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Privata Features
System Overview
Privata is a private AI application that helps teams work faster on RFxs, proposals, and related opportunity content while keeping data handling controlled and confidential. The platform combines stateless AI processing with document retrieval and a set of AI agents so users can generate answers, proposals, summaries, presentations, and images without depending on public AI systems.
It is built for organizations that need modern AI workflows together with stronger privacy, governance, and operational control: teams working with sensitive customer information, regulated content, or internal knowledge that should not be exposed to public AI tools.
INFO
Privata uses stateless AI workflows and collection-based retrieval. Prompts are processed per request, and supporting context is supplied from the documents and websites you control inside the platform.
Platform Purpose
The primary purpose of the system is to accelerate document-driven response work. Instead of manually reading large source documents, finding supporting material, drafting responses, and formatting output by hand, users organize an opportunity inside a project and let AI agents and tools produce working drafts faster, then confirm the result is complete before submitting.
How You Navigate Privata
Privata is organized around a top navigation bar with your Project Dashboard, Knowledge Base, Bid Search, a Knowledge Base search box, Chat, a light/dark theme toggle, and your profile menu (Account Settings, Users, Billing).
Inside a project, a left rail lets you jump between the sections of your workspace and open AI agents and tools as panels without leaving the page. Processing status is reported with on-screen notifications, and much of the interface updates live as work completes, so you rarely need to reload.
Core System Components
Accounts and Company Workspaces
Every account belongs to a company workspace. The first person to register for an organization creates the workspace and becomes its Org Admin; others join with an invite code. Sign-in is protected by multi-factor authentication (a code sent by SMS, with an email option). Projects, collections, and other assets are shared within the company workspace.
Projects
Projects are the main workspace for a sales activity, bid, contract response, or proposal effort. A project groups the source documents, instructions, collections, tasks, and AI-generated output for one opportunity.
Source Documents and the Extraction Agent
Source documents are the RFx files you need to respond to. When you add one, the Extraction agent reads it and pulls out the questions and requirements automatically; there is no separate "processing method" to choose up front.
Knowledge Base and Collections
The Knowledge Base is the company document library that supports AI generation. Its contents are organized into collections (product guides, company background, pricing tables, previous responses, statements of work, and technical references), and labels describe what each item covers so retrieval stays focused. Collections are attached to projects and scoped per project.
Instructions and Agent Briefing
Projects include an instructions area for responder guidance (entered manually or extracted from the source document), plus an auto-generated Agent Briefing that summarizes what the AI has learned about the opportunity.
Building a Response
You build responses in the Response Editor, opened with Build Response. A response is made of sections: Q&A sections answer extracted questions item by item, essay sections produce narrative, solution-style writing, and table sections hold extracted tables the AI fills in. A single response can mix all three. The editor supports real-time collaborative editing, confidence scores on Q&A answers, AI review, version history, and flexible download and assembly. See Working with the Response Editor.
Beyond Drafting: Readiness, Approved Answers, and Tasks
- Project Readiness Review checks whether a submission is actually complete and turns gaps into tasks. See Project Readiness.
- Approved Answers lets you reuse your best, vetted responses across projects. See Approved Answers.
- Tasks coordinate the work and reviews needed to finish, some created automatically by the compliance and readiness checks. See Tasks & Collaboration.
AI Agents & Tools
Alongside the core response workflow, Privata includes:
- AI-powered question extraction and answer generation
- Proposal Collateral Studio: presentations, company backgrounds, capability statements, and more
- Image Generator
- Document Summarizer
- Knowledge Base Search
- Bid Search: public SAM.gov contract opportunities, with Add to Project
- Chat: private conversational AI grounded in your collections
See AI Agents & Tools.
Privacy and Data Handling Model
Privata is designed around a privacy-first model:
- AI model calls are stateless.
- Prompts are not reused for training or fine-tuning.
- Context is supplied per request from controlled project and collection scope.
- Chat conversation history is stored inside the platform and removed when the conversation or account is deleted.
- Data is not shared outside the platform as part of model training workflows.
WARNING
Even with private AI workflows, follow your organization's own rules for handling confidential, regulated, or export-controlled data.
Delivery and Deployment Model
- Onsite deployment for organizations that require controlled hosting, data residency, and full infrastructure ownership.
- Managed cloud services for organizations that want secure hosted operations with ongoing support, monitoring, and updates.