Privacy Policy

Digital Dreamsmiths LLC ("we," "us," or "our") operates SourceGent at sourcegent.io. We are an AI-assisted proposal writing platform serving small businesses and organizations pursuing government contracts, grants, and business opportunities.

This Privacy Policy explains how we collect, use, store, and share information about you when you use our Service.

Information You Provide

• Account information: Name, email address, and password when you register
• Company profile: Business name, address, UEI/CAGE/DUNS numbers, NAICS codes, core capabilities, past performance data, and other profile fields you complete
• Uploaded documents: RFP files, NOFA documents, company documents, and any other files you upload for analysis or knowledge extraction
• Proposal content: Text, edits, and configurations within proposals you create
• Billing information: Payment details handled directly by Stripe (we do not store raw card numbers)
• Communications: Support requests, feedback, and emails you send to us

Information Collected Automatically

• Usage data: Pages visited, features used, session duration, and in-app actions
• Device and browser data: IP address, browser type, operating system, and device identifiers
• AI usage logs: Token counts and estimated costs per AI operation (not the content itself) for quota enforcement and billing
• Error data: Crash reports and error logs captured via Sentry for debugging

We use the information we collect to:

• Create and manage your account and provide the Service
• Process and analyze documents you upload to generate proposal content
• Enforce subscription limits, usage quotas, and plan access
• Send transactional emails: account verification, billing receipts, usage warnings, and support responses
• Monitor and improve Service performance, reliability, and security
• Detect and prevent fraud, abuse, or violations of our Terms of Service
• Comply with applicable laws and legal obligations
• Communicate product updates and feature announcements (you may opt out)

We do not sell your personal information to third parties. We do not use your data for advertising targeting.

Our Service uses Anthropic's Claude API to analyze documents, generate proposal content, and power other AI features. When you upload documents or generate content, portions of that content are transmitted to Anthropic's servers for processing.

What Anthropic Receives

Anthropic receives the text content of your documents and any prompts or context we send to generate responses on your behalf. Anthropic processes this data under their own API Terms of Service and Privacy Policy.

Our Commitments

• We do not use your uploaded documents or generated proposals to train AI models
• We do not share your document content with other SourceGent users
• We operate under Anthropic's commercial API terms, which prohibit Anthropic from training on API inputs without opt-in

Government-Sensitive Data

If you are working with Controlled Unclassified Information (CUI) or other government-sensitive data, please review Anthropic's API data handling policies before uploading such documents. SourceGent is not currently FedRAMP authorized.

We integrate with the following third-party services. Each is governed by its own privacy policy:

Where Data is Stored

Your data is stored on Supabase (PostgreSQL database and file storage) and Vercel infrastructure, both of which operate in the United States.

How Long We Keep Your Data

• Active accounts: Data is retained for as long as your account is active
• After cancellation: Cancelling a subscription moves the account to the Free plan; your proposals, opportunities, and uploads stay in place until you delete the account. Export is a paid-plan feature, so export before the period ends or re-subscribe to export later
• Account deletion: Deleting your account removes your proposals, opportunities, uploaded files, company profiles, and knowledge items immediately, in the same request. One audit record of the deletion itself is written. Deletion is refused while you still own a company that has other team members, so that their work is not removed with yours
• Housekeeping: A weekly job prunes only telemetry: AI usage records after about 13 months, quota events after about 24 months, and cached opportunity listings you never imported after 180 days. A daily job prunes pricing drafts that were never approved and untouched for 90 days, and expired AI pricing suggestions. Proposal text, opportunities, sections, uploads, and knowledge items are never pruned automatically
• Billing records: Retained for 7 years for tax and legal compliance purposes
• Error logs: Retained for 30 days via Sentry

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal data (account deletion available directly in Settings)
• Portability: Request an export of your data in a machine-readable format
• Opt-out: Turn off notification emails in your profile settings, or use the unsubscribe link in any notification email. Account and billing emails (sign-up, team invites, receipts) are essential to the service and are always sent.

To exercise any of these rights, contact us at support@sourcegent.io. We will respond within 30 days.

If you are a California resident, you may have additional rights under the CCPA. We do not sell personal information and do not engage in cross-context behavioral advertising, so most CCPA opt-out rights are already satisfied by default.

We use cookies and similar technologies to:

• Authentication: Keep you logged in across sessions (essential, cannot be disabled)
• Preferences: Remember your theme and UI settings
• Analytics: Understand how users navigate the product (PostHog, can be opted out)
• Support: Identify your session for the Crisp support chat

We do not use third-party advertising cookies or sell cookie data. You can control cookies through your browser settings, though disabling essential cookies will prevent you from using the Service.

The Service is not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13. If we learn that we have collected information from a child under 13, we will promptly delete it. If you believe a child under 13 has provided us with personal information, contact us at support@sourcegent.io.

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will notify you of material changes by:

• Sending an email to the address associated with your account
• Displaying a notice within the Service
• Updating the effective date at the top of this page

Your continued use of the Service after the effective date of any changes constitutes acceptance of the updated Policy.

If you have questions about this Privacy Policy or our data practices, please contact us: