How Prophic collects, uses, and protects your data.
Plain English Summary
Prophic is a B2B SaaS tool. We collect data you give us and data generated by your use of the product. We share it with a defined list of sub-processors but we don't sell it. You own your content. If you're in the EU or California, you have specific rights described in Section 8.
Prophic is a product of SociiLabs LLC, incorporated in the State of Wyoming, USA (30 N Gould St Ste R, Sheridan, Wyoming 82801). When this Privacy Policy says "Prophic", "we", "us", or "our", it refers to SociiLabs LLC.
Prophic is a B2B SaaS platform that helps agencies and service teams scope, price, and propose projects. This policy applies to data collected through our marketing website at prophic.ai, our web application at app.prophic.ai, and any related services we operate.
If you have questions, contact us at legal@prophic.ai.
Payment details are collected and stored directly by Stripe, Inc. We receive only a payment confirmation token and the last four digits of your card. We never see or store raw card numbers.
| Processing activity | Legal basis |
|---|---|
| Providing the service you signed up for | Contract (Art. 6(1)(b)) |
| Analytics and product improvement | Legitimate interests (Art. 6(1)(f)) — you may object |
| Marketing emails | Consent (Art. 6(1)(a)) — withdrawable at any time |
| Legal compliance | Legal obligation (Art. 6(1)(c)) |
| Fraud prevention | Legitimate interests (Art. 6(1)(f)) |
We use the following tools to operate Prophic. Each may process your data on our behalf under written agreements that restrict their use of it.
| Service | Purpose | Data sent | Privacy policy |
|---|---|---|---|
| Google Analytics 4 | Website traffic and behavior analytics | Anonymized usage data, truncated IP | policies.google.com/privacy |
| PostHog | Product analytics, session replay, feature flags | Usage events, session recordings | posthog.com/privacy |
| Microsoft Clarity | Heatmaps and session recordings | Masked session video, click and scroll data | privacy.microsoft.com |
| Featurebase | Feature requests, feedback, changelog | Name, email, feedback you submit | featurebase.app/privacy-policy |
| AI Providers (multiple) | Scope generation, proposal drafting, AI features | Prompts and project content you enter — see Section 10 | Varies by provider |
| Loops | Transactional and lifecycle email delivery | Email address, first name, account status | loops.so/privacy |
| MailerLite | Marketing newsletter email delivery | Email address, name, subscription status | www.mailerlite.com/legal/privacy-policy |
| Sentry | Error tracking and performance monitoring | Error data, stack traces, hashed user ID, IP | sentry.io/privacy |
| OneSignal | In-app and push notifications | Device token, notification preferences, user ID | onesignal.com/privacy_policy |
| Cal.com | Demo booking and calendar scheduling | Name, email, meeting notes you enter | cal.com/privacy |
| Ghost (Blog) | Blog publishing and newsletter subscriptions | Email address (subscribers only) | ghost.org/privacy |
| Stripe | Payment processing | Payment credentials (Stripe stores; we do not) | stripe.com/privacy |
This list is updated when we add or remove sub-processors. Material changes will be reflected in our policy changelog.
We do not sell your personal data.
We share data only in the following circumstances:
SociiLabs LLC is based in Wyoming, USA. If you access Prophic from outside the United States — including from the EEA, UK, or Switzerland — your data will be transferred to and processed in the United States.
We rely on the following safeguards for international transfers:
A Data Processing Addendum (DPA) is available to enterprise customers on request. Contact legal@prophic.ai.
| Data type | Retention period |
|---|---|
| Account data | Until account deletion + 30 days |
| Project content (scopes, quotes, proposals) | Until account deletion + 30 days |
| Usage and analytics data | 24 months from collection |
| Payment records | 7 years (tax and legal compliance) |
| Support communications | 3 years from last contact |
| Marketing email records | Until unsubscribe + 2 years |
| Error logs (Sentry) | 90 days |
| Server access logs | 90 days |
After these periods, data is deleted or anonymized. We may retain data longer if required by applicable law or to defend a legal claim.
All rights above, plus:
To exercise any right, email legal@prophic.ai. We will respond within 30 days for GDPR requests and 45 days for CCPA requests. We may need to verify your identity before processing your request.
Important
When you use an AI feature in Prophic, the content you enter is transmitted to a third-party AI model provider to generate a response. We do not use your content to train AI models. You retain full ownership of all AI-generated output.
When you use an AI feature, the project brief, client details, or configuration data you enter is sent to a third-party AI model provider. The provider depends on which feature you use and may include (but is not limited to) OpenAI, Anthropic, and Google.
Our agreements with AI providers restrict them from using your submitted content to train or improve their models.
Do not enter health information, financial account numbers, government ID numbers, biometric data, or other special category personal data into AI prompts. AI features are designed for project scoping and business content.
AI providers in use are listed in the sub-processor table in Section 4. We update this table when providers change.
Prophic is a B2B platform intended for business users. We do not knowingly collect personal data from anyone under 18 years of age (or the applicable age of digital consent in their jurisdiction, which may be up to 16 in some EEA countries).
If we become aware that we have collected data from a minor, we will delete it promptly. Contact legal@prophic.ai if you believe a minor's data has been submitted.
We may update this Privacy Policy from time to time. When we do:
Continued use of Prophic after the effective date of a material change constitutes acceptance of the updated policy.
Data controller: SociiLabs LLC
Privacy inquiries: legal@prophic.ai
Postal address: 30 N Gould St Ste R, Sheridan, Wyoming 82801, USA
We aim to respond to all privacy inquiries within 5 business days. For EEA users requiring escalation, you may also contact your local supervisory authority (see Section 8).
