How we handle your data

The short version, in plain words. Our Privacy Policy has the full detail.

What we store

• Your account: your name, your email address and a password, which we store only as a salted hash. If you sign in with Google, we keep your Google account identity instead.
• Your organisation's awards: the award letters and other files you upload, the deadlines you confirm, owners, statuses, notes and evidence. This is your organisation's data, and you decide what goes in.
• If you pay for a plan, Stripe handles the card. We receive a customer reference, your plan and its status, and the card's brand and last four digits.

GrantClose is not built to hold health records, Social Security numbers, payment card data or case files about the people you serve. Please do not upload them.

Where it runs

The app, this website and the database are hosted by Render in the United States; the database is in Render's Oregon region. Your uploaded files are stored in that same database, not in a separate file service. Email goes out through Resend, and Cloudflare runs our DNS and the bot check on the sign-up and contact forms. The Privacy Policy lists every provider and what each one receives.

Who can see it

• Only signed-in members of your organisation. That is checked on our servers on every request, not just in the browser.
• Files have no public links. They download as attachments, and only for a signed-in member of your organisation.
• Sessions expire after 30 days, and logging out signs you out on every device.
• Authorised F&S VENTURES LLC staff, only where needed to run or support the service.

What we never see or do

• We never submit anything to a funder, never connect to a funder portal and never ask for your funder portal login.
• We never see your full card number.
• Your documents are never sent to an AI service and never used to train any model. Dates are read from your award letter's text by rule-based software on our own servers.
• We do not sell your data and do not use it for advertising.

The date finder reads PDFs that have a text layer, and Word files. It does not read scanned images. Every date it finds is a suggestion until someone at your organisation confirms it, and it can miss an obligation, so your award agreement stays the authority.

Export and deletion

• Export is open on every plan, Free included: an organisation-wide CSV of every award and deliverable, and a closeout ZIP for each award. Closed awards stay readable and exportable for as long as your account exists.
• In the app, Settings shows the export just above the button that deletes the organisation.
• If an admin deletes the organisation, it is hidden from its members at once. We keep the underlying data until you ask us to erase it permanently, which we do within 30 days of a verified request sent to hello@grantclose.com from the address on your account.
• If GrantClose ever shuts down, we will give at least 90 days' written notice, and export stays open on every plan through that period (details).

What we do not claim

We do not have a SOC 2 report or any other third-party security certification. Connections to GrantClose use HTTPS. No system is perfectly secure, and we cannot promise absolute security.

Questions

Write to hello@grantclose.com or use the contact form. You can ask what we hold about you, correct it, export a copy or delete it.