Grant Hawk

PRIVACY POLICY

GrantHawk — granthawk.ai

Effective Date: April 2, 2026

This Privacy Policy describes how KindredGrove LLC, doing business as GrantHawk ("we," "us," or "our"), collects, uses, and protects information when you use the GrantHawk web application and related services (the "Service"). By using the Service, you agree to the practices described below.

1. Information We Collect

1.1 Account Information

When you create an account, we collect:

  • Name and email address

  • Organization name and details you provide in your organization profile

  • Password (stored in hashed form; we never store or have access to your plaintext password)

1.2 Payment Information

Subscription payments are processed by Stripe, a PCI-compliant third-party payment processor. We do not store your full credit card number, CVV, or other sensitive payment details on our servers. Stripe provides us with a tokenized reference and basic transaction metadata (last four digits of the card, billing address, transaction amount). Please refer to Stripe’s Privacy Policy at stripe.com/privacy for details on how Stripe handles your payment data.

1.3 User-Uploaded Content

The Service allows you to upload documents such as grant RFPs, budgets, supporting narratives, and related files. These documents are stored in our database infrastructure so that the Service can process and analyze them on your behalf. We treat all uploaded content as confidential user data.

1.4 AI Interaction Data

When you use GrantHawk’s AI-powered features (eligibility analysis, requirements extraction, budget review, grant chat, narrative drafting, and pre-submission checks), the text from your uploaded documents and your prompts are sent to a third-party AI provider for processing via their commercial API. We send only the minimum data needed to generate the requested output. We do not send your name, email, or payment information to AI providers. Under the provider’s standard commercial API terms, your data is not used to train AI models. API logs are retained by the provider for a limited period (currently 7 days) before automatic deletion. You can review our AI provider’s commercial privacy commitments at privacy.anthropic.com (see “Commercial Customers”).

1.5 Usage and Log Data

We automatically collect standard technical information, including IP address, browser type, operating system, pages visited, timestamps, and referring URLs. This data helps us maintain, secure, and improve the Service.

2. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain the Service, including AI-assisted grant analysis and drafting

  • Process payments and manage your subscription

  • Communicate with you about your account, updates, and support requests

  • Detect, prevent, and address security issues, fraud, and technical problems

  • Improve and develop new features for the Service

  • Comply with legal obligations

  • Analyze aggregated, de-identified usage patterns from AI interactions to understand common user needs, improve response quality, and inform product development

  • Conduct internal quality assurance reviews of AI-generated responses to monitor accuracy and consistency over time

2.1 AI Interaction Analytics

We analyze AI interaction data in two ways. First, we review aggregated and de-identified patterns across all users to understand what types of questions applicants commonly ask, which grant topics generate the most inquiries, and where users need additional guidance. This analysis helps us improve the Service and does not involve reviewing individual conversations in an identifiable way.

Second, we periodically review samples of AI-generated responses for quality assurance purposes, including evaluating accuracy, relevance, and consistency over time. These reviews may involve viewing the content of individual AI interactions. We limit access to authorized personnel, treat all reviewed content as confidential, and do not use individually identifiable information from these reviews for any purpose other than improving AI response quality.

3. How We Share Your Information

We do not sell your personal information. We share data only in the following limited circumstances:

  • Service Providers. We use a small number of trusted third-party service providers to operate the Service, including providers for database hosting and authentication (US-hosted), AI processing, payment processing (Stripe), and application hosting. Each provider receives only the data necessary to perform its function and is bound by contractual obligations to protect your data. We do not sell, rent, or share your personal information with third parties for their marketing purposes.

  • Legal Requirements. We may disclose information if required by law, subpoena, court order, or governmental request, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

  • Business Transfers. If GrantHawk is acquired, merged, or sells substantially all of its assets, user information may be transferred as part of that transaction. We will notify you before your information becomes subject to a different privacy policy.

4. Data Storage and Security

Your data is stored on servers located in the United States. We implement commercially reasonable administrative, technical, and physical safeguards to protect your information, including encryption in transit (TLS) and at rest. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

5. Data Retention

We retain your account information and uploaded content for as long as your account is active or as needed to provide the Service. If you delete your account, we will delete or anonymize your personal data within 30 days, except where we are required to retain it for legal, accounting, or compliance purposes. AI interaction logs (prompts and responses) are retained as needed for Service functionality, quality assurance, and aggregated analytics as described in Section 2.1. AI interaction data is not used to train AI models. De-identified, aggregated insights derived from interaction patterns may be retained indefinitely, but these insights cannot be traced back to any individual user or organization.

6. Your Rights and Choices

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

  • Access the personal information we hold about you

  • Request correction of inaccurate information

  • Request deletion of your personal information and uploaded content

  • Object to or restrict certain processing of your data

  • Export your data in a portable format

To exercise any of these rights, contact us at ar.kindredgrove@gmail.com. We will respond within 30 days.

7. Children’s Privacy

The Service is intended for users who are 18 years of age or older. We do not knowingly collect personal information from anyone under 18. If we learn that we have collected information from a person under 18, we will delete it promptly. If you believe a minor has provided us with personal information, please contact us at the email above.

8. Cookies and Tracking Technologies

We use essential cookies and similar technologies to maintain your session and authenticate your account. We do not currently use third-party advertising or analytics tracking cookies. If this changes in the future, we will update this policy and provide appropriate notice and controls.

9. Third-Party Links

The Service may contain links to third-party websites or services that are not operated by us. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or by posting a prominent notice within the Service at least 15 days before the changes take effect. Your continued use of the Service after the effective date constitutes your acceptance of the updated policy.

11. Contact Us

If you have questions or concerns about this Privacy Policy, please contact us at:

KindredGrove LLC

Email: ar.kindredgrove@gmail.com

Website: granthawk.ai