Privacy Policy

Last updated: February 2026

1. Introduction

This Privacy Policy explains how Sales Canvas AI Inc. ("we", "us", "our"), operating SalesCanvas.ai ("the Service"), collects, uses, stores, and protects your personal information. We are committed to safeguarding the privacy and confidentiality of our users' data.

2. Information We Collect

2.1 Account Information

When you register, we collect:

  • First and last name
  • Email address
  • Password (stored as a salted, one-way hash — we never store plaintext passwords)
  • IP address at registration (for fraud prevention)

2.2 Briefing Input Data

When you create intelligence briefings, you provide:

  • Vendor organization information (name, industry, products, value propositions)
  • Customer/prospect organization information (name, industry, known challenges)
  • Meeting context and objectives
  • Human additions and corrections during the review step
  • Edited or regenerated versions of any briefing (prior versions are retained alongside the current version)

2.3 Champion & Stakeholder Data (manual entry)

You may optionally add third-party executive contacts ("Champions") and stakeholder notes to an organization profile. This may include names, job titles, seniority, and free-text notes you type yourself. You are responsible for having a lawful basis (under GDPR, CCPA, and other applicable laws) to enter this data. You can delete any Champion or stakeholder record at any time from the organization profile page; deletion is immediate and permanent.

2.4 Usage & Billing Data

  • Credit consumption records
  • Subscription tier and billing history
  • Feature usage patterns (briefings created, alerts configured, etc.)

2.5 Technical Data

  • IP addresses (login events, for security monitoring)
  • Browser type and device information (via standard HTTP headers)
  • Service worker and PWA installation status (stored locally on your device only)

3. How We Use Your Information

We use your information to:

  • Deliver the Service — Process your inputs through AI models and web search to generate intelligence briefings, playbooks, key cards, beat sheets, and organization profiles.
  • Power the in-app assistant ("Max") — When you interact with the conversational assistant, we send the relevant briefing or organization context (and your question) to AI providers so the assistant can answer. Conversations are visible only to you.
  • Manage your account — Handle authentication, billing, credit tracking, and subscription management.
  • Send communications — Briefing delivery emails, billing receipts, ticket status notifications, and usage summaries. You can control notification preferences in your Profile settings.
  • Improve the Service — Analyze aggregate usage patterns (not individual briefing content) to improve features and performance.
  • Prevent fraud — Detect and prevent abuse, including multi-account creation and trial exploitation, using registration IPs and email verification.
  • Provide support — Resolve support tickets and disputes using your account history and usage data.

4. Third-Party Data Sharing

We share your data with third-party service providers (sub-processors) only as necessary to deliver the Service. We do not sell your personal information.

For each functional category — AI model providers, web search & data enrichment, email delivery, error monitoring, hosting & storage, and analytics — we may use one or more vendors at any given time, and we reserve the right to add or remove vendors as we optimize for quality, cost, and reliability. The full list of provider categories and the pool of vendors we may leverage is published at /sub-processors. For our current active providers, contact privacy@salescanvas.ai. Enterprise customers receive the current sub-processors list as part of their Data Processing Agreement.

One exception is payment processing: we use Stripe exclusively for handling payments and do not store your credit card numbers or payment credentials. Stripe's handling of your payment data is governed by their Privacy Policy. If we ever change payment processors, this section will be updated and active subscribers notified.

What goes where: Briefing inputs you mark as private intel, stakeholder notes, Champion records, or custom instructions are transmitted to AI model providers to generate your reports or to power the in-app assistant. Public details (organization names, industries) are also sent to web search providers to retrieve current public information. Your email address and outbound email content are transmitted to email-delivery providers. Error reports may include your user ID and request URL.

Asynchronous / batch processing. To improve reliability and cost efficiency, some generations run through asynchronous batch pipelines at our AI providers. Inputs sent through these pipelines may be retained by the provider for up to 24 hours before automatic deletion, in accordance with their published retention policies. This does not change what data is sent — only the timing of provider-side deletion.

CRM integrations (opt-in): If you connect a CRM (HubSpot, Salesforce, or Attio) from Profile → Integrations, data flows in two directions:

  • Push (you trigger): briefing summary content (executive summary, key insights, customer name) is transmitted to that CRM workspace only when you click Push to CRM on a specific briefing.
  • Pull — deal-outcome sync-back (opt-in, on by default for HubSpot & Salesforce): once per hour we re-read the most-recent Deal (HubSpot) or Opportunity (Salesforce) on Companies/Accounts you've pushed briefings to, purely to infer an outcome (won / lost / advanced / stalled) and stamp it back on the briefing. We never read contacts, notes, emails, attachments, or any other CRM records. You can pause this per-connection at any time in Profile → Integrations — pausing takes effect on the next hourly tick.

CRM OAuth tokens and API keys are AES-256 encrypted at rest. Disconnecting a CRM immediately wipes the stored credentials. See the Sub-processors list for the full list of CRM vendors we integrate with.

5. Data Storage & Security

  • Your data is stored in a managed database on secure cloud infrastructure.
  • Passwords are hashed using bcrypt with salt — we cannot read or recover your password.
  • All data in transit is encrypted via TLS/HTTPS.
  • Access to production systems is restricted to authorized personnel.
  • We retain your data for as long as your account is active. Deleted briefings are held in a Recycle Bin for 30 days before permanent deletion.

6. Confidentiality of Your Briefings

We treat the content of your intelligence briefings, Champion records, and stakeholder notes as confidential. Specifically:

  • Your briefing content, Champion records, and stakeholder notes are not shared with other users or made public (unless you explicitly use the Share feature).
  • We do not use your briefing content, Champion records, or assistant conversations to train AI models or improve the Service.
  • Our support team may access your account data (usage history, credit logs) when resolving a support ticket you submit, but will not access briefing content, Champion records, or assistant conversations without your explicit consent.
  • All briefing documents are accessible only to authenticated users with the appropriate permissions.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

  • Access — Request a copy of the personal data we hold about you.
  • Correction — Update inaccurate personal information via your Profile page.
  • Deletion — Delete your account and all associated data from the Profile settings page. Deleted data is held for 30 days before permanent removal.
  • Data portability — Export your credit usage history as CSV from the Usage Log page, and export any briefing or beat sheet as PDF or DOCX from its Downloads page.
  • Withdraw consent — Opt out of non-essential communications via Notification Preferences.
  • Lodge a complaint — Contact your local data protection authority if you believe your rights have been violated.

8. Cookies & Local Storage

We use minimal browser storage, limited to:

  • Authentication token (localStorage) — Keeps you logged in across sessions.
  • Onboarding state (localStorage) — Tracks whether you've completed the Quick Start tour.
  • PWA install state (localStorage) — Tracks whether you've dismissed the install prompt.

We do not use third-party tracking cookies, advertising pixels, or analytics trackers. We do not track your browsing activity outside of SalesCanvas.ai.

9. Data Retention

  • Active accounts — Data is retained for the lifetime of your account.
  • Briefing versions — When you edit or regenerate a briefing, prior versions are retained alongside the current one until the briefing itself is deleted, giving you a full audit trail.
  • Deleted briefings — Held in Recycle Bin for 30 days (together with all their prior versions), then permanently deleted.
  • Assistant conversations — Retained for the lifetime of your account so you can revisit past answers. You may clear conversations at any time from the assistant panel.
  • Closed accounts — All data is permanently deleted within 30 days of account deletion.
  • Billing records — Retained as required by applicable tax and financial regulations.

10. Children's Privacy

The Service is designed for business professionals and is not intended for individuals under 18 years of age. We do not knowingly collect personal information from minors.

11. International Data Transfers

Your data may be processed in countries other than your own (e.g., where our AI providers and infrastructure are located). By using the Service, you consent to the transfer of your data to these jurisdictions. We ensure that appropriate safeguards are in place for international transfers.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or in-app notification at least 14 days before taking effect. The "Last updated" date at the top of this page reflects the most recent revision.

13. Contact

For privacy-related questions, data access requests, or concerns, contact us at:

  • Email: support@salescanvas.ai
  • In-app: Submit a support ticket from your Profile page

Data Controller: Sales Canvas AI Inc., 8 The Green, Suite N, Dover, DE 19901, the State of Delaware

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