Bid Responder

Privacy Policy

Last updated: January 1, 2025

1. Introduction

Bid Responder (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, website, and related services (collectively, the “Service”).

By accessing or using the Service, you agree to the terms of this Privacy Policy. If you do not agree with any part of this policy, please do not use the Service.

2. Information We Collect

2.1 Information You Provide

  • •Account Information: Name, email address, company name, job title, and password when you register.
  • •Profile Information: Additional details you choose to add to your profile.
  • •Content: Documents, questions, answers, and other materials you upload or create.
  • •Payment Information: Billing details processed through our third-party payment processor.

2.2 Information Collected Automatically

  • •Usage Data: Pages visited, features used, actions taken, timestamps, and frequency of use.
  • •Device Information: Browser type, operating system, device identifiers, and screen resolution.
  • •Log Data: IP address, access times, referring URLs, and error logs.
  • •Cookies: We use cookies and similar technologies to maintain sessions, remember preferences, and analyze usage patterns.

3. How We Use Your Information

We use the information we collect to:

  • •Provide, maintain, and improve the Service.
  • •Process account registration and manage subscriptions.
  • •Power AI-driven features including answer generation, knowledge search, and content matching.
  • •Send transactional emails (verification, password resets, billing receipts).
  • •Monitor and analyze usage trends to improve user experience.
  • •Detect, prevent, and address security incidents, fraud, and technical issues.
  • •Comply with legal obligations.

4. Cookies and Tracking

  • •Essential Cookies: Required for the Service to function (authentication, session management).
  • •Analytics Cookies: Help us understand how visitors interact with the Service.
  • •Preference Cookies: Remember your settings and preferences across sessions.

You can control cookie preferences through your browser settings. Disabling essential cookies may prevent you from using certain features of the Service.

5. Third-Party Services

We may share information with third-party service providers who assist us in operating the Service:

  • •Cloud Infrastructure: Hosting, storage, and computing services.
  • •AI/ML Providers: Natural language processing and content generation. Your content is not used to train models.
  • •Payment Processors: Secure handling of subscription billing.
  • •Email Services: Transactional email delivery.

These providers are contractually obligated to use your information only as necessary to provide their services and are bound by confidentiality agreements.

6. Data Sharing and Disclosure

We do not sell your personal information. We may disclose your information when:

  • •With Your Consent: When you explicitly authorize sharing.
  • •Within Your Organization: Team members within the same company account can access shared content.
  • •Legal Requirements: When required by law, regulation, or governmental request.
  • •Business Transfers: In connection with a merger, acquisition, or sale of assets.

7. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. When you delete your account, we will delete or anonymize your personal information within 30 days, except where retention is required by law.

Content you upload to the knowledge base and Q&A library is retained until you or your organization administrator deletes it, or until your account is terminated.

8. Data Security

We implement industry-standard security measures to protect your information:

  • •Encryption of data in transit (TLS 1.2+) and at rest (AES-256)
  • •Regular security audits and vulnerability assessments
  • •Access controls and authentication mechanisms
  • •Secure password hashing using bcrypt
  • •Monitoring and logging of system access

While we strive to protect your information, no method of transmission or storage is 100% secure.

9. Your Rights

Depending on your jurisdiction, you may have the following rights:

  • •Access: Request a copy of the personal information we hold about you.
  • •Correction: Request correction of inaccurate or incomplete information.
  • •Deletion: Request deletion of your personal information, subject to legal exceptions.
  • •Portability: Request a machine-readable copy of your data.
  • •Withdrawal of Consent: Withdraw consent for processing where consent is the legal basis.

To exercise any of these rights, email us at privacy@bidresponder.com. We will respond within 30 days.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place, such as Standard Contractual Clauses, to protect your information during international transfers.

11. Children's Privacy

The Service is not intended for individuals under 16 years of age. We do not knowingly collect personal information from children. If we learn that we have collected information from a child under 16, we will take steps to delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the “Last updated” date. Your continued use of the Service after changes constitutes acceptance of the revised policy.

13. Contact Us

If you have questions or concerns about this Privacy Policy, please email us at privacy@bidresponder.com.