Privacy Policy

PLEASE READ THESE TERMS CAREFULLY.

Prohana, Inc. (“Prohana,” “we,” “us,” or “our”) is committed to protecting your privacy. This privacy policy (“Privacy Policy”) explains how we collect, use, disclose, and safeguard personal information when you interact with the Prohana platform at https://prohana.ai(the “Site”) and the associated services, tools, and related offerings (collectively, the “Services”). For the purposes of this Privacy Policy, we are a Data Controller of your Personal Data. As used in this Privacy Policy, “Personal Data” and “Data Controller” have the meanings ascribed to them under applicable data protection law.

This Privacy Policy applies to personal information that we collect and process in connection with your use of the Services. It does not apply to third-party websites, services, or applications, even if they are accessible through the Services.

Prohana is an AI-powered professional networking and career development platform. The Services enable users to build structured professional networks, set and pursue professional goals, and receive AI-generated plans, tasks, and insights designed to support meaningful professional relationships and career advancement. The Services include AI-powered planning and task generation and related tools for managing professional connections and goals.

Unless otherwise defined in this Privacy Policy, capitalized terms have the meanings given to them in our Terms of Service(“Terms”). In the event of any inconsistency between this Privacy Policy and the Terms regarding definitions or interpretation, the Terms will control.

We may make changes to this Privacy Policy from time to time. You understand and agree that if you use the Services or access the Site, we will treat your continued use of the Services or access of the Site as acceptance of the updated Privacy Policy.

1. What Information We Collect About You

1.1 Information You Provide to Prohana

When you interact with us by using the Services or contacting support, we collect personal information that you provide directly. This includes account and profile information such as your name, email address, password, and single sign-on (SSO) details provided when you create an account, as well as any profile information you choose to add. We also collect onboarding information that you provide during the onboarding flow, including your career stage, the size of your professional network, and the professional goals you select or describe. When you add individuals to your professional network as Network Contacts, we collect the names, email addresses, relationship descriptions, interaction goals, preferred meeting frequency, and any other information you input about those individuals; you are solely responsible for ensuring that you have a lawful basis for inputting Personal Data relating to any Network Contact, as further described in our Terms. We collect any meeting notes and relationship notes, including notes, comments, or other written content you input about meetings, interactions, or your professional relationships with Network Contacts. We also collect voice notes, meaning any audio recordings you submit through the voice note feature of the Services; voice notes are transcribed by the Services and the resulting text is processed as further described in this Privacy Policy and the Terms. We collect Meeting Data, which includes information generated through or in connection with meetings tracked through the Services, including call transcripts automatically captured through automated notetaking Integrations (where enabled by you), as well as any meeting summaries or follow-up content generated by the Services. We collect calendar and communications data accessed from your connected calendar accounts (such as Google Calendar or Microsoft Outlook) through OAuth or other authentication mechanisms, used solely to provide smart scheduling and related features of the Services. We collect payment information, including banking or payment information for any applicable subscription fees or platform charges, which is collected and processed through our third-party payment processors. We collect feedback and feature suggestions, including any feedback, suggestions, feature votes (including upvotes and downvotes), or other content you submit through the feature suggestions section of the Services or any support channel. We collect support communications, including information you provide when you contact us through our chat support feature or submit a support request, including any content you include in those communications. We may also collect any other personal data you submit in the course of using the Services.

1.2 Information We Collect When You Use Our Services

In addition to the information you provide directly, we also collect certain data automatically when you interact with the Services. This includes technical, usage, and device-related information that helps us operate, secure, and improve the platform. We may also collect information through other methods, such as online conferences, events, or contests.

1.3 Log Files

When you use our Services, we may automatically collect information about your device and software environment. This information can include your IP address, browser type, domain names, internet service provider (ISP), the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system, clickstream data, access times and referring website addresses.

1.4 Usage Data

We collect Usage Data when you interact with the Services. Usage Data includes information such as technical logs, performance metrics, device identifiers, system events, and metadata associated with your interactions, including which pages or screens you visit, how often you use certain features, whether you complete or abandon workflows within the platform, when specific actions are triggered, and what parts of the Services you engage with most. We use third-party service providers to help collect and analyze Usage Data, as further described in Section 3. We use this data to support analytics, improve system performance, troubleshoot issues, and optimize the Services.

1.5 Error and Diagnostic Data

We collect error and diagnostic information generated when you use the Services, including API failure logs, crash reports, and related technical data. This information is used to diagnose and resolve technical issues, monitor the reliability of the Services, and improve platform performance.

1.6 Information from Cookies and Similar Technologies

We and our third-party partners may collect personal information using cookies, pixel tags, or similar technologies. For more information on our use of cookies and your choices regarding cookies, please see Section 6 (Cookies).

1.7 Integration Data

If you connect third-party accounts or services through an Integration, we collect and process data from those connected accounts only to the extent necessary to provide the Services to you. This may include calendar event data, video conferencing metadata, and call transcripts generated by automated notetakers. The scope of data we access through any Integration is determined by the permissions you grant through the relevant OAuth or authentication flow.

2. How We Use Personal Data

2.1 To Provide the Services

We use your account information, onboarding information, Network Contact information, meeting notes, meeting data, and other User Data to provide the Services to you. This includes using your professional goals, network information, and relationship data to generate your Professional Plan, daily tasks, and relationship strategy recommendations through our AI systems. We use your calendar data accessed through Integrations to provide smart scheduling features. We use voice note transcriptions, meeting notes, and Meeting Data to generate updated tasks, meeting summaries, and other User Outputs. We use your account credentials to authenticate you and provide customer support.

2.2 To Improve and Develop Our Product and Services

We use Usage Data to understand how users interact with the Services and to guide product development. This includes identifying popular features, assessing whether users complete or abandon particular workflows, evaluating user engagement with AI-generated content, and assessing potential new features or integrations. We may analyze aggregated data across our user base to understand overall usage patterns. When shared externally, this statistical information does not identify individual users. We may also use interaction data and AI model outputs to evaluate and improve the accuracy and quality of AI-generated Professional Plans, tasks, recommendations, and meeting summaries.

2.3 To Secure and Protect our Users

We use your information to help prevent security incidents, verify accounts, process product sign-ups, and detect misuse of the Services. Log files and error and diagnostic data may be used to generate general usage statistics, monitor API performance, improve platform navigation, investigate security events, and troubleshoot technical issues. We collect and log IP addresses to monitor access patterns, investigate security events, and troubleshoot issues.

2.4 To Communicate with Our Users

We use your account information to communicate with you, including to provide you with updates and other information relating to our services and products, to provide information that you request, and to respond to comments, questions, and requests. You may opt out of receiving promotional emails from Prohana by following the unsubscribe instructions included in those emails or by contacting us using the contact information provided through the Services. If you opt out, we may still send you transactional or relationship messages, such as emails about your account or updates to our products and services.

2.5 To Monitor and Improve AI-Generated Outputs

We may use interaction data and system metadata to monitor and improve the AI-powered functions of the Services. This includes analyzing AI-generated task recommendations, Professional Plan outputs, meeting summaries, and user engagement with those outputs in order to support performance tuning and continuous improvement of the Services’ AI capabilities. Because the Services rely on AI models to generate plans, tasks, and recommendations, we use this data to evaluate the quality and accuracy of AI-generated outputs and improve the overall reliability of the Services.

2.6 To Administer Beta Features and Beta Periods

During any Beta Period, we may use User Data and Usage Data to evaluate the performance of Beta Features, gather Feedback, understand user adoption patterns, and make decisions about product development. Data submitted during a Beta Period is subject to this Privacy Policy in the same manner as data submitted during generally available use of the Services.

3. How We Share Personal Data

3.1 Service Providers

We may share Personal Data with our third-party service providers to support our Services. Examples include data hosting providers, payment processors, customer support platforms, analytics providers, error tracking providers, and application development services. These service providers are prohibited from using your Personal Data except for the purposes for which it was shared, and they are required to maintain the confidentiality and security of your information.

3.2 AI Service Providers

In order to generate User Outputs (including professional plans, task recommendations, meeting summaries, and relationship strategies), Prohana transmits certain User Data to third-party AI service providers. The categories of User Data transmitted to AI service providers may include professional goals and career stage information, Network Contact information and relationship notes, meeting notes and comments you input about interactions, Meeting Data (including call transcripts generated by automated notetakers, where enabled), voice note transcriptions, and any other content you submit to the Services that is used to generate a User Output. The Services utilize third-party artificial intelligence services, including large language model APIs, to generate plans, tasks, summaries, and other User Outputs. We will update this Privacy Policy to reflect any material changes to the AI service providers we use or the categories of User Data transmitted to such providers. We contractually require our AI service providers to process transmitted data solely for the purpose of providing their services to Prohana, to maintain appropriate confidentiality and security measures, and not to use your data to train their models except as may be permitted by the applicable terms governing our use of those services.

3.3 Integration Providers

If you connect a third-party Integration to the Services, we may share relevant data with that Integration’s provider to the extent necessary to enable the functionality you have requested. This may include sharing calendar event data to support smart scheduling and sharing data with video conferencing and notetaking providers to support meeting capture features. Your use of any Integration is also governed by the applicable terms of service and privacy policy of the relevant third-party provider.

3.4 Analytics and Error Tracking Providers

We may use analytics providers to collect and analyze usage analytics, including information about which pages users visit, how they navigate the Services, and whether they complete or abandon particular workflows. Analytics providers may collect this information using cookies and similar tracking technologies, including a session identifier cookie stored on your browser. We may also use third-party error tracking providers to collect error and diagnostic information, including API failure logs and crash reports, to help us identify and resolve technical issues with the Services. These error tracking providers process technical data about how the Services are performing and do not collect the substantive content of your User Data except to the extent incidentally included in error reports. For more information about the data practices of our analytics and error tracking providers, please see the privacy policy of the applicable provider.

3.5 Compelled Disclosure

We reserve the right to use or disclose your Personal Data if required by law or if we reasonably believe that use or disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or comply with a law, court order, or legal process. For more details on how your inputs and the outputs generated by the Services are processed, stored, and used, please refer to our Terms.

4. How We Transfer Personal Data Internationally

4.1 Scope of International Transfers

Prohana primarily stores and processes Personal Data within the United States. However, certain of our service providers may process Personal Data in jurisdictions outside of the United States, and individuals located outside of the United States may interact with the Services in a limited capacity (for example, by joining a waitlist). To the extent that Personal Data is transferred to a jurisdiction outside of the country in which it was collected, we will use appropriate legal mechanisms to safeguard such transfers, which may include the European Commission-approved Standard Contractual Clauses, the EU-U.S. Data Privacy Framework, or other transfer mechanisms recognized under applicable data protection law. If and to the extent that we expand the availability of the Services to individuals located outside of the United States, we will update this Privacy Policy to reflect the applicable legal bases and transfer mechanisms relied upon for such international transfers. Please contact us if you need more information about the legal mechanisms we rely on to transfer Personal Data internationally.

5. How We Store and Secure Personal Data

5.1 Data Storage and Security

We use a variety of security technologies and procedures to help protect your Personal Data from unauthorized access, use or disclosure. We secure the Personal Data you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use or disclosure. All Personal Data is protected using appropriate physical, technical and organizational measures.

5.2 Data Breach Notification

In the event of a security breach that results in unauthorized access to, or disclosure of, your Personal Data, we will notify affected individuals and applicable regulatory authorities in accordance with applicable law. We will take commercially reasonable steps to mitigate the effects of any such breach and to prevent future occurrences.

5.3 Retention of Personal Data

We retain Personal Data that you provide to us where we have an ongoing legitimate business need to do so (for example, as needed to comply with our legal obligations, resolve disputes, and enforce our agreements). This includes User Data, meeting notes, voice note transcriptions, Meeting Data, and AI-generated User Outputs, which may be retained for purposes of platform improvement, security monitoring, and regulatory compliance, subject to our retention practices. When we have no ongoing legitimate business need to process your Personal Data, we will either delete or anonymize it, or, if this is not possible (for example, because your Personal Data has been stored in backup archives), we will securely store your Personal Data and isolate it from any further processing until deletion is possible. Upon termination or expiration of the Terms, User Data will be made available for export in accordance with the Data Export provisions set forth in the Terms.

6. Cookies

6.1 Cookies

Technologies such as cookies may be used by Prohana and our analytics or service providers (as applicable). Cookies are used to remember you and to collect information about how you interact with the Services. If you have an account with the Services, we may link this usage data with other information. You may have the option to either accept or refuse these cookies. If you choose to refuse, you may not be able to use some portions of the Services.

6.2 What Are Cookies?

Cookies are small text files sent to your browser when you visit a website. They allow the site to recognize your device and remember your preferences on future visits. Cookies may store settings or other data to support functionality and improve your experience. Cookies set by us are called first-party cookies, while cookies set by other parties, such as analytics or content providers, are called third-party cookies. These may track activity across multiple websites. We also use third-party mobile analytics tools to understand how users interact with our app, identify bugs or crashes, and improve performance. These tools collect anonymized data such as usage patterns, device status, and error logs, and are not used to personally identify users.

6.3 Why Do We Use Cookies?

We use first party and third party cookies for several reasons. Some cookies are required for technical reasons in order for our website to operate, and we refer to these as “essential” or “strictly necessary” cookies. Other cookies also enable us to track and target the interests of our users to enhance the experience on our Services. This data is used to analyze trends, administer the website, monitor how visitors navigate around the website, and to gather demographic information about our user base as a whole.

6.4 What Types of Cookies Do We Use and How Do We Use Them?

We use several types of cookies to support and improve our website. Essential cookies are required to deliver the services available through the site. Performance and functionality cookies enhance the user experience but are not strictly necessary for the website to function. We also use analytics and customization cookies, which help us understand how users interact with the site and allow us to tailor content based on those interactions. These cookies may operate in aggregate form or be used to personalize your experience.

6.5 How Can I Control Cookies?

You have the right to choose whether to accept or reject cookies. You can manage your cookie preferences through browser settings or by using opt-out links provided by advertising networks. Most browsers allow you to block or delete cookies, although doing so may limit access to certain features on our website. For browser-specific guidance, consult your browser’s help menu. You can also opt out of targeted advertising by visiting aboutads.info/choices, optout.aboutads.info, or, if located in the European Union, youronlinechoices.eu. Please note that opting out of targeted ads does not stop all, but rather limits the display of advertisements to non-personalized content only.

7. Your Privacy Rights and Choices

7.1 Access, Correction or Deletion

You can request access, correction, updates or deletion of your Personal Data.

7.2 Objection

You can object to our processing of your Personal Data, ask us to restrict processing of your Personal Data or request portability of your Personal Data.

7.3 Withdraw Consent

If we have collected and processed your Personal Data with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your Personal Data conducted in reliance on lawful processing grounds other than consent.

7.4 Complaint

You have the right to complain to a data protection authority about our collection and use of your Personal Data. To exercise any of these rights, please submit a request using the contact form or support channel on our Site.

7.5 Identity Verification

Please note that to protect personal information, we may need to verify your identity by a method appropriate to the type of request you are making. Depending on where you reside, you may be entitled to empower an “authorized agent” to submit requests on your behalf. We will require authorized agents to confirm their identity and authority, in accordance with applicable laws.

7.6 Response to Requests

We will respond to your request to change, correct, or delete your data within a reasonable timeframe and notify you of the action we have taken. In some instances, your rights may be limited, such as where fulfilling your request would impair the rights of others, our ability to provide a service you have requested, or our ability to comply with our legal obligations and enforce our legal rights.

8. Additional Rights for EEA or UK Residents

8.1 Additional Rights

The Services are primarily available to individuals located in the United States. Individuals located in the European Economic Area (“EEA”) or the United Kingdom (“UK”) may interact with the Services only in a limited capacity (for example, by joining a waitlist). If and to the extent that we expand the availability of the Services to individuals located in the EEA or UK, or if applicable data protection laws otherwise require, individuals located in those jurisdictions may have additional rights under applicable data protection laws, including the right to access, correct, delete, or restrict the processing of their Personal Data, as well as the right to object to certain processing activities and to data portability. Prohana will update this Privacy Policy to provide further detail regarding such rights if and when the Services are made available in those jurisdictions.

8.2 Contact for EEA and UK Data Rights

If you believe you are entitled to exercise data protection rights under EEA or UK law in connection with your use of the Services, please contact us at support@prohana.ai.

9. California Privacy Rights

9.1 CCPA Applicability

As Prohana, Inc. does not currently meet the thresholds established by the California Consumer Privacy Act (the “CCPA”), the CCPA does not apply to your use of the Services. In the event that Prohana, Inc. does meet the thresholds established by the CCPA in the future, this section will be updated accordingly.

10. Other Important Privacy Information

10.1 We Never Sell Personal Data

We will never sell your Personal Data to any third party.

10.2 Information About Children

The Services are not intended for or targeted at children under 18, and we do not knowingly or intentionally collect Personal Data about children under 18. If you believe that we have collected Personal Data about a child under 18, please contact us at support@prohana.ai so that we may delete the information.

Last modified: April 21, 2026 · Version 3.0