Bid Responder

Terms of Service

Last updated: January 1, 2025

1. Acceptance of Terms

By accessing or using the Bid Responder platform, website, and related services (collectively, the “Service”), you agree to be bound by these Terms of Service (“Terms”). If you are using the Service on behalf of an organization, you represent that you have the authority to bind that organization to these Terms.

If you do not agree to these Terms, you may not access or use the Service.

2. Description of Service

Bid Responder is an AI-powered platform designed to help teams respond to Requests for Proposals (RFPs), Requests for Quotations (RFQs), and similar procurement documents. The Service includes:

  • •AI-assisted answer generation based on your organization's knowledge base
  • •Document upload, parsing, and knowledge extraction
  • •Question and answer library management
  • •Team collaboration and workflow management
  • •Export and formatting of completed responses

3. Account Registration

To use the Service, you must create an account. You agree to:

  • •Provide accurate, current, and complete information during registration
  • •Maintain the security and confidentiality of your login credentials
  • •Notify us immediately of any unauthorized access to your account
  • •Accept responsibility for all activities that occur under your account

We reserve the right to suspend or terminate accounts that violate these Terms or that remain inactive for extended periods.

4. Subscription and Billing

The Service is offered under subscription plans as described on our Pricing page. By subscribing, you agree to:

  • •Pay all applicable fees in accordance with your selected plan
  • •Authorize us to charge your designated payment method on a recurring basis
  • •Accept that fees are non-refundable except as expressly stated or required by law

We may modify pricing with at least 30 days' notice. Changes apply at the start of your next billing cycle.

5. Acceptable Use

You agree not to:

  • •Use the Service for any unlawful purpose or in violation of applicable laws
  • •Upload malicious code, viruses, or content designed to disrupt the Service
  • •Attempt to gain unauthorized access to other accounts or systems
  • •Use the Service to generate misleading, fraudulent, or deceptive content
  • •Reverse engineer, decompile, or disassemble any part of the Service
  • •Resell, sublicense, or redistribute the Service without prior written consent

6. Intellectual Property

6.1 Our Intellectual Property

The Service, including its design, features, code, algorithms, and documentation, is owned by Bid Responder and protected by intellectual property laws.

6.2 Your Content

You retain ownership of all content you upload or create. By using the Service, you grant us a limited, non-exclusive license to process, store, and display your content solely as necessary to provide the Service. We do not use your content to train machine learning models shared with other customers.

6.3 Feedback

If you provide feedback or suggestions about the Service, you grant us the right to use that feedback without restriction or compensation.

7. AI-Generated Content

The Service uses artificial intelligence to generate suggested answers. You acknowledge that:

  • •AI-generated content is provided as a suggestion and should be reviewed before use
  • •We do not guarantee the accuracy, completeness, or suitability of AI-generated content
  • •You are solely responsible for reviewing and approving all content before submission
  • •AI-generated content should not be relied upon as legal, financial, or professional advice

8. Data Protection

Our collection and use of personal information is governed by our Privacy Policy, which is incorporated into these Terms by reference.

For enterprise customers processing personal data under applicable data protection laws (e.g., GDPR), we offer a Data Processing Agreement upon request.

9. Service Availability

We strive to maintain high availability but do not guarantee uninterrupted access. We may temporarily suspend the Service for maintenance, updates, or circumstances beyond our control. We will provide reasonable advance notice of scheduled maintenance when possible.

10. Limitation of Liability

To the maximum extent permitted by law, Bid Responder and its officers, directors, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities, arising out of or related to your use of the Service.

Our total liability for any claims arising under these Terms shall not exceed the amount you paid us in the twelve (12) months preceding the claim.

11. Indemnification

You agree to indemnify and hold harmless Bid Responder and its affiliates from any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising from your use of the Service, your violation of these Terms, or your infringement of any third-party rights.

12. Termination

Either party may terminate these Terms at any time. You may cancel your account through the account settings page.

  • •Upon termination, your right to use the Service ceases immediately
  • •We will retain your data for 30 days after termination to allow for export, after which it will be permanently deleted
  • •Provisions that by nature should survive termination will remain in effect

13. Governing Law

These Terms are governed by the laws of the State of California, United States, without regard to conflict of law principles. Any disputes shall be resolved exclusively in the state or federal courts located in San Francisco County, California.

14. Modifications

We may update these Terms from time to time. Material changes will be communicated via email or through a notice on the Service at least 30 days before they take effect. Continued use of the Service after changes constitutes acceptance of the revised Terms.

15. Miscellaneous

  • •Entire Agreement: These Terms, together with the Privacy Policy, constitute the entire agreement between you and Bid Responder.
  • •Severability: If any provision is found unenforceable, the remaining provisions continue in full force.
  • •Waiver: Failure to enforce any right does not constitute a waiver of that right.
  • •Assignment: You may not assign these Terms without our prior written consent.

16. Contact Us

If you have questions about these Terms, please email us at support@bidresponder.com.