Privacy Policy

1. Scope of This Policy

This Privacy Policy explains how Sigma NGO ("we," "us") collects, uses, discloses, and protects information in connection with your organization's use of the Platform. It applies to organization administrators, team members, and any other individual who interacts with the Platform on behalf of a registered organization.

2. Information We Collect

We collect the following categories of information:

• Account & organization information: organization name, operating region(s), sector focus, organization size, registered users' names and email addresses, and role within the organization.
• Platform usage data: login activity, pages visited, generated document types and counts, and saved funding calls, used to operate and improve the Service.
• Content you provide: text and figures you enter into document generation modules — for example, program descriptions, budget figures, beneficiary-related context for impact stories, and donor call text you paste in for extraction.
• Connected API key: your AI Provider API key, stored encrypted, as described in Section 4.
• Technical data: IP address, browser type, and device information collected automatically for security and diagnostic purposes.

3. Beneficiary & Sensitive Data You Enter

4. How Your API Key Is Stored & Used

Your connected AI Provider API key is encrypted before storage and is never displayed again in full once saved. When a generation feature is used, your key is retrieved securely for that single request and is not logged, cached in plain text, or shared with any other organization's account on the Platform. We do not use your key for any purpose other than fulfilling your own organization's requests.

5. How We Use Information

We use the information described above to:

• Provide, maintain, and improve the Platform's funding intelligence and document automation features;
• Calculate fit scores between your organization profile and funding opportunities;
• Communicate with you about your account, plan, or changes to the Service;
• Review new organization registrations as described in our Terms of Service;
• Detect, investigate, and prevent fraudulent, unauthorized, or unlawful activity;
• Comply with applicable legal obligations.

6. AI Processing of Your Content

When you use a document generation or extraction feature, the relevant content you provide is sent, using your connected API key, to the applicable AI Provider for processing. This transmission is governed by your own agreement with that AI Provider in addition to this Policy. We do not use the content you submit to train our own models, and we do not sell your content to any AI Provider or other third party.

7. When We Share Information

We do not sell your organization's data. We may share information only in the following circumstances:

• With service providers who help operate the Platform (for example, hosting infrastructure), under confidentiality obligations consistent with this Policy;
• With your connected AI Provider, solely to process the specific request you initiate;
• If required by law, regulation, legal process, or governmental request;
• To protect the rights, property, or safety of Sigma NGO, our users, or the public;
• In connection with a merger, acquisition, or sale of assets, subject to continued protection of your information under materially equivalent terms.

8. Data Retention

We retain account and organization information for as long as your account remains active, and for a reasonable period afterward to comply with legal obligations, resolve disputes, and enforce our agreements. Generated documents and saved funding calls are retained as part of your account's document history until you delete them or close your account. You may request deletion of your account and associated data by contacting us, subject to any retention required by law.

9. Security

We use encryption for sensitive data at rest (including your connected API key), access controls limiting data visibility to your own organization's users and authorized platform administrators, and standard web security practices. No method of storage or transmission is completely secure, and we cannot guarantee absolute security.

10. Your Rights & Choices

Depending on your jurisdiction, you may have rights to access, correct, export, or request deletion of personal information we hold about you. Organization administrators can update most account and profile information directly within the Platform. For requests we cannot fulfill through account settings, contact us using the details in Section 15.

11. Cookies & Similar Technologies

We use essential session cookies required for login and security (for example, maintaining your authenticated session). We do not currently use third-party advertising or tracking cookies on the Platform.

12. International Data Transfers

Because our organizations and team members operate across multiple countries, information may be processed and stored in locations other than your organization's home country, including the location of our hosting infrastructure and your connected AI Provider's processing locations. We take reasonable steps to ensure information is handled consistently with this Policy regardless of where it is processed.

13. Children's Privacy

The Platform is intended for use by adult representatives of registered organizations and is not directed at children. We do not knowingly collect personal information directly from children through the Platform's account or registration features. Beneficiary-related content entered by your organization (for example, in impact stories) is governed by Section 3 above and your organization's own safeguarding obligations.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by an updated "Last updated" date above, and where appropriate, communicated directly to registered organization administrators.

15. Contact

Questions about this Privacy Policy, or requests regarding your information, can be directed to info@sigma-ai-consulting.com.