FedGrantHub Privacy Policy

1. Information we collect

Account and identity information

We collect information such as name, work email address, authentication identifiers, account status, organization, role, and administrator or member permissions.

Organization and profile information

We collect the organization’s name, government or entity type, location, shared funding priorities, organizational profile, membership information, and decisions or feedback entered through the Service.

Service activity

We collect searches, filters, saved or viewed records, source-link interactions, deadlines, relevance feedback, administrative actions, communications status, feature use, and audit events needed to operate, secure, and improve the Service.

Billing information

Stripe processes payment-card details. We receive limited billing information such as Stripe customer and subscription identifiers, plan, payment status, charge and renewal dates, invoice status, tax status, and the last four digits or brand where Stripe makes them available. We do not receive or store complete payment-card numbers.

Communications and support

We collect messages sent to support, delivery and suppression status, invitation and recovery activity, survey responses, and other communications with us.

Device and technical information

We may collect IP address, browser and device type, operating system, timestamps, referring pages, request and security logs, cookie or session identifiers, and diagnostic information.

Public-source information

The Service processes federal and other public-source materials concerning funding programs and governmental developments. Those records may incidentally include professional contact information or names already made public by an official source.

2. Sources of information

We receive information directly from users; from Organization Administrators; automatically through use of the Service; from payment, authentication, hosting, email, security, and support providers; and from public government sources. We do not purchase consumer data profiles for targeted advertising.

3. How we use information

We use personal information to provide and personalize the organization’s Service; authenticate users; enforce roles and tenant isolation; process subscriptions; deliver invitations, recovery messages, briefings, and authorized alerts; respond to support; maintain source, approval, publication, delivery, and security audit trails; prevent fraud and abuse; diagnose failures; improve usability and reliability; comply with law; and establish or defend legal rights.

We may create aggregated or deidentified information for operations, security, and product improvement. We will maintain that information in deidentified form and will not attempt to reidentify it except to test our deidentification controls where permitted by law.

4. Artificial intelligence processing

When an authorized feature is enabled, relevant public-source material and bounded operational context may be processed by an artificial-intelligence service to produce structured analysis. We design the Service to minimize personal information sent for this purpose. Automated output does not by itself authorize publication, determine eligibility, or make a legally significant decision about an individual.

Customers should not place sensitive personal information, confidential personnel information, protected health information, payment-card data, or government-restricted information into fields intended for funding priorities, feedback, or support unless a signed agreement expressly supports that use.

5. How we disclose information

We may disclose information to service providers that perform hosting, database, authentication, payment, tax calculation, email delivery, security, monitoring, analytics, customer-relationship management, support, and authorized artificial-intelligence processing. Current providers may include Supabase, Vercel, Stripe, Resend, OpenAI, and HubSpot, depending on the features enabled and the choices described below.

We may also disclose information to the Customer’s authorized administrators and members; to professional advisers under confidentiality obligations; in connection with a merger, financing, acquisition, reorganization, or sale; to comply with lawful process; or when reasonably necessary to protect rights, safety, security, or the integrity of the Service.

We do not sell personal information. If a visitor allows optional marketing measurement on a public marketing page, HubSpot may receive page URL, referring page, IP address, browser or device information, timestamps, and cookie identifiers to measure visits and attribute subscription interest. When a person submits an information request or creates an account, we send the work email address and available campaign-attribution context to HubSpot as a non-marketing customer-relationship record. We do not send HubSpot passwords, customer account content, organization profiles, funding priorities, searches, saved records, billing information, or authenticated dashboard activity.

6. Government customers and public records

Information held by a government customer may be subject to public-records, freedom-of-information, records-retention, discovery, audit, or procurement laws. Customers should not assume that information submitted to an organizational account will remain exempt from disclosure. Government customers are responsible for classifying records and informing us of applicable handling requirements through a signed agreement.

We may preserve audit evidence or respond to lawful records requests as required. We will seek to give the affected Customer notice before disclosing its nonpublic information when legally permitted.

7. Cookies and similar technologies

We use cookies and similar technologies necessary for sign-in, session security, preferences, fraud prevention, load balancing, and operation of the Service. We may use limited first-party measurement to understand use and improve the Service.

On the public homepage and signup page, HubSpot measurement is off unless a visitor selects “Allow measurement.” If allowed, HubSpot may place or read cookies and similar identifiers for visit measurement and conversion attribution. The tracking script is not installed on authenticated customer dashboards, administrator pages, account pages, or other pages that contain customer account activity. A visitor may decline without losing access to the public pages and may reopen Marketing measurement settings in the footer to change or withdraw the choice.

Browser controls may restrict cookies, but disabling necessary cookies can prevent authentication or other features from working. Visitors can also use HubSpot’s privacy controls for information HubSpot processes.

8. Retention

We retain personal information for as long as reasonably necessary to provide the Service, maintain security and audit trails, comply with contracts and law, resolve disputes, enforce agreements, and support legitimate business records. Retention periods vary by data type and legal requirement.

Account and organization records are generally retained while the account is active and for a reasonable period afterward. Billing and legal records may be retained for longer statutory periods. Security logs and operational diagnostics are retained for bounded periods appropriate to their purpose. Public-source records and immutable audit evidence may be retained to preserve provenance and accountability.

When information is no longer required, we delete, anonymize, or securely isolate it, subject to backups, legal holds, and records-retention obligations.

9. Security and incident response

We use reasonable administrative, technical, and organizational safeguards designed to protect confidentiality, integrity, and availability. Measures include role-based access, organization-level isolation, server-side secrets, database row-level security, access logging, bounded inputs, and provider security controls.

No method of storage or transmission is completely secure. If we identify a security incident involving personal information, we will investigate, contain, document, and provide legally required notices. Report suspected unauthorized access to support@fedgranthub.com.

10. Your choices and privacy requests

Depending on applicable law and the context, an individual may request confirmation of processing, access, correction, deletion, or a portable copy of personal information. An individual may also object to or restrict certain processing or appeal a denied request where applicable.

Submit a request to support@fedgranthub.com. We may verify identity and authority before responding. If the information is controlled by a governmental or organizational Customer, we may direct the request to that Customer or coordinate our response with it. We may retain information where required by law, contract, security, audit, public-records, or legal-claims obligations.

Marketing communications include an unsubscribe method. Users may still receive necessary service, security, billing, invitation, recovery, and other transactional communications. Organization Administrators control membership and certain shared communication settings.

11. Children

The Service is intended for governmental and organizational professionals and is not directed to children under 18. We do not knowingly collect personal information from children through the Service. Contact us if you believe a child has provided personal information.

12. International processing

FedGrantHub and its providers may process information in the United States and other locations where providers operate. Those locations may have different data-protection laws. Where required, we use appropriate contractual or legal safeguards.

13. Third-party sites

The Service links to federal agencies and other third-party sites. Their privacy and security practices are governed by their own policies. A link does not mean FedGrantHub controls or endorses those practices.

14. Changes to this policy

We may update this policy as the Service or law changes. We will post the updated version with a new effective date and provide reasonable notice of material changes. We will review the policy periodically and at least annually where applicable.

15. Contact

Fed Grant Hub, LLC

242 S Washington Blvd., Suite 103

Sarasota, FL 34236

support@fedgranthub.com