Effective Date: March 8, 2025
Last Updated: January 4th, 2026

EzeRFP Privacy Policy

1. Introduction

EzeRFP is an AI-powered RFP response management platform operated by Start Consulting Limited (“EzeRFP,” “we,” “us,” or “our”).

This Privacy Policy explains how we collect, use, protect, and disclose information when you use:

· the EzeRFP website

· the EzeRFP application

· related services

EzeRFP is designed for business users and organizations. By using the platform, you agree to this Privacy Policy.

2. Information We Collect

Account Information

When you create an account:

· Name

· Email address

· Organization name

· Role within organization

· Billing contact details (if applicable)

Customer Content (Your Data)

We process content uploaded by you or your organization, including:

· Documents

· Files

· Question & answer libraries

· Metadata and tags

· Configuration settings

Customers retain full ownership of their content.

Usage Data

We may collect:

· Log data

· Feature usage

· Performance metrics

· Error reports

· Security events

Used solely to operate and improve the service.

Payment Information

Payments are processed by third-party providers (Stripe).

EzeRFP does not store full payment card details.

3. How We Use Information

We use data to:

· Provide and operate the platform

· Authenticate users

· Enable AI-powered document search and response generation

· Maintain security and prevent misuse

· Provide support

· Comply with legal obligations

We do not sell customer data.

4. AI Processing & Data Isolation

EzeRFP uses artificial intelligence to generate responses based on customer-provided content.

Important principles:

· AI responses are generated only from your organization’s data

· No cross-tenant data sharing

· Your data is not used to train models for other customers

· Access is restricted to authorized users within your organization

5. Data Storage & Residency

Customer data may be stored in secure cloud infrastructure and integrated storage systems selected by the customer.

Options may include:

· EzeRFP-managed storage

· Customer-connected storage (e.g., SharePoint)

Customers may select preferred data residency regions where available.

6. Data Retention & Deletion

Active Accounts

Data retained while subscription is active.

Trial Accounts

Trial data retained for a limited period after trial expiration and then deleted.

Terminated Accounts

Data retained for a defined period for recovery purposes, then permanently deleted.

Customers may request deletion of their data at any time.

7. Security

We implement administrative, technical, and physical safeguards including:

· Encryption in transit

· Access controls

· Authentication mechanisms

· Monitoring and logging

No system can guarantee absolute security, but we apply industry-standard protections.

8. Data Breach Notification

If a breach affecting customer data occurs, affected users will be notified as required by applicable laws.

9. International Users

EzeRFP may serve customers globally. Data may be processed in Canada, the United States, or other jurisdictions consistent with applicable laws.

10. Your Rights

Depending on jurisdiction, you may have rights to:

· Access your data

· Correct inaccuracies

· Request deletion

· Restrict processing

Requests can be made via the contact information below.

11. Changes to This Policy

We may update this policy periodically. Updated versions will be posted with a revised date.

12. Contact Information

For privacy inquiries:

Email: support@ezerfp.com
Company: Start Consulting Limited
Location: Alberta, Canada