Legal

Privacy Policy

Effective September 16, 2026 · Version 2026-09-16

Bid Intelligence ("Bid Intelligence", "we", "us", "our") understands the importance of your privacy. This Privacy Policy explains how we collect, use, disclose, and manage information in connection with the website at bidintel.co, the Bid Intelligence application, and the Bid Intelligence connector for AI assistants (together, the "Service"). Bid Intelligence is a business-to-business bid-analysis tool for heavy-civil contractors that bid public transportation work, starting with Florida Department of Transportation (FDOT) lettings.

By using or accessing the Service, you agree to this Privacy Policy. If you do not agree to this Privacy Policy, do not access or use the Service.

In short, this policy covers:

the information we collect and why we collect it;
how we use that information;
how we share it; and
the choices you have.

1. Personal information we collect

We collect only the personal information we need to operate the Service. You may provide it to us, or your firm's administrator may provide it on your behalf, when you:

Request access. When you request access from our website we collect your name, work email address, and company name, along with the IP address and browser details of the submitting device for security and anti-abuse purposes.
Hold an account. If your firm is provisioned a workspace, we store your email address, display name, role within the workspace (administrator, editor, or viewer), sign-in activity, and, if you enable it, the fact that two-factor authentication is turned on. We never see your password; it is handled by our authentication provider in hashed form.
Subscribe to a paid plan. Payments are processed by our payment provider. We receive your billing contact, plan, and payment status. We do not receive or store card numbers.
Connect an AI assistant. If you connect an AI assistant (for example, Claude) to your workspace through our connector, we record which account authorized the connection, when, and which questions the connector answered, so you can review and revoke that access.
Contact us. If you email us or contact support, we keep that correspondence to respond and for our records.

2. Your firm's bid and cost data

The estimates, bid sheets, cost breakdowns, and pricing your firm uploads to the Service ("Customer Data") are business records, not personal information, but we treat them as confidential. Customer Data is stored in a workspace that belongs to your firm and is isolated from every other firm at the database layer. We do not show one firm's Customer Data to another firm, and we do not merge it into any shared dataset, benchmark, or prediction model. Market benchmarks and competitor analysis in the Service are built from public records: bid tabulations, price histories, and letting notices published by state transportation departments. Those public records are not Customer Data and are not personal information about you.

3. Information collected automatically

When you use the Service, we and our infrastructure providers automatically record certain technical information, including your IP address, browser type and version, operating system, device type, the pages and features you use, the dates and times of your visits, referring pages, and standard server logs. Depending on where you live, your IP address may be considered personal information. We use this data to run and secure the Service, to rate-limit abusive traffic, and to understand which features are used. It is possible that personal information is occasionally mixed into this technical data; if you believe we have inadvertently collected your personal information, tell us at privacy@bidintel.co and we will address it.

4. How we use information

We use personal information only as described here, unless you consent to another use at the time we collect it:

to evaluate and respond to access requests and to set up, manage, and bill firm workspaces;
to provide, maintain, and secure the Service, including sign-in, two-factor authentication, per-firm data isolation, rate limiting, and audit logging;
to deliver the alerts and reports you or your firm turn on, such as letting digests and bid-result emails;
to respond to your inquiries and support requests;
to send you service messages and, with your consent, occasional messages about our own products and features;
to investigate suspected fraud, abuse, security incidents, or violations of law or of our Terms of Service; and
to comply with law and to establish, exercise, or defend legal claims.

Aggregated or de-identified information that does not identify you or your firm may be used for any lawful purpose, such as reporting how many firms bid in a given district.

We do not give your personal information to third parties so they can market to you. We share it only in the following situations:

Service providers. We rely on a small number of vendors ("subprocessors") that process information on our behalf and only under contract for the purpose of running the Service: a cloud database, authentication, and file-storage provider; a web-hosting provider; a source-control and continuous-integration provider; a transactional email provider that sends account and alert emails; an error-monitoring provider; a product-analytics provider; and a payment processor. All of these process data in the United States. We urge you to review the privacy practices of any vendor you interact with directly, such as our payment processor at checkout.
AI assistants you connect. If your firm connects an AI assistant to the Service, the answers to the questions you ask through that assistant are sent to the assistant's provider under that provider's terms. You control that connection and can revoke it at any time. We do not otherwise send your information to AI providers.
Within your firm. Administrators of your firm's workspace can see the members of that workspace, their roles, and the activity log for the workspace.
Legal and safety. We may disclose information if required by law, subpoena, or legal process, or to investigate suspected fraud, abuse, or violations of law or our policies, or to protect the rights, property, and safety of Bid Intelligence, our customers, or others.
Business transfers. If Bid Intelligence is involved in a merger, acquisition, financing, or sale of all or part of its business, information may be transferred as part of that transaction, subject to this Privacy Policy.
Affiliates. We may share information with an affiliate in the same corporate family as us, provided its privacy practices are substantially similar to ours.

6. We do not sell your information

We do not sell your personal information, and we do not "share" it for cross-context behavioral advertising, as those terms are defined under the California Consumer Privacy Act (CCPA/CPRA). We do not use your information for targeted advertising, and we do not sell or license your firm's Customer Data to anyone.

7. Cookies, local storage, and analytics

"Cookies" and browser local storage are small pieces of information a website places on your device so it can remember you between page loads. The Service uses them sparingly and only to make the Service work:

Sign-in session. Our authentication provider keeps your session token in your browser so you stay signed in. If you leave "keep me signed in" unchecked, the token is cleared when you close the tab.
Preferences. The application stores functional values such as your light/dark theme choice and your current workspace so the app loads correctly.
Website analytics. On the public website we count anonymous page views (the page visited, the referring site, and approximate location derived from your IP address) to understand how visitors find us. A random identifier is kept in local storage so repeat visits are not double-counted; it is not tied to your name or email.
Product analytics. Inside the signed-in application and the AI-assistant connector we use a product-analytics provider to understand which features are used. We capture a small set of usage events, such as which tab you open, when an upload completes, or which connector tool answered a question, keyed to an internal account identifier rather than your name or email. The text of your questions and the contents of your uploads are never included. We do not use advertising pixels, cross-site trackers, or session recordings. Analytics data is processed in the United States.

We do not place advertising cookies, and no advertiser or business partner sets cookies through the Service. You can block or clear cookies and local storage in your browser settings; if you do, you will need to sign in again and some features may not work.

8. Security

The security of your information matters to us. We use reasonable physical, electronic, and managerial safeguards, including encryption in transit (HTTPS/TLS) and at rest; strict per-firm data isolation enforced at the database layer; least-privilege access controls; optional two-factor authentication for accounts; a content-security policy and standard security headers; rate limiting; and audit logging of changes to firm data and of connector activity. Only personnel who need access to information to perform their duties are authorized to access it. No method of transmission or storage over the Internet is perfectly secure, so we cannot guarantee absolute security, but we maintain a documented incident-response process and will notify affected customers of a breach as required by law. For more on protecting your privacy generally, see ftc.gov/privacy.

9. Data retention

We keep personal information only as long as needed for the purposes above and then delete or de-identify it:

Access requests: retained while we evaluate them and for a limited period after; declined or stale requests are purged on a recurring schedule.
Account information: retained for the life of your firm's workspace and deleted or anonymized after the workspace closes, subject to legal and records requirements.
Customer Data: retained while your firm's workspace is active; after termination, made available for export for a limited window and then deleted.
Security, rate-limit, and connector audit logs: retained for a bounded period (connector logs for 90 days) and then purged or de-identified.
Correspondence: retained as long as reasonably needed for the matter it concerns and our records.

10. Your privacy rights

Depending on where you live (for example, California and other U.S. states with privacy laws), you may have the right to:

know or access the personal information we hold about you;
correct inaccurate personal information;
delete your personal information; and
opt out of the sale or sharing of personal information (we do neither).

To exercise any of these rights, email privacy@bidintel.co. We will verify your request, typically by confirming control of the email address on file, and respond within the time required by applicable law. You may use an authorized agent where the law permits. We will not discriminate against you for exercising your rights. If you use the Service through your employer's workspace, some requests may need to be routed through your firm's administrator, because your employer controls that workspace.

11. Communications and opting out

By giving us your email address you consent to receive service communications from us: account and security notices, responses to your requests, and any alerts or reports you or your firm have turned on (for example, daily letting digests or bid-result emails). Each alert email includes a way to turn it off, and you can also manage alerts inside the application. We will send marketing email only with your consent, and every marketing email includes an unsubscribe link; we process opt-outs within a reasonable time. We do not give your contact information to other parties to promote their products to you. We do not collect phone numbers and do not send text messages.

12. Feedback you send us

If you send us suggestions, ideas, or feedback about the Service, you agree that we may use them to improve the Service without any obligation to you. This does not apply to your Customer Data or to information covered elsewhere in this Privacy Policy, which remains confidential as described above.

13. "Do Not Track"

Because we do not track users across third-party websites or services, we do not respond differently to browser "Do Not Track" signals. We simply do not perform that kind of tracking.

14. Children

The Service is a business tool intended for use by businesses and their personnel. It is not directed to children, and we do not knowingly collect personal information from anyone under 18. If we learn we have collected information from a child, we will delete it.

15. Third-party sites and services

The Service links to third-party websites, including state transportation department portals where bid tabulations and letting notices are published. We are not responsible for the privacy practices or content of those sites, and this Privacy Policy does not apply to them. If you connect an AI assistant to the Service, that assistant's provider handles your conversations under its own privacy policy.

16. Where data is stored

Our servers and service providers are located in the United States. By using the Service you consent to your information being transferred to, stored in, and processed in the United States as described in this Privacy Policy. Data stored in the United States may be subject to lawful requests by courts or law-enforcement authorities in the United States.

17. No rights of third parties

This Privacy Policy does not create rights enforceable by third parties and does not require us to disclose any personal information relating to users of the Service.

18. Terms of Service

Use of the Service is governed by our Terms of Service, into which this Privacy Policy is incorporated. If you do not agree to the Terms and this Privacy Policy, you may not access or use the Service.

19. Governing law

This Privacy Policy and our obligations under it are governed by the laws of the State of Florida, regardless of your location. You consent to the jurisdiction and venue of the courts located in Bay County, Florida, and disputes relating to it are resolved as set out in the Terms of Service.

20. Changes to this policy

We may change this Privacy Policy from time to time. When we do, we will update the effective date and version above. If we ever plan to use personal information in a way that materially differs from this policy, including sharing it with additional third parties, we will post the change here in advance and give you the opportunity to opt out of the new use. Your continued use of the Service after a change takes effect means you accept the revised policy.

21. Contact

Questions, concerns, or privacy requests? Contact Bid Intelligence at privacy@bidintel.co.