Community-Powered Procurement Intelligence
Privacy Policy
Procurement Union FZ-LLC
Last updated: 7th July 2026 Version: 1.0
Procurement Union FZ-LLC (“Procurement Union”, “we”, “us”, or “our”) respects your privacy and is committed to protecting it.
This Privacy Policy explains what personal data we collect when you use our website, the Procurement Union Companion application, and related services (the “Service”), how we use and share it, how we protect it, and the rights available to you.
It should be read together with our Terms and Conditions of Use and, for community contributions, our Contributor License Agreement (CLA).
1. Who This Policy Applies To
This Policy applies to individuals who visit our website, create an account, subscribe to a paid plan, or otherwise interact with the Service. Where Procurement Union provides an on-premises enterprise deployment, the enterprise customer is the controller of personal data within its own environment, and this Policy applies to our limited role as described in the relevant agreement.
2. Information We Collect
We collect information you provide directly, information generated automatically as you use the Service, and information from a small number of service providers (such as our payment processor).
Account data - Your name, email address, and login credentials.
KYC Profile - Role/title, industry, seniority, years of experience and company size, provided so Procurement Union Companion can personalize responses.
Subscriber Content - Prompts, questions and files you submit while using Procurement Union Companion.
Contributed Content - Material you choose to submit to the Procurement Union Knowledge Hub. Governed additionally by the Contributor License Agreement (CLA).
Payment data - Processed by our payment provider (Stripe). We receive limited billing details (as per any generic subscription service), not your full card number.
Device & log data - Device type, operating system, settings, and records of how you use the Service.
Cookies - Used on the website for functionality and analytics. See the Cookies section.
3. How We Use Your Information
We use personal data to:
• provide and personalize Procurement Union Companion — your KYC Profile is used to calibrate the companion’s responses to your role and context;
• operate, maintain and secure the Service — including authentication, fraud and abuse prevention, and troubleshooting;
• process payments and manage subscriptions — including billing, renewals and invoicing;
• improve the Service — using aggregated and, wherever possible, anonymized or pseudonymised usage data;
• communicate with you — service notices, security alerts, and (where permitted) updates you can opt out of;
• comply with legal obligations — including record-keeping, tax and lawful requests.
Where the law requires a legal basis for processing (for example under GDPR), we rely on performance of our contract with you, your consent, our legitimate interests in operating and improving the Service, and compliance with legal obligations, as applicable.
4. AI Processing and Your Content
Procurement Union Companion generates responses using language models and retrieval over the Procurement Union Knowledge Hub that run on infrastructure controlled by Procurement Union. Your prompts and procurement content are processed on that infrastructure and are not transmitted to external 3rd party LLM providers, and we do not use your Subscriber Content to train external AI models.
Contributed Content and anonymization
If you choose to contribute material to the Procurement Union Knowledge Hub, it is passed through an automated process that removes supplier names and identifiable commercial information before it is indexed and made available to other members. Automated anonymization is not perfect, so you are asked to review each contribution before submitting it. Contributions are governed additionally by the Contributor License Agreement. We do not disclose raw, un-anonymized Contributed Content to other users.
5. How We Share Information
We do not sell your personal data. We share it only in the limited circumstances below, and we do not share your procurement content with other companies, organizations or individuals except as needed to run the Service or where legally required:
Service providers (processors): a small set of providers act on our instructions under contract — for example our payment processor (Stripe) for billing, and our connectivity/edge provider (Cloudflare) which routes traffic to the companion securely. They are bound to appropriate confidentiality and data-protection terms.
Legal and safety: where required to comply with law, regulation, legal process, or a lawful government request, or to protect rights, safety and the integrity of the Service.
Business transfers: in connection with a merger, financing, acquisition or reorganization, subject to this Policy.
With your consent: where you have asked us to share information or have otherwise agreed.
6. Data Sovereignty, Hosting and International Transfers
Data sovereignty is a core principle of Procurement Union. The Service runs on Procurement Union-controlled infrastructure rather than public-cloud AI services, and for enterprise on-premises deployments your data remains within your own environment.
Our infrastructure is located in UAE, dedicated on premises & ring fenced. If you access the Service from outside that location (for example from the EEA or UK), your personal data may be transferred to and processed in the UAE. Where such transfers are subject to GDPR or similar laws, we will put in place an appropriate transfer mechanism (for example standard contractual clauses) and additional safeguards as required.
7. Data Retention
We keep personal data for as long as your account is active and as needed to provide the Service, and thereafter only as required to meet legal, accounting or reporting obligations, resolve disputes, and enforce our agreements. Your KYC Profile is retained to personalise Procurement Union Companion while your account is active. When data is no longer needed, we delete or anonymise it. You can request deletion as described below.
8. Security
We apply reasonable technical and organizational measures to protect personal data against loss, theft, misuse, and unauthorized access, disclosure, alteration or destruction — including access controls and encryption of data in transit. No method of transmission or storage is completely secure, so we cannot guarantee absolute security; we encourage you to use a strong, unique password and to keep your credentials confidential.
9. Your Rights
Subject to applicable law (including the UAE Personal Data Protection Law and, where it applies, GDPR), you may have the right to:
• be informed about how your personal data is collected and used;
• access the personal data we hold about you;
• have inaccurate data corrected and incomplete data completed;
• request erasure of your data;
• restrict or object to certain processing;
• data portability — to receive and reuse your data;
• withdraw consent where processing is based on consent, without affecting prior processing;
• lodge a complaint with a competent supervisory authority.
To exercise any of these rights, contact us using the details below. We may need to verify your identity before responding, and we will respond within the period required by applicable law.
10. Children
The Service is intended for procurement professionals and is not directed at children. If you are below the age of majority in your jurisdiction, you should review this Policy with a parent or guardian. We do not knowingly collect personal data from children; if you believe we have, contact us and we will take appropriate steps.
11. Cookies and Similar Technologies
Our website uses cookies and similar technologies for functionality, security and analytics. You can control cookies through your browser settings, and where required, we will request consent for non-essential cookies.
12. Changes to This Policy
We may update this Policy from time to time. When we do, we will revise the “Last updated” date above and, where changes are material, provide additional notice. Your continued use of the Service after an update takes effect constitutes acceptance of the revised Policy.
13. Contact Us
If you have questions about this Policy or wish to exercise your rights, contact:
Procurement Union FZ-LLC
RAK Economic Zone (RAKEZ), United Arab Emirates
Email: [email protected] · Web: procurementunion.com