Privacy Policy

1. Scope of This Privacy Policy

This Privacy Policy applies to information collected through:

• BidFastApp.com.
• Customer dashboards and portals.
• Account registration and login pages.
• Bid review intake forms.
• Document uploads.
• Payment and checkout flows.
• Customer support communications.
• Report viewing and download pages.
• Emails, forms, and other communications with us.
• Analytics, cookies, and similar technologies used on the Site.

This Privacy Policy does not apply to third-party websites, public bid portals, municipal procurement websites, government websites, payment processor websites, or other services that we do not own or control.

2. Information We Collect

We collect information you provide directly, information generated through your use of the Site and Services, and information processed by third-party service providers that support our business.

2.1 Account and Identity Information

When you create an account, place an order, or contact us, we may collect:

• Name.
• Company name.
• Job title or role.
• Email address.
• Phone number.
• Mailing address or billing address.
• Username, login details, and authentication information.
• Password credentials, which are stored in hashed or protected form where applicable.
• Account status, login history, and dashboard activity.

2.2 Business and Contractor Information

When you submit a bid review request, we may collect:

• Trade or specialty.
• Contractor license information.
• State or jurisdiction of operation.
• Company website.
• Years in business, if provided.
• Number of employees, if provided.
• Bonding status or bonding agent information, if provided.
• Insurance information, including certificate of insurance details, if uploaded.
• Certified payroll or prevailing wage experience, if provided.
• MBE, WBE, DBE, SBE, VBE, SDVOB, local hiring, or other certification information, if provided.
• Notes, concerns, or instructions submitted for reviewer attention.

2.3 Bid and Project Information

For purposes of providing our bid review services, we may collect:

• Project name.
• Public owner or issuing agency.
• Agency type.
• Solicitation, bid, RFP, RFQ, or IFB number.
• Bid due date and time.
• Prime contractor or subcontractor status.
• Estimated contract value, if provided.
• Project state, city, county, or jurisdiction.
• Bid submission requirements.
• Uploaded project documents.
• Addenda and clarifications.
• Notes about bid risks, deadlines, and compliance issues.

2.4 Uploaded Bid Documents and Supporting Files

You may upload documents for review, including but not limited to:

• Invitations to bid.
• Instructions to bidders.
• Project manuals.
• Specifications.
• Drawings.
• Bid forms.
• Addenda.
• Wage determinations.
• General conditions.
• Supplementary conditions.
• Insurance requirements.
• Bond forms.
• Certificates of insurance.
• Contractor licenses.
• Diversity compliance forms.
• MBE, WBE, DBE, SBE, VBE, SDVOB, local hiring, or good-faith effort documents.
• Subcontractor listing forms.
• Owner-provided forms.
• Any other documents you upload.

These documents may contain business, project, financial, insurance, wage, licensing, certification, contact, or other sensitive information. You are responsible for ensuring that you have the right to upload all documents you provide to us.

2.5 Payment and Transaction Information

We collect transaction-related information, such as:

• Service tier purchased.
• Price paid.
• Order number.
• Payment status.
• Invoice or receipt information.
• Billing contact information.
• Refund or dispute information.
• Stripe checkout status or related payment metadata.

We use third-party payment processors, such as Stripe, to process payments. We do not store your full credit card number or CVV on our servers. Stripe processes personal data in connection with payment transactions and provides its own privacy materials explaining its practices.

2.6 AI and Document Processing Information

To provide the Services, we may process uploaded documents and customer-provided context through AI-assisted and automated tools. This may include:

• Extracted text from uploaded files.
• OCR or document parsing results.
• AI-generated analysis.
• Structured bid requirement data.
• Report sections.
• Risk classifications.
• Source citations.
• Confidence levels.
• Reviewer edits.
• Internal quality-control notes.
• Processing status and error messages.

We may use third-party AI service providers, including OpenAI or similar providers, to assist with document analysis and report generation. OpenAI states that, by default, it does not train on inputs or outputs from its API Platform unless a customer opts in.

2.7 Communications

We may collect information from communications with you, including:

• Support requests.
• Emails.
• Form submissions.
• Questions about reports.
• Feedback.
• Complaint or dispute communications.
• Notes from calls or follow-up communications.

2.8 Automatically Collected Information

When you access the Site, we may automatically collect:

• IP address.
• Browser type.
• Device type.
• Operating system.
• Referring URLs.
• Pages visited.
• Time and date of access.
• Session duration.
• Clickstream data.
• Approximate geographic location derived from IP address.
• Error logs.
• Site performance data.
• Authentication and security logs.

2.9 Cookies and Similar Technologies

We may use cookies, pixels, web beacons, local storage, analytics tools, and similar technologies to:

• Keep you logged in.
• Remember preferences.
• Secure accounts.
• Measure Site usage.
• Improve Site performance.
• Detect fraud or abuse.
• Understand marketing effectiveness.

You can control cookies through your browser settings. Disabling cookies may affect Site functionality.

3. How We Use Information

We use the information we collect for business and operational purposes, including to:

• Create and manage accounts.
• Authenticate users.
• Process orders.
• Process payments.
• Provide bid package review services.
• Extract text from uploaded documents.
• Analyze bid documents.
• Identify bid submission requirements.
• Identify potential missing forms, addenda issues, bond requirements, insurance requirements, wage rules, diversity compliance obligations, contract traps, and required actions.
• Generate Bid Readiness Reports.
• Allow customers to view, print, save, or download reports.
• Send order confirmations.
• Send report-ready notices.
• Send password reset messages.
• Send document issue notices.
• Respond to support requests.
• Maintain customer dashboards.
• Monitor service quality.
• Improve our workflows, templates, prompts, schemas, user experience, and internal processes.
• Detect, prevent, and investigate fraud, abuse, security incidents, unauthorized access, and policy violations.
• Maintain business records.
• Enforce our Terms of Service.
• Comply with legal obligations.
• Send service-related messages.
• Send marketing communications where permitted by law.

We do not use uploaded bid documents to provide services to your competitors.

4. How We Use AI-Assisted Tools

BidFastApp uses AI-assisted and automated tools to support document extraction, bid requirement analysis, report drafting, citation organization, and internal review workflows.

AI tools may process uploaded documents, extracted text, customer context, and reviewer inputs. AI-generated outputs may be reviewed, edited, accepted, rejected, or supplemented by BidFastApp personnel before a report is delivered.

We use AI tools for support and workflow efficiency. We do not represent that AI-generated outputs are perfect, complete, or error-free.

If you do not want your documents processed through third-party AI-assisted tools, do not use the Services.

5. How We Share Information

We do not sell your uploaded bid documents or customer files.

We may share information with the following categories of recipients:

5.1 Service Providers

We may share information with vendors and service providers that help us operate the Site and provide Services, including:

• Cloud hosting providers.
• Database providers.
• File storage providers.
• Payment processors.
• Email delivery providers.
• Authentication providers.
• AI model providers.
• OCR and document processing providers.
• Analytics providers.
• Security and monitoring providers.
• Customer support tools.
• Professional advisors.

These providers may access information only as reasonably necessary to perform services for us, subject to applicable contractual, technical, or legal obligations.

5.2 Payment Processors

Payments are processed by third-party payment processors such as Stripe. Your payment information is handled by the payment processor according to its own terms and privacy practices. We receive transaction metadata, payment status, receipt information, and limited billing details, but not your full card number or CVV.

5.3 AI and Document Processing Providers

We may provide uploaded documents, extracted text, bid context, and related information to AI and document processing providers to generate or support the Services. Where available, we use business or API services configured not to train provider models on our submitted content by default.

5.4 Legal and Compliance Purposes

We may disclose information if we believe disclosure is necessary or appropriate to:

• Comply with a law, regulation, subpoena, court order, government request, or legal process.
• Enforce our Terms of Service.
• Protect our rights, property, or safety.
• Protect customers, users, or others.
• Investigate fraud, security incidents, abuse, or unlawful activity.
• Respond to chargebacks, payment disputes, or legal claims.

5.5 Business Transfers

We may share or transfer information in connection with a merger, acquisition, financing, reorganization, bankruptcy, sale of assets, sale of business, or similar transaction.

5.6 With Your Direction or Consent

We may share information when you instruct us to do so, such as if you ask us to send information to your insurance broker, bonding agent, attorney, accountant, consultant, employee, subcontractor, or another authorized person.

6. Confidentiality of Bid Documents

We treat uploaded bid documents, project information, and Reports as confidential business information.

We do not intentionally share your Bid Package documents or Reports with:

• Other customers.
• Competitors.
• Public owners.
• Bidders on the same project.
• Unrelated third parties.

This confidentiality commitment does not prevent us from sharing information with service providers, professional advisors, legal authorities, or business successors as described in this Privacy Policy.

You acknowledge that some uploaded documents may already be public records, public bid documents, publicly posted solicitation materials, or materials available through public procurement portals. Our confidentiality obligations apply to our handling of your uploaded files and Reports, not to information that is independently public.

7. Data Retention

We retain information for as long as reasonably necessary to provide the Services, operate our business, comply with legal obligations, resolve disputes, maintain records, prevent fraud, enforce agreements, and improve internal processes.

Unless otherwise stated at the time of purchase or in a separate agreement:

• Uploaded bid documents may be retained for up to 90 days after order completion.
• Reports may be retained in your dashboard for up to one year after delivery.
• Account information may be retained while your account remains active.
• Transaction records may be retained as needed for tax, accounting, legal, and compliance purposes.
• Internal logs, processing metadata, and quality-control records may be retained for a reasonable business period.
• De-identified or aggregated data may be retained indefinitely.

We may delete documents sooner where operationally appropriate.

You may request deletion of certain information by contacting us at support@bidfastapp.com. We may retain information where necessary for legal, tax, security, fraud prevention, dispute resolution, or legitimate business purposes.

8. Security

We use reasonable administrative, technical, and physical safeguards designed to protect information under our control.

These safeguards may include:

• Encrypted connections where supported.
• Access controls.
• Authentication controls.
• Role-based internal access.
• Secure cloud infrastructure.
• Logging and monitoring.
• File access limitations.
• Payment processing through third-party processors.
• Periodic review of security practices.

However, no method of transmission, storage, processing, or electronic communication is completely secure. We cannot guarantee absolute security.

You are responsible for maintaining the confidentiality of your account credentials and for restricting access to your account.

9. Data Breach and Security Incidents

If we become aware of a security incident involving personal information, we will evaluate and respond in accordance with applicable law.

Massachusetts law and regulations impose requirements related to safeguarding personal information and notifying affected persons in certain data breach situations. We will provide notices where required by applicable law.

10. Your Choices

Depending on your location and applicable law, you may have choices regarding your information, including the ability to:

• Access certain personal information.
• Correct inaccurate personal information.
• Delete certain personal information.
• Request a copy of certain information.
• Opt out of marketing emails.
• Restrict certain processing where required by law.
• Object to certain processing where required by law.
• Withdraw consent where processing is based on consent.

To exercise a request, contact us at support@bidfastapp.com.

We may need to verify your identity before fulfilling certain requests. We may deny or limit requests where permitted by law, such as where retention is necessary for legal, security, tax, accounting, dispute resolution, fraud prevention, or legitimate business purposes.

11. Marketing Communications

We may send marketing emails about new features, services, educational content, bid review reminders, or related business updates.

You may opt out of marketing emails by using the unsubscribe link in the email or contacting us.

Even if you opt out of marketing emails, we may still send transactional or service-related communications, such as order confirmations, report delivery emails, password resets, security notices, and policy updates.

12. Cookies and Analytics

We may use analytics tools to understand how users interact with the Site, improve conversion, troubleshoot issues, and monitor performance.

These tools may collect usage information, device information, browser information, pages viewed, buttons clicked, and approximate location information.

You may disable cookies through your browser settings. Some Site features may not function properly without cookies.

If we use advertising or retargeting technologies in the future, we may update this Privacy Policy and provide additional notices or choices where required by law.

13. "Do Not Sell or Share" Notice

We do not sell uploaded bid documents, Reports, or customer project files.

We do not sell personal information for money.

Some privacy laws define "sale," "sharing," or "targeted advertising" broadly. If we use advertising cookies, retargeting pixels, or cross-context behavioral advertising in the future, that activity may be considered a "sale" or "sharing" under certain laws, and we will provide legally required notices and opt-out choices.

If you believe you have a right to opt out of sale, sharing, or targeted advertising under applicable law, contact us at support@bidfastapp.com.

14. California Privacy Notice

This section applies to California residents where the California Consumer Privacy Act, as amended by the California Privacy Rights Act, applies to us.

Depending on our size, revenue, data practices, and legal obligations, some CCPA requirements may or may not apply. If they apply, California residents may have rights to:

• Know what categories of personal information we collect.
• Know the categories of sources of personal information.
• Know the business or commercial purposes for collecting personal information.
• Know the categories of third parties to whom information is disclosed.
• Access specific pieces of personal information.
• Delete personal information.
• Correct inaccurate personal information.
• Opt out of sale or sharing of personal information.
• Limit use of sensitive personal information where applicable.
• Not be discriminated against for exercising privacy rights.

Categories of personal information we may collect include:

• Identifiers, such as name, email, phone number, IP address, and account information.
• Commercial information, such as services purchased, order history, and payment metadata.
• Internet or electronic network activity information, such as Site usage and log data.
• Professional or employment-related information, such as company, trade, license, certification, or role.
• Geolocation information, limited to approximate location derived from IP address.
• Sensitive personal information, only if included by you in uploaded documents or account information.
• Inferences drawn from information, such as service preferences or report-related classifications.

We collect, use, and disclose these categories for the purposes described in this Privacy Policy.

We do not knowingly sell or share personal information of consumers under 16 years of age.

To exercise California privacy rights, contact us at support@bidfastapp.com.

15. Other U.S. State Privacy Rights

Residents of certain states may have rights under applicable state privacy laws, such as rights to access, correct, delete, obtain a copy of personal information, or opt out of certain processing.

If you believe you have rights under a state privacy law, contact us at support@bidfastapp.com. We will respond as required by applicable law.

16. International Users

BidFastApp is intended primarily for businesses and users located in the United States.

If you access the Site from outside the United States, you understand that your information may be processed and stored in the United States or other jurisdictions where our service providers operate. Privacy laws in those jurisdictions may differ from the laws in your location.

By using the Site or Services, you consent to the transfer, processing, and storage of information in the United States and other applicable jurisdictions.

17. Children's Privacy

The Site and Services are intended for businesses and professionals. They are not intended for children.

We do not knowingly collect personal information from children under 13. If we learn that we have collected personal information from a child under 13, we will take reasonable steps to delete it.

18. Third-Party Links and Public Bid Portals

The Site or Reports may contain links to third-party websites, including:

• Public owner websites.
• Procurement portals.
• Municipal websites.
• State agency websites.
• Federal websites.
• Insurance or bonding websites.
• Payment processor websites.
• Other third-party resources.

We are not responsible for the privacy practices, security, content, accuracy, or policies of third-party websites. Your use of third-party websites is subject to their own terms and privacy policies.

19. De-Identified and Aggregated Information

We may use de-identified, anonymized, or aggregated information for business purposes, including:

• Improving our Services.
• Measuring performance.
• Developing templates.
• Improving AI prompts and internal workflows.
• Understanding common bid package issues.
• Creating internal benchmarks.
• Security and fraud prevention.
• Product development.

We do not use de-identified or aggregated information to identify you unless permitted by law.

20. Data Accuracy

You are responsible for providing accurate, complete, and current information.

If you believe information in your account is inaccurate, you may update it through your dashboard where available or contact us at support@bidfastapp.com.

21. Account Closure

You may request closure of your account by contacting support@bidfastapp.com.

After account closure, we may retain certain information as necessary for:

• Legal compliance.
• Tax and accounting records.
• Fraud prevention.
• Security.
• Dispute resolution.
• Enforcement of agreements.
• Backup and archival purposes.
• Legitimate business operations.

22. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When we update it, we will revise the "Last Updated" date. Changes are effective when posted unless otherwise stated.

Your continued use of the Site or Services after an updated Privacy Policy is posted means you acknowledge the updated Privacy Policy.

For material changes, we may provide additional notice where required by law.

23. Contact Us

For questions, requests, or concerns about this Privacy Policy or our privacy practices, contact: