Legal

Privacy Policy

Last updated:

This Privacy Policy describes how Bid Copilot, Inc. ("Bid Copilot," "we," "us," or "our") collects, uses, and shares information about you when you visit bidcopilot.com (the "Site") or use our software service (the "Service"). By using the Site or Service, you agree to this Policy. If you do not agree, please do not use the Service.

Information We Collect

We collect information from and about you in several ways.

Information you provide to us

We collect information you provide directly, including:

  • Account information — name, email address, password, company name, role, and phone number when you create an account.
  • Billing information — payment method, billing address, and transaction details when you subscribe. Payments are processed by a third-party payment processor; we do not store full payment card numbers on our servers.
  • Service content — information you input into the Service, such as customer records, project details, proposals, change orders, attachments, and notes.
  • Communications — correspondence and information sent to us through contact forms, email, chat, support tickets, or other channels.

Information we collect automatically

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

  • Usage data — pages visited, features used, time spent, search queries, click and scroll patterns, and other interactions.
  • Device and technical information — IP address, browser type and version, operating system, device identifiers, screen resolution, language preference, and referring URLs.
  • Cookies and similar technologies — see the section "Cookies and Similar Technologies" below.

Information from third parties

We may receive information about you from third parties, including:

  • Service providers and analytics partners that help us operate the Service.
  • Lead generation, advertising, or marketing partners.
  • Publicly available sources.
  • Other users who refer you to the Service or interact with you through the Service.

How We Use Your Information

We use the information we collect to:

  • Provide, operate, maintain, and improve the Site and Service.
  • Process transactions and send related confirmations and communications.
  • Send account, technical, security, and other service-related notifications.
  • Send marketing communications, subject to your preferences and applicable law.
  • Respond to inquiries, provide customer support, and resolve disputes.
  • Personalize content, features, and recommendations.
  • Monitor and analyze trends, usage, and effectiveness of the Service.
  • Detect, prevent, investigate, and address fraud, abuse, security incidents, and other harmful or unlawful activity.
  • Comply with legal obligations and enforce our agreements.

Cookies and Similar Technologies

We and our service providers use cookies, web beacons, pixel tags, local storage, and similar technologies (collectively, "Cookies") to operate the Site, remember your preferences, analyze usage, deliver content, and support marketing. You can control Cookies through your browser settings; disabling Cookies may limit certain features of the Site or Service.

We use both first-party and third-party Cookies. Categories include strictly necessary Cookies, performance and analytics Cookies, functional Cookies, and marketing Cookies.

How We Share Your Information

We may share your information in the following circumstances:

Service providers

We share information with third parties that perform services on our behalf, such as cloud hosting, analytics, payment processing, email delivery, customer support, e-signature, and security. These providers are contractually bound to use information only for the services they perform for us.

Legal requirements

We may disclose information when required by law, legal process, government request, or to enforce our agreements, protect our rights and property, or protect the safety of any person.

Business transfers

If we are involved in a merger, acquisition, financing, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you (e.g., by email and/or notice on the Site) of any change in ownership or use of your personal information.

With your consent

We may share information at your direction or with your consent.

We do not sell your personal information for monetary consideration. To the extent any of our processing constitutes a "sale" or "sharing" under California law, you may opt out as described in Section 6 below.

Data Retention

We retain personal information for as long as necessary to provide the Service, comply with our legal obligations, resolve disputes, and enforce our agreements. Retention periods vary based on the type of information and the purposes for which we process it. When information is no longer needed, we delete or anonymize it.

Your Rights and Choices

All users

You may access, correct, and update your account information at any time through the Service. You may opt out of marketing emails by clicking the "unsubscribe" link in any marketing email or by contacting us. We will still send service-related communications.

California residents (CCPA / CPRA)

If you are a California resident, you have the following rights, subject to certain exceptions:

  • The right to know what personal information we collect, use, disclose, and sell or share.
  • The right to access a copy of personal information we have collected about you.
  • The right to delete personal information.
  • The right to correct inaccurate personal information.
  • The right to opt out of the sale or sharing of personal information.
  • The right to limit the use of sensitive personal information.
  • The right not to be discriminated against for exercising your rights.

To exercise these rights, please contact us at the address in Section 12. We may need to verify your identity before responding. You may also designate an authorized agent to make a request on your behalf.

European Economic Area, United Kingdom, and Switzerland residents (GDPR / UK GDPR / FADP)

If you are located in the EEA, UK, or Switzerland, you have the following rights with respect to your personal data:

  • The right of access to your personal data.
  • The right to rectification of inaccurate or incomplete data.
  • The right to erasure ("right to be forgotten") in certain circumstances.
  • The right to restrict or object to certain processing.
  • The right to data portability.
  • The right to withdraw consent at any time where processing is based on consent.
  • The right to lodge a complaint with your local supervisory authority.

The legal bases on which we process personal data include: your consent, performance of a contract with you, compliance with our legal obligations, and our legitimate interests (such as operating, securing, and improving the Service).

Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information from loss, theft, misuse, unauthorized access, disclosure, alteration, and destruction. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials.

Children's Privacy

The Service is not directed to children under 13 (or under 16 in jurisdictions where such consent is required), and we do not knowingly collect personal information from children. If we learn that we have collected personal information from a child without verified parental consent, we will delete it as quickly as possible. If you believe we may have collected information from a child, please contact us at the address in Section 12.

International Data Transfers

We are based in the United States and process personal information in the United States and other countries where our service providers operate. If you are located outside the United States, your information will be transferred to and processed in countries that may have different data protection laws than your country of residence. Where required by law, we use appropriate safeguards (such as standard contractual clauses) for such transfers.

Third-Party Links and Services

The Site and Service may contain links to third-party websites, applications, and services that we do not operate. This Policy does not apply to those third parties. We are not responsible for their privacy practices, and we encourage you to review their policies.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will post the revised Policy on this page and update the "Last updated" date above. For material changes, we may provide additional notice (such as by email or a notice on the Site). Your continued use of the Site or Service after the revised Policy takes effect constitutes your acceptance of the changes.

Contact Us

If you have any questions or requests about this Privacy Policy or our privacy practices, please contact us at:

Bid Copilot, Inc.

[Mailing address — to be added]

[Email — to be added]