Privacy Policy
GrantClose ("GrantClose," "we," "us") is operated by F&S VENTURES LLC, a Minnesota limited liability company. GrantClose is software that helps nonprofits track the reports and deadlines in their grant award agreements. This policy explains what we collect, why, who processes it for us, and how you can control it. It covers this website (grantclose.com) and the application (app.grantclose.com).
What we collect
- Account information you give us: your name, email address and a password (stored only as a salted hash), or your Google account identity if you sign in with Google. Your organization's name and time zone, and the names and email addresses of teammates you invite.
- Award data you enter or upload: award letters and other files, the reporting deadlines extracted from them and confirmed by you, owners, statuses, notes and attached evidence. This is your organization's data, and you decide what goes in.
- Billing information, if you subscribe: handled entirely by our payment processor, Stripe. We receive a customer reference, your plan and its status, and the last four digits and brand of your card. We never see or store your full card number.
- Messages you send through the contact form or to hello@grantclose.com, including your name, email address and what you write.
- Technical and usage data: pages visited, device and browser type, approximate location from IP address, and events such as confirming a reporting schedule. See "Cookies and analytics" below.
GrantClose is not designed to hold health records, Social Security numbers, payment card data or case files about the people your organization serves. Please do not upload them.
How we use it
We use your information to provide and secure the service: to create your account, extract and store your reporting schedule, send you the reminder and notification emails you rely on, bill your subscription, answer your messages, diagnose errors, and understand in aggregate how the product is used so we can improve it. We do not sell your data and we do not use it for advertising.
Your documents
Files you upload are stored in our database, are served only to signed-in members of your organization, and have no public links. We read text from your award letters to suggest dates; this is done by rule-based software on our own servers, not by an AI service, and your documents are never sent to a third party for that purpose. Your documents are never used to train any model. They are visible only to the people at your organization with access and, where needed to run or support the service, to authorized F&S VENTURES LLC personnel.
Cookies and analytics
We use a session cookie to keep you signed in. On this website and in the application we use Google Analytics (aggregate visit and event data) and Microsoft Clarity (usage analytics and session recordings that help us find bugs and confusing screens). These set cookies in your browser. Anything in the application that shows your organization's award names, funder names, amounts or file names is masked from Clarity recordings. Neither tool is used for advertising or cross-site targeting. Google's practices are described at policies.google.com/privacy and Microsoft's at learn.microsoft.com/en-us/clarity/faq. You can opt out of Google Analytics with a browser extension such as Google's Analytics Opt-out Browser Add-on, and tracking-protection settings in most browsers will also block Clarity.
Who processes data for us
We share data only with the service providers that operate GrantClose, each under its own terms and confidentiality obligations, and none of them may use it for their own purposes:
- Render: hosting of the application, website and database, in the United States.
- Stripe: payment processing for paid plans (stripe.com/privacy).
- Resend: delivery of account, reminder and notification email, which requires your email address and the content of the message.
- Sentry: error monitoring. Technical details of errors are sent to Sentry; we scrub document text and file names before they are sent.
- Cloudflare: DNS, Turnstile bot protection on sign-up and contact forms, and email routing for hello@grantclose.com.
- Google: Google Analytics, and Sign in with Google if you choose it.
- Microsoft: Clarity, described above.
We may also disclose information if required by law or to protect the rights, safety or property of our users or others, and in connection with a sale or reorganization of the business, in which case we will tell you.
Retention and deletion
We keep your account and award data while your account is open. If you delete an organization in the app, it becomes inaccessible to its members immediately; we then keep the underlying data until you ask us to permanently erase it, which we do within 30 days of a verified request sent to hello@grantclose.com from the address on your account. Closed awards remain available to you for as long as your account exists. Backups are overwritten on a rolling basis. We keep billing records for as long as tax and accounting law requires, and contact-form messages for up to 2 years.
Your rights
Wherever you live, you can ask us to tell you what data we hold about you, correct it, export a copy, or delete it. Email hello@grantclose.com and we will act on it. Residents of some places, including California and the European Economic Area, have additional statutory rights, and we honor them. We do not sell personal information or share it for cross-context advertising.
Security
Connections to GrantClose use HTTPS. Access to your organization's data is limited to its members and enforced on our servers on every request, sessions expire after 30 days, and bot protection guards the public forms. No system is perfectly secure, and we cannot guarantee absolute security.
Children
GrantClose is a business tool for organizations and is not directed to children under 13. We do not knowingly collect their personal information.
International users
GrantClose is operated from the United States and your data is processed and stored there. By using it, you understand your information will be transferred to the United States.
Changes to this policy
When we change this policy we will update the date at the top, and for material changes we will notify account holders by email.
Contact
F&S VENTURES LLC, Minnesota, USA. Questions about this policy: hello@grantclose.com, or the contact form. See also our Terms of Service.