Privacy Policy

1. Who we are

GrantMind Pro LLC is a Limited Liability Company organized under the laws of Pennsylvania, United States, with its principal place of business in Philadelphia, Pennsylvania, United States. This Privacy Policy applies to GrantMind's websites, applications, and services (collectively, the "Service").

2. Information we collect

We collect information in three ways: information you give us, information collected automatically when you use the Service, and information from third-party services you connect.

2.1 Information you give us

• Account information. Name, email address, password (hashed), organization name, organization type (nonprofit, school, municipality, agency).
• Organization profile. Mission, programs, geography served, populations served, budget size, and similar details you enter so we can match grants and draft proposals.
• Content. Proposals, Letters of Inquiry, notes, attachments, and other materials you create or upload in the Service.
• Billing information. Payment is processed by Stripe; we do not store full card numbers. We retain billing records (subscription status, plan, amounts charged) needed for accounting.
• Communications. Support emails, feedback, and any messages you send us.

2.2 Information collected automatically

• Log data. IP address, user agent, pages visited, timestamps, and similar information that web servers record by default.
• Product analytics. Events such as page views and feature usage so we can understand how the product is used and where it breaks. Analytics events do not include the contents of your proposals.
• Cookies. A small set of cookies for authentication and basic preferences. We do not use third-party advertising cookies.

2.3 Information from third parties

If you elect to connect a third-party service (for example, an email provider or calendar), we receive only the data needed for that integration. You can disconnect at any time from your integrations settings.

3. How we use information

• To operate, maintain, and improve the Service.
• To match you with relevant grant opportunities, score draft proposals, and provide the other features you sign up for.
• To process payments and manage your subscription.
• To communicate with you about the Service, including security and billing notices, and (with your consent) product updates.
• To detect, prevent, and respond to fraud, abuse, security incidents, and violations of our Terms.
• To comply with legal obligations and respond to lawful requests.

4. AI providers and your content

GrantMind uses third-party large-language-model (LLM) providers (such as Anthropic and OpenAI) to power features like proposal drafting, the AI Reviewer, and natural-language grant search. When you use those features, the relevant content (your prompt, your org profile, the funder's public information) is sent to the LLM provider to generate a response.

We do not permit our LLM providers to train their models on your content, and we contract with providers whose terms reflect that. Your content is processed only to produce the response we return to you.

We do not use customer content to train any GrantMind-owned model.

5. Sharing and disclosure

We do not sell personal information. We share information only in the following limited circumstances:

• Service providers. Vendors that help us run the Service (for example, hosting, Stripe for payments, transactional email providers, analytics, LLM providers). They are contractually limited to using your information only to provide the service to us.
• Within your account. If you are part of an agency or team account, other members of that account can see content shared in the workspace, subject to per-client isolation rules. Agency clients cannot see each other's data.
• Legal requirements. We may disclose information if required by law, subpoena, or similar legal process, or to protect the rights, safety, or property of GrantMind, our users, or the public.
• Business transfers. If GrantMind is involved in a merger, acquisition, or asset sale, user information may be transferred as part of that transaction. We will notify users of any change in ownership or use of their information.

6. Data security

We protect your information using TLS 1.2 or higher in transit and encryption at rest. Access to production systems is limited to authorized personnel and gated by least-privilege permissions. Each account's data is logically isolated; agency clients cannot access each other's information. No system can be guaranteed to be 100% secure, but we work to follow industry practices and to disclose incidents when they occur.

7. Data retention

We retain account and content data for as long as your account is active. You can export or delete your account from your settings at any time. After deletion, we remove your content from active systems within 30 days; backups are purged on a 90-day rolling cycle. We may retain limited records (for example, billing and tax records) as required by law.

8. Your rights

Depending on where you live, you may have rights to access, correct, export, delete, or restrict the processing of your personal information. These include rights under the EU and UK General Data Protection Regulations (GDPR) and the California Consumer Privacy Act (CCPA) and similar U.S. state laws.

You can exercise most rights directly from your account settings (export, delete). For anything else, email support@grantmind.pro and we will respond within 30 days. We will not discriminate against you for exercising any of these rights.

9. International users

GrantMind operates from the United States. If you access the Service from outside the United States, you consent to the transfer of your information to the United States and to its processing here, subject to this Privacy Policy and applicable law.

10. Children

GrantMind is intended for organizational use by adults. We do not knowingly collect personal information from children under 13. If you believe a child has provided us information, contact support@grantmind.pro and we will delete it.

11. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the effective date above and notify active users by email or in-product notice. Continued use of the Service after a change constitutes acceptance of the updated policy.

12. Contact

GrantMind Pro LLC
Philadelphia, Pennsylvania, United States
support@grantmind.pro