Privacy and data

Last updated: 5 Oct 2026

How GrantorAI protects your data

GrantorAI stores all your data on encrypted servers located in the European Union. When you use features that call an AI model (such as drafting, or feedback) we send your data to our AI providers. Depending on the feature you're using, a section or the full draft of your proposal is sent to one of our AI providers. We also include relevant context, e.g., our analysis of the grant call or your ideas.

We currently use four major providers: Anthropic, OpenAI, the Google Gemini API, and Mistral AI. The actual provider used depends on which feature you're accessing and which models currently perform best for specific tasks. We constantly evaluate and update our model selection to ensure you receive the highest quality assistance. Importantly, this API-based integration is fundamentally different from when individual users directly access these providers' web interfaces (e.g., ChatGPT): in those cases, your data may be used for model training and other purposes under different terms. This is not the case for GrantorAI.

What our AI providers promise

All four of our AI providers have made these essential commitments regarding data from API customers like GrantorAI:

They do not use your data and the AI-generated responses for model training;
They do not access your data and the AI-generated responses except if flagged for policy review or required by law. Your data is retained for 30 days or less;
They do not make any intellectual property claims on your content;
You retain full ownership of both your data and the AI-generated outputs.

Key policy sources: Anthropic privacy policies, OpenAI Enterprise Privacy, Gemini API Additional Terms of Service, Mistral AI Commercial Terms

Your data, your rights

In other words, using GrantorAI does not make your ideas and drafts 'public' or 'open' to the world. When you use GrantorAI, you and your institution retain full intellectual property rights over all data and all AI-generated responses. We claim no ownership in your content and do not license it to third parties under any circumstances.

Important considerations

Review AI-generated content: Generative AI is not perfect. AI drafts can contain factual errors and hallucinations. Please review all generated content carefully before submission to funding bodies. You remain responsible for what you submit!

Funding body requirements: Some grant programs require applicants to disclose if generative AI was used in proposal preparation. Check your specific call documentation for these requirements.

Do not burden the system: GrantorAI is developed to help you spend more time doing science and less time grant writing. Do not misuse it by creating more grant proposals and further burden the grant system. And always ensure that what you submit is truly your work, resulting from your ideas and plans, something you actually can and want to execute. This website remains merely a tool to get there.

Cookie preferences: You can control which types of cookies you're comfortable with us using. Manage Cookie Preferences

Personal data

Who is responsible

ApplAI.win, registered with the Dutch Chamber of Commerce (KvK) under number 97977993, is responsible for your personal data (the "controller", in the words of the GDPR). For any question or request about your data, write to [email protected].

What we collect

Your account: your email address and your password (stored only as a secure hash), or, when you sign in with Google, the name and email address Google shares with us. Also your plan, and whether a payment went through.
What you upload and write: calls and forms, your ideas, proposals, rebuttals, reviews and notes, and the AI's responses to them.
Usage: which features you use, how much AI use they cost, and when you worked on a proposal. At signup we also record your IP address and a browser fingerprint.
Cookies: essential cookies for signing in and security; functional and analytics cookies only when you allow them in the cookie settings.
Email you send us.

Why, and on what legal basis

To give you the service you signed up for: your account, your proposals and the AI features. The basis is our contract with you.
To keep the service secure: the security check at sign-in and signup, and the IP address and browser fingerprint recorded at signup, for looking into abuse when there is reason to. Nothing checks them automatically. The basis is our legitimate interest in a secure service.
To give each email address one free week: a coded form of your address (a keyed hash, not the address itself), recorded when your free week starts. The basis is our legitimate interest in keeping the free week to one per person.
To understand how the site is used (analytics) and to remember your preferences (functional cookies). The basis is your consent, which you can withdraw at any time in the cookie settings.
To keep payment records. The basis is our legal obligation under Dutch tax law.

How long we keep it

Your account and everything in it: until you delete your account. Copies in our backups are deleted within 10 weeks after that.
If your institute has a contract with GrantorAI, its register keeps its record of the applications you submitted through it, detached from your account, after you delete the account.
Analytics data in Google Analytics: 14 months.
What we send our AI providers: 30 days or less, as described above.

Your rights

You can ask to see the personal data we hold about you, to correct it, to receive a copy, or to have it deleted; you can delete your account yourself on the Account page. You can object to what we do on the basis of legitimate interest, and withdraw your consent to cookies in the cookie settings. Write to [email protected] for anything else. If you are not satisfied with our answer, you can complain to the Dutch data protection authority, the Autoriteit Persoonsgegevens.

Who processes it for us

Anthropic, OpenAI, the Google Gemini API and Mistral AI: the AI providers, for the text the AI features work on, as described above.
Stripe: payments. Your card details go to Stripe, not to us.
Cloudflare: the site runs behind Cloudflare, and Cloudflare Turnstile is the security check on sign-in and signup.
Google: Google sign-in, when you choose it, and Google Analytics, only after you allow analytics cookies.
Brevo: sends our emails, such as the confirmation of your email address.
DigitalOcean: hosts our servers.

Some of these providers are based outside the European Union. For providers in the United States, the transfer rests on the EU–US Data Privacy Framework, or on the standard contractual clauses in the provider's data processing agreement.

Remember: GrantorAI is here to help you communicate your ideas more effectively, not to replace your expertise and creativity. We're just making the paperwork easier so you can focus on what matters: your research and innovation.

And now for the legal stuff...

Terms of Service

1. Acceptance of terms

By accessing or using GrantorAI.com (the "Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not access or use the Service.

These Terms constitute a legally binding agreement between you ("User," "you," or "your") and ApplAI.win ("we," "us," or "our"), registered with the Dutch Chamber of Commerce (KvK) under identification number 97977993.

2. Description of service

GrantorAI is a grant writing assistant for researchers and scientists. Our Service includes:

Automated analysis of grant requirements and submission forms
AI-assisted content generation and writing assistance
Proposal drafting and editing tools
Feedback and improvement suggestions
Collaboration and sharing features

3. Account registration and use

3.1 Account creation

You must be at least 18 years old to use the Service
You may create only one account per person
You must provide accurate and complete information during registration
You are responsible for maintaining the confidentiality of your account credentials

3.2 Account responsibility

You are solely responsible for all activities that occur under your account
You must notify us immediately of any unauthorized use of your account
We reserve the right to suspend or terminate accounts that violate these Terms

4. Subscription plans and payment

4.1 Subscription plans

We offer multiple subscription plans with different features and usage limits. All plans are subject to fair use policies and monthly token usage limits to ensure service availability for all users.

4.2 The free week

New users get a free week (7 days) of premium features, subject to fair use limitations. The free week ends automatically after 7 days unless you subscribe to a paid plan.

4.3 Payment terms

All subscriptions are billed monthly in advance
Payments are processed securely through Stripe
You authorize us to charge your selected payment method for all applicable fees
You are responsible for keeping your payment information current

4.4 Price changes

We reserve the right to modify subscription prices at any time. Price changes will be communicated with at least 30 days' advance notice and will apply to your next billing cycle.

4.5 EU consumer right of withdrawal

By creating an account and getting immediate access to features, you expressly request that digital service performance begins immediately. Under EU law, your right of withdrawal is thereby waived as the digital content has been delivered with your consent.

4.6 Refunds

All payments are final and non-refundable, except where required by applicable consumer protection laws
No refunds or credits for partial months of service, upgrades, downgrades, or unused portions of subscriptions

5. Fair use policy and usage limits

5.1 Monthly limits

Each plan includes a monthly AI allowance. When you have used it, the features that call an AI model pause until it renews on your monthly renewal date.

5.2 Fair use guidelines

We reserve the right to temporarily limit access if usage significantly exceeds normal patterns, impacts service performance for other users, or violates the spirit of academic research assistance.

6. Acceptable use

6.1 Permitted use

You may use the Service only for lawful purposes and in accordance with these Terms, specifically for legitimate academic and research grant writing activities.

6.2 Prohibited activities

You may not:

Use the Service for illegal purposes or violate intellectual property rights
Upload harmful, offensive, or defamatory content
Circumvent usage limitations or security measures
Create excessive or frivolous proposals that burden the grant system
Share account credentials or create multiple accounts
Use automated tools beyond normal usage
Access features your plan does not include without upgrading

6.3 Content standards

You must ensure that all content you submit:

Does not violate any applicable laws or regulations
Does not infringe on third-party intellectual property rights
Represents genuine research proposals you intend to pursue
Complies with relevant funding body requirements and ethical standards

7. Intellectual property

7.1 Your content

You retain full ownership of all content you upload to or create using the Service
You grant us a limited license to process your content solely to provide the Service
We make no intellectual property claims on your content
You are responsible for ensuring your content does not infringe third-party rights

7.2 Our intellectual property

The Service, including its software, design, content, and trademarks, is owned by us and protected by intellectual property laws. You may not copy, modify, or distribute our intellectual property without permission.

7.3 AI-generated content

According to our AI providers' policies, you retain ownership of AI-generated content, but we cannot guarantee this beyond what our providers promise
You acknowledge that AI-generated content may contain errors, inaccuracies, or hallucinations
You are solely responsible for reviewing, verifying, and taking responsibility for all content before submission to funding bodies
You should review the current terms of our AI providers if intellectual property ownership of AI-generated content is critical to your use case

8. AI providers and data processing

We use multiple AI providers (including but not limited to Anthropic, OpenAI, the Google Gemini API, Mistral AI) to deliver our services. Your use of the Service is also governed by our Privacy Policy, which explains how we handle your personal data and our relationships with these AI providers.

9. Privacy, data protection and cookies

9.1 Privacy and GDPR compliance

Your privacy and data protection are governed by our Privacy Policy, which is incorporated into these Terms by reference and complies with the General Data Protection Regulation (GDPR/AVG). By using the Service, you consent to our data practices as described in the Privacy Policy.

9.2 Cookie usage and tracking

We use cookies and similar tracking technologies to:

Enable essential website functionality (necessary cookies)
Analyze website usage and improve our services (analytics cookies)
Remember your preferences and settings (functional cookies)

Essential cookies are necessary for the website to function and cannot be disabled. Non-essential cookies (analytics, functional) require your consent, which you can manage through our cookie banner or browser settings.

Non-essential cookies are only set when you allow them in the cookie settings.

10. AI service disclaimers

IMPORTANT DISCLAIMERS:

AI-generated content may contain errors, inaccuracies, or hallucinations
You must review all AI outputs before use and take full responsibility for submitted content
Some funding bodies require disclosure of AI assistance - you are responsible for compliance
We do not guarantee the accuracy, completeness, or suitability of AI-generated content
The Service is a tool to assist your work, not to replace your expertise and judgment

11. Service availability

We strive to provide reliable service but make no guarantees regarding uptime, availability, or error-free operation. We may temporarily suspend the Service for maintenance with reasonable notice when possible.

12. Modification of terms and service

12.1 Terms changes

We may modify these Terms at any time. Material changes will be communicated with at least 30 days' advance notice via email or Service notifications. Continued use of the Service after changes become effective constitutes acceptance of the modified Terms.

12.2 Service changes

We may modify, suspend, or discontinue any aspect of the Service with 30 days' advance notice. We are not liable for any such modifications or discontinuations.

13. Account termination

13.1 Termination by you

You may terminate your account at any time by contacting us at [email protected]. Termination does not entitle you to refunds except as provided in Article 4.

13.2 Termination by us

We may terminate your account immediately for Terms violations. Upon termination, your access is revoked and account data may be permanently deleted after a reasonable period.

14. Limitation of liability

To the maximum extent permitted by Dutch law:

We exclude liability for indirect damages, consequential damages, lost profits, or business interruption
Our total liability for any claim shall not exceed the amount you paid for the Service in the 12 months preceding the claim

15. Indemnification

You agree to indemnify us from claims arising from:

Your use of the Service in violation of these Terms
Your violation of applicable laws or third-party rights
Content you submit that infringes third-party intellectual property rights

This indemnification does not apply to claims resulting from our intentional acts or gross negligence.

16. Governing law and disputes

16.1 Applicable law

These Terms are governed by Dutch law.

16.2 Dispute resolution

For Consumers: You may file complaints with the Dutch Consumer and Market Authority (ACM) or European Consumer Centre Netherlands
For Business Users: Disputes shall be resolved by the competent Dutch courts
We will first attempt to resolve disputes through good faith negotiations

16.3 EU online dispute resolution

EU consumers can access the European Commission's Online Dispute Resolution platform at: https://ec.europa.eu/consumers/odr/

17. Contact information

For questions about these Terms or the Service, contact us at:

Email: [email protected]
KvK Registration: 97977993

18. Miscellaneous

18.1 Severability

If any provision of these Terms is found unenforceable, the remaining provisions remain in full effect.

18.2 Entire agreement

These Terms and our Privacy Policy constitute the entire agreement between us regarding the Service.