RFP software that keeps your data in Canada
Of the six proposal tools we compared, one hosts in Canada by default, AI included: ProposalForge. Responsive offers Canada as an option, and the others host abroad or do not say. We build ProposalForge, so every fact about the other vendors below comes from their own published documentation.
Where each tool hosts your data
ProposalForge
Canada by default: customer documents and application data in the Montreal region, and AI models run on Google Vertex AI in Montreal. A few named providers outside Canada receive limited data, such as email addresses for notification email; the trust page lists each one.
Responsive (formerly RFPIO)
Canada is an electable AWS hosting region, per its published sub-processor list.
Loopio
Toronto-headquartered, but its published sub-processor list documents AWS hosting in the USA or Ireland, with no Canadian region.
QorusDocs, DeepRFP, AutogenAI
No Canadian hosting advertised.
Sources: each vendor's published sub-processor and security pages, reviewed August 2026. Vendor hosting changes; tell us if something is out of date. For pricing and features, see Best RFP software for Canadian government contractors.
Five questions to ask any vendor
- Where are documents and backups stored? Ask for the region, not the head office. A Canadian company can host abroad, and backups can sit in a different region from live data.
- Where does the AI run? Many tools send your RFP and proposal text to an AI service outside Canada, even when storage is in Canada. Ask which model provider and which region.
- What is on the sub-processor list? The published sub-processor list is the authoritative answer. Marketing pages are not.
- What is the exception? Most services have one, such as error monitoring or email delivery. A vendor who names theirs is easier to assess than one who claims none.
- Aligned, or certified? Protected B "aligned" means controls designed to support Protected B work. It is not a Government of Canada authorization. Ask which one you are being offered.
Questions
- Which RFP software stores data in Canada?
- As of August 2026, ProposalForge hosts in Canada (Montreal region) by default, including its AI processing. Responsive offers Canada as an electable AWS hosting region. Loopio, although headquartered in Toronto, documents AWS hosting in the USA or Ireland only. QorusDocs, DeepRFP and AutogenAI do not advertise Canadian hosting. Each fact comes from the vendor's own published documentation.
- Why does data residency matter for Canadian government bids?
- Treasury Board policy (the Directive on Service and Digital) requires federal departments to store sensitive electronic data, Protected B and above, in approved facilities in Canada. The rule binds departments rather than bidders, but it shapes what buyers ask suppliers, and bid documents often contain information a buyer would not want leaving the country.
- Is ProposalForge Protected B certified?
- No. ProposalForge is Protected B-aligned: customer content is stored and processed, including by AI, in Canadian regions in Montreal, and its controls are designed to support Protected B workflows. It is not formally authorized or certified as a Protected B system.
- Does any ProposalForge data leave Canada?
- Some, but no provider outside Canada is sent your documents as part of the service, unless you choose to have exports delivered to your own Microsoft 365. Bid documents and proposal content are stored and processed, including by AI, in Canadian regions in Montreal. A few named providers outside Canada receive limited data. For example, email delivery receives recipient addresses and fixed notification text, billing receives billing contact and subscription details, and rate limiting receives request counters. The full subprocessor list, with where each provider is located and what it receives, is published on the trust page. See the subprocessor list.
ProposalForge's controls, subprocessors and data flows are on the trust page.
Canadian by default
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