SettingsAdministrators 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.govSystem for Award Management registry, entity records, NAICS codes, CAGE codes, and federal contract opportunities.
  • Grants.govFederal grant opportunities from the U.S. government grants database.
  • State and Local Solicitation PortalsPublicly posted RFPs, ITBs, and grant notices from state and municipal procurement systems.
  • U.S. Census BureauEconomic 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/SubprocessorsStripe (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 WorkspaceContent 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 & SafetyTo comply with law, enforce terms, or protect rights/safety.
  • Business TransfersIn 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

Today we use PostHog and Vercel Analytics to understand product usage and performance. PostHog is loaded from our own first‑party endpoint, runs only after you grant analytics consent (see Cookie Policy), and masks form input in any session recordings. Optional analytics only run with your consent. We may add other analytics or marketing tools in the future — for example, Google Analytics, Google Tag Manager, or advertising pixels — and if we do, we will update this Policy and offer consent controls before any optional tracking runs.

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 KnowYou have the right to know whether we are processing your personal data and to access that data.
  • Right to AccessYou may request a copy of the personal data we have collected about you in a portable, readily usable format.
  • Right to CorrectYou may request that we correct inaccurate personal data we maintain about you.
  • Right to DeleteYou may request that we delete personal data we have collected from you, subject to certain exceptions.
  • Right to Data PortabilityYou may request your data in a machine-readable format that can be transmitted to another entity.
  • Right to Opt-OutYou 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, including access, portability, correction, or deletion, email us at privacy@votionplatform.com with your request. 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.

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