Privacy Policy
Effective Date: May 6, 2026 | Last Updated: May 6, 2026
Print Propello, operated by Propello Inc., a federally incorporated company in the Province of Ontario, Canada ("we," "us," or "our"), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our cloud-based business management platform at printpropello.com (the "Service").
1. Information We Collect
1.1 Account Information
When you register for Print Propello, we collect:
- Name, email address, and phone number
- Company/organization name and address
- Billing and payment information
- User credentials (passwords are securely hashed and never stored in plain text)
1.2 Business Data You Provide
Through your use of the Service, you may store:
- Customer and contact information
- Invoices, estimates, and order details
- Product and service catalogs
- Communication logs and email correspondence
- Files, images, and documents you upload
1.3 Third-Party Integrations
When you connect third-party services (such as Intuit QuickBooks Online or Twilio), we may access and store:
- OAuth tokens (encrypted at rest) to maintain your authorized connection
- Financial data including invoices, customers, items, and account balances synced from or to QuickBooks Online
- Telephony metadata, message content, and call recordings transmitted through your connected Twilio account in connection with SMS, WhatsApp, or Aria phone features
- Transaction history and report data retrieved at your request
QuickBooks Data: We only access QuickBooks data that you explicitly authorize through the Intuit OAuth consent flow. You may disconnect your QuickBooks integration at any time from within the Service, which immediately revokes our access and deletes stored tokens.
1.4 Telephony, Messaging, and Voice Recording Data
If you use SMS, WhatsApp, or Aria (AI Phone Receptionist) features, we collect and store:
- Message content (sent and received)
- Call audio recordings and AI-generated transcripts (Aria)
- Phone numbers (yours, your customers', and the verified mobile number used during free trial)
- Call duration, timestamps, and call disposition metadata
Default voice-recording retention is ninety (90) days and is configurable in the AI Settings page. You may delete individual recordings or transcripts at any time. Trial-attributed messages, recordings, and call logs from shared trial telephony numbers are automatically deleted daily at 3 AM UTC.
1.5 AI Feature Inputs and Outputs
When you use AI-powered features (AI Email Intelligence, AI Assistant, AI Order Quality Check, AI Auto-Fill, AI image processing, AI Auto-Learning, Aria), we process the relevant inputs (email content from your connected mailbox, order data, your prompts, voice audio, etc.) to generate the requested output (classifications, summaries, drafts, transcripts, suggested actions, etc.). These inputs and outputs are stored within your tenant for your reference and audit.
1.6 Decorator Price List Data
If you maintain decorator price lists in the Service, we store the decorator name, contact information, capability matrix, lead time, minimums, and pricing entries you enter. This data is treated as your business data, isolated to your tenant, and not shared with other Print Propello customers.
1.7 Free Trial Behavior Monitoring
During the free trial, we may monitor account behavior (page visits, navigation patterns, frequency of calls to export endpoints) for the purpose of detecting reverse engineering, scraping, and other prohibited trial use. This monitoring is automatically disabled when the account converts to a paid subscription. Trial signup includes a verified mobile-number requirement (via SMS or voice OTP) to enable the shared trial telephony features described in Section 1.4.
1.8 Automatically Collected Information
- IP address, browser type, and device information
- Pages visited, features used, and usage patterns
- Cookies and similar tracking technologies for session management
2. How We Use Your Information
We use collected information to:
- Provide the Service: Operate and maintain your account, process orders, manage invoices, and deliver the platform's features
- Sync Financial Data: Synchronize invoices, customers, and payments between Print Propello and your connected QuickBooks Online account
- Power AI Features: Process your inputs (email content, order data, prompts, voice audio) through AI models to generate the requested output (classifications, drafts, transcripts, suggestions). AI features operate strictly within your tenant scope
- Generate Reports: Produce financial reports, dashboards, and analytics based on your data
- Communicate: Send transactional emails, service updates, and support responses
- Improve the Service: Analyze usage patterns to enhance features, performance, and user experience
- Ensure Security: Detect, prevent, and respond to fraud, abuse, security incidents, and prohibited free-trial use
- Comply with Legal Obligations: Meet applicable legal, regulatory, and tax requirements
AI Training: We do not use Your Data to train shared or global AI models. Customer data remains isolated to your tenant. Custom AI Training (Enterprise tier) is performed on your tenant's data only and remains scoped to your tenant. You may disable AI Auto-Learning at the tenant level at any time from the AI Settings page.
3. How We Share Your Information
We do not sell, rent, or trade your personal information. We may share data only in the following circumstances:
- With Your Consent: When you authorize a third-party integration (e.g., QuickBooks Online), data is shared with that service as needed to perform the integration
- Service Providers: Trusted vendors who assist in operating the Service (e.g., hosting, email delivery, payment processing), bound by confidentiality agreements
- Legal Requirements: When required by law, subpoena, court order, or government request
- Business Transfers: In connection with a merger, acquisition, or sale of assets, with notice to affected users
- Protection of Rights: To enforce our Terms of Service, protect our rights, or ensure the safety of our users
4. Data Security
We implement industry-standard security measures to protect your data:
- All data in transit is encrypted via TLS/SSL (HTTPS)
- OAuth tokens and sensitive credentials are encrypted at rest using AES-256 encryption
- Passwords are hashed using bcrypt with per-user salts
- Access to production systems is restricted to authorized personnel
- Regular security reviews and updates are performed
5. Data Retention
- Active Accounts: We retain your data for as long as your account is active and as needed to provide the Service
- Deleted Accounts: Upon account deletion, we make Your Data available for export for 30 days, then permanently delete it, except where retention is required by law
- QuickBooks Tokens: OAuth tokens are deleted immediately when you disconnect the integration
- Sync Logs: Transaction sync logs are retained for 12 months for auditing purposes
- Aria Voice Recordings & Transcripts: Default retention is 90 days; configurable in AI Settings
- Trial Telephony Data: Messages, recordings, and call logs attributed to shared trial numbers are deleted daily at 3 AM UTC
- AI Feature Logs: Inputs and outputs from AI features are retained within your tenant for the life of your account or until you delete them
6. Your Rights and Choices
You have the right to:
- Access: Request a copy of the personal data we hold about you
- Correction: Update or correct inaccurate personal data
- Deletion: Request deletion of your personal data, subject to legal retention requirements
- Portability: Export your data in a standard, machine-readable format
- Withdraw Consent: Disconnect third-party integrations or close your account at any time
- Opt-Out: Unsubscribe from marketing communications at any time
To exercise any of these rights, contact us at the address below.
7. Cookies
We use cookies and similar technologies for:
- Essential Cookies: Session management and authentication (required for the Service to function)
- Functional Cookies: Remembering your preferences and settings
- Analytics: Understanding how users interact with the Service to improve it
You may configure your browser to refuse cookies, but this may limit your ability to use certain features.
8. Third-Party Services
The Service integrates with third-party platforms including Intuit QuickBooks Online. These services have their own privacy policies:
We are not responsible for the privacy practices of third-party services. We encourage you to review their policies.
9. Children's Privacy
The Service is not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal data, we will take steps to delete it.
10. International Data Transfers
Your data may be processed and stored in Canada and/or the United States. By using the Service, you consent to the transfer of your data to these jurisdictions, which may have different data protection laws than your country of residence.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on the Service and updating the "Last Updated" date above. Your continued use of the Service after changes constitutes acceptance of the updated policy.
12. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact us: