Privacy Policy
Tejas Cooperative Partners
Effective date: November 5, 2026
Tejas Cooperative Partners (the "Firm") is an independent consulting firm that helps businesses prepare and submit proposals to cooperative purchasing organizations. This policy describes what information the Firm collects through its website (tejascooperative.com) and its client platform (portal.tejascooperative.com), how it is used, and the choices a person or business has about it.
Information the Firm collects
Fit review requests. When a visitor submits the fit review form on the website, the Firm collects the contact's name, company name, email address, phone number, what the company sells, where it sells, its current cooperative purchasing status, the cooperatives it is considering, any specific invitation or deadline it names, and the obstacle it describes. The submission is stored in the Firm's platform as an unvetted prospect record. Submitting the form does not create a user account.
Accounts and platform use. When the Firm invites a prospect or client to the platform, the Firm collects the user's name, email address, and account credentials, and records account activity such as sign-ins, terms acceptance, and signature consent.
Client business records. Clients provide business documents and data used to prepare cooperative proposals, which may include tax forms (including Form W-9), insurance certificates, licenses, financial information, catalogs, and pricing. Clients also provide the names and contact details of their authorized signers and references.
Email correspondence. Email sent or received through the platform is stored with the related prospect or client record, including delivery, bounce, and complaint status returned by the email provider.
Technical records. The platform records standard technical information, including IP addresses, browser type, and access times, in server and security logs.
How the Firm uses information
- To evaluate fit review requests and respond to the person who submitted one.
- To provide the consulting services: building client profiles, preparing and tracking proposals, managing vendor registrations as the client's authorized agent, tracking recommendation letters, and monitoring cooperative solicitations.
- To send email related to an engagement, including notifications about submissions, cooperative notices, deadlines, and messages sent through the platform.
- To operate, secure, and improve the platform.
- To meet legal, tax, and cooperative program requirements.
The Firm uses AI tools inside the platform to read and extract data from client documents, check letters against cooperative rules, and draft proposal content for partner review. Client data processed by these tools is not used to train AI models.
How information is shared
The Firm does not sell personal information and does not share client data with other clients.
Information is shared only in these cases:
- With cooperatives, as part of a submission. Proposal packets, registration records, and signed forms are submitted to the cooperative the client is pursuing, at the client's direction. A submitted packet becomes part of that cooperative's procurement record and may be subject to the cooperative's own rules and to public information law.
- With service providers that run the platform. The Firm uses established providers for hosting and database (Vercel and Supabase), email delivery (Amazon Web Services), DNS and website delivery (Cloudflare), AI document processing (Anthropic), and electronic signatures (provider named in the platform when signing is used). Each provider processes information only to provide its service.
- When required by law, or to protect the rights, property, or safety of the Firm, its clients, or others.
Retention
Fit review records for prospects that do not become clients are kept for a reasonable period for follow-up and then deleted or archived. Client records are kept while the engagement is active and afterward for the period needed for renewals, audits, and legal requirements. A business may ask the Firm to delete its prospect record at any time, using the contact below.
Security
The platform uses access controls, per-account permissions, encrypted connections, and a credential vault for cooperative account credentials. No system is perfectly secure; the Firm will notify affected clients without undue delay if it becomes aware of unauthorized access to their platform records.
Choices and contact
A person may ask what information the Firm holds about them or their business, ask for a correction, or ask for deletion of a prospect record, by writing to cooperativetejas@gmail.com. The Firm responds to requests from the business contact of record.
Changes to this policy
The Firm may update this policy as the platform changes. The current version is posted at tejascooperative.com/privacy with its effective date.
About the Firm
Tejas Cooperative Partners is an independent consulting firm. It is not a cooperative, it is not affiliated with BuyBoard, TASB, or TIPS, and it guarantees no award and no sales level.