PRIVACY POLICY
Effective Date: February 21, 2026 | Last Updated: February 21, 2026
Get Key Personnel, LLC ("Company," "We," "Us," or "Our") operates the RFP Snapshot platform, accessible at rfpsnapshot.com and app.rfpsnapshot.com (the "Site" and "Service"). RFP Snapshot is a software-as-a-service platform that analyzes government solicitation documents and produces structured opportunity summaries for government contractors.
This Privacy Policy explains how We collect, use, disclose, and protect your personal information ("Personal Data") when you access Our Site or use Our Service. By using RFP Snapshot, you acknowledge that you have read and understood this Privacy Policy.
This Policy does not cover the practices of companies We do not own or control, or individuals We do not employ or manage.
1. Information We Collect
1.1 Information You Provide
We collect Personal Data that you voluntarily provide when you:
Create an account (name, email address, company name)
Subscribe to a paid plan (billing information is collected by our payment processor, Stripe — see Section 5)
Upload documents to the Service for processing
Contact us with questions, feedback, or support requests
Communicate with us via email or other channels
1.2 Uploaded Documents
When you use RFP Snapshot, you upload government solicitation documents (RFPs, RFIs, Sources Sought notices, and related attachments) for analysis. These documents are the core input to Our Service and are handled as follows:
Document content: Uploaded documents are transmitted securely to Our servers, where the text is extracted and processes by one or more third-party AI service providers to analyze the content and generate your Opportunity Snapshot. See Section 4 for details on third-party processing.
Document storage: Uploaded files are stored in encrypted cloud storage for the duration of your account or as needed to provide the Service. You may request deletion of your uploaded documents at any time (see Section 8).
Cached results: To enhance processing speed, We may cache the structured output (Opportunity Snapshot) generated from a solicitation document. Cached results are keyed to the solicitation (not to your account) and may be served to other users who upload documents from the same solicitation. Cached results contain only the structured summary data extracted from publicly available government solicitation documents — they do not contain your account information, internal notes, or any proprietary data.
No classified or controlled information: RFP Snapshot is designed for unclassified government solicitation documents only. You must not upload documents marked as Classified, Controlled Unclassified Information (CUI), For Official Use Only (FOUO), or any other controlled designation. We are not responsible for the handling of classified or controlled documents uploaded in violation of this Policy.
1.3 Automatically Collected Information
When you access Our Site or use Our Service, We automatically collect certain technical information, including:
Internet Protocol (IP) address
Browser type and version
Operating system
Device identifier (if using a mobile device)
Referring/exit pages and URLs
Date/time stamps and clickstream data
Usage patterns within the Service (pages visited, features used, documents processed)
This information is collected through server logs, cookies, and similar technologies as described in Section 3.
2. How We Use Your Information
We use the information We collect for the following purposes:
To provide and operate the Service: Processing your uploaded documents, generating Opportunity Snapshots, managing your account, and delivering the core functionality of the platform.
To process payments: Managing subscriptions, billing, and payment processing through Our third-party payment provider.
To improve the Service: Analyzing usage patterns, identifying technical issues, and improving the accuracy and quality of our document analysis.
To communicate with you: Sending transactional emails (account creation, subscription confirmations, summary delivery), responding to support requests, and notifying you of changes to Our Service or policies.
To ensure security: Detecting and preventing fraud, abuse, or unauthorized access to the Service.
To comply with legal obligations: Responding to lawful requests from governmental authorities or as otherwise required by law.
We do not use your uploaded government solicitation documents to train AI models. Documents are processed solely to generate your Opportunity Snapshot.
3. Cookies and Tracking Technologies
Our Site may use cookies and similar tracking technologies to collect usage data and improve your experience. A cookie is a small data file stored on your device that helps Us recognize your browser and capture certain information.
We may use the following types of cookies:
Essential cookies: Required for the operation of the Site and Service, such as session management and authentication.
Analytics cookies: Help Us understand how visitors interact with the Site by collecting information about pages visited, time spent, and navigation patterns.
You can control cookies through your browser settings. Disabling cookies may affect the functionality of certain features of the Site or Service.
4. Third-Party Service Providers
We engage third-party service providers to help operate, support, and deliver the Service. These providers act as our processors (or service providers under applicable law) and have access to personal information or uploaded content only to perform specific functions on our behalf. They are contractually required to:
Use the data solely for the instructed purposes and in accordance with this Privacy Policy and applicable data protection laws;
Implement appropriate technical and organizational security measures;
Not disclose the data to any other parties without our authorization;
Delete or return the data upon termination of their services to us or at our request; and
Notify us promptly of any security incidents or breaches.
We categorize our third-party service providers by the functions they perform, as follows:
AI Analysis Providers: We transmit extracted text from uploaded solicitation documents to specialized third-party AI services for content analysis and generation of Opportunity Snapshots. These providers are bound by strict agreements that prohibit using the input data or generated outputs to train or improve their models. Processing is limited to the analysis task we direct.
Payment Processing Providers: Any billing or payment information (such as credit card details or billing addresses) is collected and handled directly by specialized payment processors. We do not store full payment card information on our servers. Transactions are processed securely in compliance with PCI DSS standards.
Hosting and Infrastructure Providers: Our application and related services are hosted on secure cloud infrastructure provided by third-party hosting services. These providers may process server logs, metadata, and request data as necessary for reliable operation, scaling, and performance monitoring of the Service.
Data Storage and Database Providers: User account information, uploaded documents (where retained), and generated Opportunity Snapshots are stored in encrypted cloud-based database and storage systems managed by third-party providers. All storage includes encryption at rest and in transit.
Authentication and Identity Management Providers: User login, session handling, password management, and account security features are supported by dedicated third-party authentication services that implement industry-standard security practices (e.g., multi-factor authentication support, secure token management).
We may add, replace, or update third-party service providers from time to time as our business needs evolve (e.g., for improved performance, security, or features). Any material changes to the categories of providers or how they process data will be reflected in an updated version of this Privacy Policy. Where required by law (e.g., under GDPR or similar frameworks), we provide advance notice of new subprocessors where feasible, and you may have rights to object in certain cases—contact us at the details in Section 10 for more information.
For the most up-to-date overview of our practices, refer to this Privacy Policy or reach out to our support team
5. Payment Information
When you subscribe to a paid plan, your payment information (including credit or debit card number, expiration date, and billing address) is collected and processed directly by Stripe, Inc. We do not receive, store, or have access to your full payment card details. We receive only a confirmation of payment status, your subscription tier, and a truncated card identifier (last four digits) for your account records.
For information about how Stripe handles your payment data, please refer to Stripe's privacy policy at stripe.com/privacy.
6. Disclosure of Your Information
We may share your Personal Data in the following circumstances:
Service Providers: As described in Section 4, We share information with third-party service providers who perform services on Our behalf, including AI processing, hosting, payment processing, authentication, and analytics. These providers are contractually obligated to use your information only for the purposes of providing their services to Us.
Legal Compliance and Law Enforcement: We may disclose your information if required to do so by law, or if We have a good faith belief that such action is necessary to: (a) comply with a legal obligation, court order, subpoena, or government request; (b) protect and defend the rights, property, or safety of Get Key Personnel, LLC, Our users, or the public; or (c) enforce Our Terms of Service.
Business Transfers: In the event of a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of Our assets, your Personal Data may be transferred as part of that transaction. We will notify you via email or a prominent notice on Our Site of any change in ownership or use of your Personal Data.
We do not sell your Personal Data. We have not sold Personal Data in the preceding twelve (12) months and have no plans to do so.
7. Data Storage and International Transfers
RFP Snapshot is hosted and operated in the United States. All data, including uploaded documents, account information, and generated summaries, is stored and processed on servers located in the United States.
If you access the Service from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your jurisdiction. By using the Service, you consent to the transfer of your information to the United States.
If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, We will take appropriate measures to ensure that any transfer of your Personal Data complies with applicable data protection laws, including the use of Standard Contractual Clauses where required.
8. Data Retention and Deletion
We retain your Personal Data for as long as your account is active or as needed to provide the Service. Specifically:
Account information: Retained for the duration of your account. Upon account deletion, your account information will be deleted within 30 days, except as required for legal or compliance purposes.
Uploaded documents: Retained for the duration of your account or until you request deletion. You may delete individual documents at any time through the Service. Upon account deletion, all uploaded documents will be deleted within 30 days.
Generated snapshots: Your personal snapshot history is deleted upon account deletion. Cached summary data (keyed to solicitation number, not your account) will be retained.
Billing records: Retained as required by applicable tax and accounting laws (typically 7 years).
Server logs and analytics: Retained for up to 12 months for security, debugging, and analytics purposes.
To request deletion of your data, contact us at [email protected]. We will process your request within 30 days.
9. Security
We implement reasonable technical, administrative, and physical safeguards to protect your Personal Data from unauthorized access, disclosure, alteration, and destruction. These measures include:
Encryption of data in transit (TLS/SSL) and at rest
Secure authentication through our identity provider (Clerk)
Access controls limiting employee and contractor access to Personal Data on a need-to-know basis
Regular review of our data collection, storage, and processing practices
No method of data transmission over the Internet or method of electronic storage is 100% secure. While We strive to use commercially reasonable means to protect your Personal Data, We cannot guarantee its absolute security.
We have procedures in place to address any suspected data security breach. We will notify you and any applicable regulator of a suspected breach where We are legally required to do so.
10. Your Rights
Depending on your location and applicable law, you may have certain rights with respect to your Personal Data, including:
Right to access: Request a copy of the Personal Data We hold about you.
Right to correction: Request correction of inaccurate or incomplete Personal Data.
Right to deletion: Request deletion of your Personal Data, subject to certain exceptions.
Right to data portability: Request a copy of your Personal Data in a structured, commonly used, machine-readable format.
Right to restrict processing: Request that We limit the processing of your Personal Data in certain circumstances.
Right to object: Object to the processing of your Personal Data for certain purposes.
Right to non-discrimination: We will not discriminate against you for exercising any of your privacy rights.
To exercise any of these rights, please contact us at [email protected]. We will respond to all legitimate requests within 30 days. We may ask you to verify your identity before processing your request.
You may also update your account information at any time by logging into your account settings.
11. California Residents — Additional Rights
If you are a California resident, you have additional rights under the California Consumer Privacy Act ("CCPA") and the California Privacy Rights Act ("CPRA"), including:
Right to know: You may request that We disclose the categories and specific pieces of Personal Data We have collected about you, the categories of sources from which it was collected, the business purpose for collecting it, and the categories of third parties with whom it was shared.
Right to delete: You may request deletion of your Personal Data, subject to certain legal exceptions.
Right to opt out of sale: We do not sell Personal Data. We have not sold Personal Data in the preceding twelve (12) months.
Right to non-discrimination: We will not deny you goods or services, charge different prices, or provide a different level of service for exercising your CCPA/CPRA rights.
To exercise your California privacy rights, contact us at [email protected]. We will verify your identity by requesting your name, email address, and other identifying information before processing your request.
12. Children's Privacy
RFP Snapshot is not directed at individuals under the age of 13, and We do not knowingly collect Personal Data from children under 13. If you believe a child under 13 has provided Us with Personal Data, please contact us at [email protected] and We will promptly delete such information.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in Our practices, technology, legal requirements, or other factors. If We make material changes, We will notify you by posting the updated Policy on Our Site with a revised "Last Updated" date. For significant changes that materially affect your rights, We will provide additional notice via email to the address associated with your account.
Your continued use of the Service after any changes to this Privacy Policy constitutes your acceptance of the updated Policy.
14. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or Our data practices, please contact us:
Email: [email protected]
Website: rfpsnapshot.com
We will endeavor to respond to all inquiries within 30 days.