Privacy Policy

GrantLoop, Inc. (a Delaware C Corporation)

Last updated: October 18, 2026

1. Introduction

1.1 GrantLoop, Inc. ("Company," "we," "us," or "our") provides AI-powered grant research, writing, and related services (the "Service"). This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you have.

1.2 By using the Service, you agree to the collection and use of information as described here. If you do not agree, please stop using the Service.

1.3 This Privacy Policy is part of our Terms of Service. Capitalized terms not defined here, such as "User Content" and "Model Training," have the meanings given in the Terms.

2. Information We Collect

2.1 Account Information. Your name, email address, organization name, role, and billing information. Payment card details are handled by our payment processor; we do not store full card numbers.

2.2 User Content. Everything you and your teammates submit to or connect to the Service, including documents, files, grant applications, chats, instructions, spreadsheets, organizational details, and the outputs the Service creates for you.

2.3 Connected Accounts. If you connect another service (such as email, calendar, file storage, or accounting tools), we access the data that service makes available, within the permissions you grant, to provide the features you use.

2.4 Email. Messages you send to or receive from GrantLoop's AI agent email addresses, including attachments, and messages third parties send to those addresses on your behalf.

2.5 Agent Activity and Research. Records of what our AI agents do for you, such as searches, websites visited, forms filled in, emails sent, and changes made in your workspace, along with information agents gather from public sources (such as funder websites, public tax filings, and contact information) to complete your requests.

2.6 Conversations With Us. Information you share with our team on calls, in meetings, by email, or through support chat. We may record and transcribe calls and meetings to take notes and follow up, and we will tell you when a call is being recorded.

2.7 Usage Data. Information about how you use the Service, including features used, frequency, timestamps, performance, errors, and AI usage.

2.8 Session Recordings. We use session replay technology to record how people use the Service, including clicks, scrolls, mouse movements, page content viewed, and text entered into the application. Password fields are masked and never recorded. We use these recordings to improve usability, diagnose problems, and understand how features are used. You may opt out by contacting privacy@grantloop.com.

2.9 Device and Technical Data. IP address, browser type, operating system, and device identifiers, used to operate and secure the Service.

2.10 Cookies and Similar Technologies. We use cookies, local storage, and similar technologies to keep you signed in, remember preferences, and analyze usage. You can control cookies in your browser, though disabling them may break parts of the Service.

3. How We Use Information

3.1 To Provide the Service. We process your information and User Content to deliver the research, drafts, agent actions, and other features you request.

3.2 To Operate, Test, and Improve the Service. We use User Content, usage data, and agent activity to maintain, troubleshoot, debug, secure, test, evaluate, and improve the Service and to develop new features. This includes running tests and evaluations using your content or its structure (for example, the fields, columns, and formats you set up).

3.3 Product Research. Our personnel, and AI tools working on our behalf, review User Content and the activity around it so we can understand how the Service is used in practice, find where it falls short, and decide what to build next. Reading real grant applications, chat conversations, agent activity, and research sessions is how we learn what nonprofits actually need. We limit this access to GrantLoop employees and contractors who need it, and we require them to keep User Content confidential. We may keep internal notes, examples, metrics, and test cases drawn from this review, and we apply what we learn to improve the Service for everyone.

3.4 Customer Support. We access your account, User Content, and usage information to respond to your questions and fix problems.

3.5 Sales and Account Management. We review usage data and User Content to understand how your organization uses the Service, where you are getting value and where you are stuck, and when a different plan, feature, or direct help from our team would serve you better. We may contact you based on what we see.

3.6 Communications. We use your contact information to send service notices and, where permitted, product updates. You may opt out of non-essential communications at any time.

3.7 Security, Compliance, and Enforcement. We use information to protect the Service and its users, detect fraud and abuse, enforce our Terms, and comply with law.

3.8 What We Never Do. These commitments override anything else in this Policy: (a) we never sell or rent your personal information or User Content; (b) we never use your identifiable User Content for Model Training (training or fine-tuning the weights of an AI model) without your prior opt-in consent; and (c) we never share your User Content or personal information with advertising networks or data brokers, or let a third party use it to target ads.

4. AI Providers and Other Service Providers

4.1 AI Providers. The Service uses third-party AI providers (such as OpenAI, Anthropic, and Google) to process User Content, generate responses, run agents, and help us analyze and improve the Service on our behalf. Some providers store content as part of delivering features (for example, conversation history and document search), and some may retain data for a limited period for abuse and safety monitoring under their own terms. Under their API terms, these providers do not use data submitted through their paid API services to train their models.

4.2 Other Service Providers. We rely on other vendors to run the Service, in categories including cloud hosting and databases, product analytics and session replay, email sending and receiving, browser automation, integrations with connected accounts, document editing and collaboration, contact research and email verification, payment processing, and internal task tracking. They process information only as needed to provide their services to us.

4.3 We may add or change providers as the Service evolves. A current list is available on request at privacy@grantloop.com.

5. How We Protect Information

5.1 We use commercially reasonable technical and organizational safeguards, including encryption in transit and at rest and access controls.

5.2 We design the Service to keep each organization's User Content separate from other organizations' and to make it available only to that organization's members and to GrantLoop personnel as described in this Policy.

5.3 Our personnel who access User Content are bound by confidentiality obligations.

5.4 No method of transmission, storage, or software is completely secure, and we cannot guarantee the security of your information. If we learn of a security incident that affects your personal information, we will notify you as required by applicable law.

6. De-identified and Aggregated Data

6.1 We may create data that is aggregated or de-identified so it no longer identifies you, your organization, or any individual, and use it to improve the Service and grant-seeking outcomes across our users. Anything we share outside GrantLoop in this way is de-identified or aggregated first. We will not attempt to re-identify it.

6.2 If we ever offer an option to opt in to Model Training, participation will be voluntary and clearly disclosed.

7. Data Sharing

7.1 We share information only: (a) with AI providers and service providers as described in Section 4; (b) with members of your organization's workspace; (c) with people and websites you or your agents direct us to contact or submit to, such as funders and their application portals; (d) when required by law, subpoena, court order, or government request; (e) to protect the rights, safety, or property of Company, our users, or the public; and (f) in connection with a merger, acquisition, financing, or sale of assets, in which case we will notify affected users.

8. Data Retention

8.1 We keep account information while your account is active and as needed to provide the Service.

8.2 We keep User Content while your account is active and for a reasonable period afterward to allow recovery or reactivation, unless you ask us to delete it sooner. Items you delete may stay recoverable for a period (for example, 90 days in trash) before they are permanently removed.

8.3 We keep usage data, logs, and agent activity records for as long as they are useful for operating, securing, analyzing, and improving the Service, and we may keep de-identified data indefinitely.

8.4 We may keep information longer where required by law or for legitimate business purposes such as resolving disputes, preventing abuse, and enforcing our agreements. Deleted information may remain in backups for a limited time.

9. Your Rights and Choices

9.1 You may request access to, correction of, deletion of, or an export of your personal information and User Content by contacting privacy@grantloop.com. We will respond within thirty (30) days and may need to verify your identity. We may decline or limit a request where the law allows, such as where keeping information is legally required.

9.2 You may opt out of non-essential emails using the unsubscribe link, and out of session recording by contacting us.

9.3 If your account belongs to an organization, some requests may need to come from, or be coordinated with, your organization's administrator.

10. Information About Other People

10.1 You may submit information about other people, such as staff, board members, donors, and program participants. You are responsible for having the right to share it with us. Please do not submit sensitive information such as Social Security numbers, financial account numbers, health information, or case records about the people your programs serve (see Section 8 of our Terms).

11. Children

11.1 The Service is not directed to individuals under 18, and we do not knowingly collect personal information from children. If we learn we have, we will delete it.

12. California and Other U.S. State Rights

12.1 Depending on where you live, you may have rights under state privacy laws, including the right to know, correct, and delete personal information and to opt out of its sale or sharing for targeted advertising. We do not sell personal information or share it for targeted advertising. To exercise your rights, contact privacy@grantloop.com. We will not discriminate against you for exercising them.

13. International Users

13.1 The Service is operated from the United States. If you use it from elsewhere, your information will be transferred to and processed in the United States and other places where our providers operate.

14. Changes to This Policy

14.1 We may update this Privacy Policy as the Service evolves. We will give notice of material changes by posting the updated Policy, by email, or through the Service. Continued use after changes take effect means you accept the updated Policy.

15. Contact

GrantLoop, Inc. Email: privacy@grantloop.com