Pursuit Zen Privacy Policy

This Privacy Policy explains how Table Four Technologies Inc. (“Company”, “we”, “our”, or “us”) collects, uses, stores, and protects information when you (“you”, “your”, or “Customer”) use Pursuit Zen (the “Application”).

By using the Application, you consent to the practices described in this Privacy Policy.

1. Scope and Purpose

Pursuit Zen is a cloud-based software platform that leverages artificial-intelligence models, including services hosted on Microsoft Azure, to help general contractors prepare sales proposals and respond to RFPs. We collect and process information solely to provide and improve the Application—never for unrelated commercial use.

2. Information We Collect

2.1. Information You Provide

• Account and contact information (e.g., name, email, organization, role).
• Customer content such as proposal data, templates, documents, employee resumes, project profiles, uploaded files, and generated outputs.
• Billing details if you are an Administrator responsible for payment.
• Support requests or feedback submitted through email or in-app forms.

2.2. Automatically Collected Information

• Usage data: pages visited, features used, timestamps, and performance metrics.
• Device and connection data: IP address, browser type, operating system, and region (for security and optimization).
• Cookies and session tokens: used only for authentication, session persistence, and analytics within the Application.

We do not use advertising cookies or third-party trackers.

3. How We Use Your Information

We process information to:

• Operate and deliver the Application’s functionality.
• Authenticate and manage user access.
• Provide customer support and respond to requests.
• Monitor performance, security, and system reliability.
• Comply with legal obligations or enforce our Terms of Use.

We do not:

• Sell, rent, or trade user data.
• Use customer content to train public or third-party AI models.
• Permit cross-customer data access or sharing.

4. Data Processing by Third Parties

We rely on a combination of trusted third-party cloud providers to deliver Pursuit Zen’s functionality:

• Heroku (Amazon Web Services – AWS) hosts our application servers and compute environment.
• Supabase (Amazon Web Services – AWS) hosts our PostgreSQL database and handles data storage, authentication, and related services.
• Microsoft Azure provides access to the large language models (LLMs) used to generate AI-assisted proposal content.
• Mixpanel is used to collect and analyze aggregated, pseudonymized usage data (such as feature engagement, session counts, and workflow patterns) to help us understand how Pursuit Zen is used and improve user experience. Mixpanel does not access or process customer content such as documents, pursuits, or generated proposal text.

Customer data may be transmitted to these providers only as necessary to perform core functions of the Application—such as securely storing customer libraries, executing user requests, or generating written content through the AI model interface.

Each provider acts as a data processor under contract with Table Four Technologies Inc. and is bound by robust technical and organizational safeguards to maintain confidentiality, integrity, and availability of customer data.

No additional third-party processors receive customer content except where required to support secure infrastructure, billing, or to comply with applicable laws and regulations.

5. Data Storage and Security

Customer data is primarily hosted and processed in the United States through Heroku and Supabase, both operating on Amazon Web Services (AWS) infrastructure. These providers maintain rigorous security and compliance certifications (including ISO 27001 and SOC 2) consistent with or exceeding Canadian privacy protection standards.
AI model processing is performed via Microsoft Azure data centers located in Canada, ensuring that data sent for content generation remains within Canadian jurisdiction during model interaction.
All data is encrypted at rest and in transit using industry-standard protocols (e.g., AES-256, TLS 1.2+).
We conduct periodic reviews of data access, security controls, and backup retention policies to safeguard confidentiality and integrity.

6. Data Retention and Deletion

Customer data is retained for the duration of the subscription.
Upon contract termination and after a 30-day grace period, all associated data is permanently deleted from our systems, except where retention is legally required (e.g., for financial record-keeping).

7. Children’s Privacy

Pursuit Zen is intended for professional use and is not directed toward individuals under 18. We do not knowingly collect personal information from minors.

8. Updates to This Policy

We may update this Privacy Policy to reflect changes in technology, law, or business practices.
When we do, we will:

• Post the updated version on our website, and
• Notify account administrators of material changes via email or newsletter.

Continued use of the Application after updates constitutes acceptance of the revised policy.

12. Governing Law

This Privacy Policy is governed by the laws of Alberta, Canada, without regard to conflict-of-law principles.