Privacy Policy
Effective date: 30 September 2026
About this policy
GrantWriter is the proposal preparation application operated by ZentrixLab at grants.zentrix.io. For questions about this service or your personal data, contact the service administrator at gliga84@gmail.com. This policy covers GrantWriter and the shared account service used to access it. Your organisation may have additional responsibilities for the partner and project information it puts into the workspace.
Information we process
We process account email addresses, account roles and access settings, password hashes for password-based accounts, Google account identifiers when Google sign-in is used, sessions, and registration or password-reset records. We also process documents you upload or select from Google Drive, file names and identifiers, extracted text, partner contact details included in those documents, proposal drafts, review responses, and project settings. AI usage records may include the initiating user, model, token counts and estimated cost. Operational and security logs may contain request information and errors. Google authorisation tokens and configured API keys are stored encrypted; passwords are stored as hashes.
Why we use information
We use this information to authenticate users, administer access, import source evidence, prepare and review proposals, save and export work, track AI usage, send account emails, troubleshoot failures and protect the service. Where data protection law requires a legal basis, we rely on providing the requested service, legitimate interests in operating and securing the workspace, consent where required for optional connections, and applicable legal obligations. Only upload partner or other third-party information you are authorised to use.
Google sign-in and shared Google Drive
Google sign-in identifies the person using the app; it is separate from the shared Drive connection configured by the superadmin. With that connection, GrantWriter can list and read source files accessible to the connected Google account and read or update Google Docs used for proposal writing. The requested Drive and Docs permissions can be broader than a single project folder, but the application uses configured project sources and selected documents for its features. Other authorised workspace users can use imported evidence through this shared connection. Signing in with a different email does not give that user a separate private Drive connection.
AI processing and service providers
When you run an AI feature, relevant source text, project context and instructions are sent to OpenAI through its API, and the response is saved in the application. This may include content imported from Google Drive. AI steps can also use web search when enabled by the feature. A personal API key or the shared key funds these requests; using your own key does not make shared project content private. OpenAI, Google, DigitalOcean hosting and the configured email delivery provider process information needed to deliver their services. Provider processing may take place outside your country. Provider terms and applicable data protection arrangements govern that processing. We do not sell personal information or use Google user data for advertising or to train general-purpose AI models. OpenAI states that API inputs and outputs are not used for model training by default; retention depends on the endpoint and account settings, and this service does not promise zero retention.
Google API Limited Use
GrantWriter’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Google data is used to provide the user-facing proposal features described here. Access by authorised personnel is limited to service support with permission where required, security, legal obligations and other uses permitted by that policy.
Sharing and access
This is a collaborative workspace. Authorised users and administrators can access shared projects, imported content and generated drafts according to application permissions. Administrators manage accounts and can view usage information. Do not treat a shared project as a private personal storage area. We may disclose information when required by law or necessary to protect the service, subject to applicable law.
Storage, retention and deletion
Imported text, drafts and saved AI responses remain in the application to support ongoing projects, recovery and review. There is no promise of automatic deletion after a fixed number of days. We retain data while needed for the workspace and the operational or legal purposes described here, and review deletion requests with the workspace administrator. Removing a source file from Drive or revoking Google access does not automatically delete previously imported copies or generated content. Deleting an application record does not delete the original Drive file. Backups and service-provider records may persist under their respective retention processes.
Your choices and requests
You can revoke the Google connection in your Google Account’s third-party connections settings. This stops future authorised access but does not itself erase imported data. Contact gliga84@gmail.com to request access, correction, an export, deletion of account or project data, or disconnection of stored credentials. Identify your account and the affected project without sending passwords or API keys. We may verify your identity and authority over shared data before acting. Depending on applicable law, you may also have rights to restrict or object to processing, withdraw consent and complain to a data protection authority.
Cookies, security and updates
The service uses session cookies and browser storage for sign-in, security and interface preferences. We use access controls, encrypted transport and encryption for stored credentials, but cannot guarantee absolute security. This policy may be updated as the service changes; the date below identifies this version. Material changes affecting data use will be brought to users’ attention as appropriate.
Contact: gliga84@gmail.com
Google API Services User Data Policy · OpenAI API data privacy · Manage Google connections