Privacy Policy | BidGenie

This Privacy Policy describes how BidGenie ("we", "us", or "our") collects, uses, discloses, and protects information in connection with our website, web application, and related services (collectively, the "Service"). By accessing or using the Service, you agree to the collection and use of information in accordance with this Privacy Policy.

1. Scope

This Privacy Policy applies to information we collect about users of the Service, including organization owners, administrators, and team members. It does not apply to any third-party services that may be integrated with the Service; those services are governed by their own privacy policies.

2. Information We Collect

2.1 Information You Provide to Us

We collect information you provide directly to us, including:

Account and profile information: name, email address, password, organization name, role, and related details.
Customer Content: RFP documents, questions, responses, templates, and other materials you upload or create within the Service.
Communication information: information contained in support requests, feedback, or other communications with us.
Billing information: subscription details and limited payment information (handled primarily by our payment processors).

2.2 Information We Collect Automatically

When you use the Service, we automatically collect certain information, including:

Usage data: pages viewed, actions taken, features used, time spent, and other interaction data.
Device and log data: IP address, browser type, operating system, device identifiers, referring URLs, and timestamps.
Cookies and similar technologies: we use cookies, local storage, and similar technologies to remember your preferences, keep you signed in, and understand how the Service is used.

2.3 Information from Third Parties

We may receive information about you from third-party services, such as identity providers, payment processors, analytics providers, or integration partners, in accordance with their terms and your settings with them.

3. How We Use Information

We use the information we collect for the following purposes:

To provide, operate, and maintain the Service.
To create and manage user and organization accounts.
To process subscriptions, payments, and billing.
To secure the Service, prevent fraud, and enforce our Terms of Service.
To respond to inquiries, provide support, and communicate with you.
To analyze usage, improve the Service, and develop new features, including AI-powered capabilities.
To comply with legal obligations and protect our legal rights.

4. AI Features and Data Use

The Service may use third-party or hosted AI models to generate suggestions, drafts, or other outputs based on your inputs. When you use AI features, portions of your inputs (such as text from RFPs, questions, or answers) may be sent to our AI providers for processing.

We take steps to limit the personal data included in AI requests and, where possible, we use providers that contractually agree not to use your data to train their models outside of our environment. However, you are responsible for ensuring that Customer Content you provide to AI features is appropriate and compliant with your own contractual and regulatory obligations.

5. Legal Bases for Processing (EEA/UK Users)

If you are located in the European Economic Area or the United Kingdom, we process your personal data on the following legal bases:

Contractual necessity: to provide and operate the Service and perform our obligations under our agreement with you or your organization.
Legitimate interests: to secure and improve the Service, prevent abuse, and protect our legal rights, provided that our interests are not overridden by your fundamental rights and freedoms.
Consent: where required by law, for example for certain types of cookies or marketing communications.
Legal obligation: to comply with applicable laws and regulations.

6. How We Share Information

We may share information as follows:

Within your organization: account and usage information may be visible to organization owners and administrators, in accordance with your organization's settings.
Service providers: with cloud hosting providers, payment processors, analytics tools, email providers, and AI model providers that assist us in operating the Service.
Professional advisors: with lawyers, auditors, and other professional advisors where necessary for the purposes of our business.
Business transfers: in connection with a merger, acquisition, corporate reorganization, or sale of all or part of our business.
Legal and safety: where we believe disclosure is reasonably necessary to comply with law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of BidGenie, our users, or the public.

We do not sell your personal data. We do not share personal data with third parties for their own direct marketing purposes without your consent.

7. Data Retention

We retain personal data for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law. Retention periods may vary depending on the type of data and the context in which it was collected.

8. Data Security

We implement reasonable technical and organizational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. However, no security measures are perfect or impenetrable, and we cannot guarantee absolute security.

9. Your Rights and Choices

Depending on your location and applicable law, you may have the right to:

Access the personal data we hold about you.
Request correction of inaccurate or incomplete personal data.
Request deletion of your personal data in certain circumstances.
Object to or restrict certain processing of your personal data.
Request a copy of your personal data in a portable format.
Withdraw consent to processing where we rely on your consent (without affecting the lawfulness of processing before withdrawal).

To exercise these rights, please contact us using the details in the "Contact Us" section below. We may need to verify your identity before responding to your request.

10. Cookies and Similar Technologies

We use cookies and similar technologies to provide and improve the Service. This may include strictly necessary cookies (for authentication and security), functional cookies (to remember your preferences), and analytics cookies (to understand how the Service is used). Where required by law, we will request your consent before using certain cookies or similar technologies.

You can adjust your browser settings to refuse cookies or to indicate when a cookie is being sent. Some features of the Service may not function properly without cookies.

11. International Data Transfers

BidGenie may process and store information in countries outside your country of residence, which may have data protection laws that are different from those of your country. Where required by law, we implement appropriate safeguards (such as standard contractual clauses) to protect personal data transferred across borders.

12. Children's Privacy

The Service is not directed to children under the age of 16, and we do not knowingly collect personal data from children under 16. If we become aware that a child under 16 has provided us with personal data, we will take steps to delete such information where required by law.

13. Additional Rights for California Residents

If you are a resident of California, you may have additional rights under the California Consumer Privacy Act ("CCPA") and related regulations, including the right to request that we disclose certain information about our collection and use of your personal information, the right to request deletion of your personal information, and the right to not be discriminated against for exercising your privacy rights. We do not sell personal information as that term is defined under the CCPA.

To exercise your California privacy rights, please contact us using the information in the "Contact Us" section below. We may need to verify your identity before responding to your request.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal, technical, or business developments. When we update the policy, we will revise the "Last updated" date at the top of this page and, where appropriate, provide additional notice (such as a banner in the application).

15. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us at privacy@bidgenie.com.

Your continued use of the Service after any changes to this Privacy Policy becomes effective signifies your acceptance of the updated policy.