Privacy Policy & Terms of Service

Information You Provide

We collect information you voluntarily provide when using our services:

• Account Information: Name, email address, password, and company details when you register
• Business Profile: Company name, CAGE code, NAICS codes, capabilities, past performance data, and certifications (e.g., 8(a), HUBZone, SDVOSB)
• Payment Information: Billing details and payment method information processed through our secure payment providers
• User Content: Documents you upload, including capability statements, proposals, and other business documents
• Communication Data: Messages sent through our platform, support inquiries, and feedback

Information Collected Automatically

When you access our services, we automatically collect:

• Device Information: Browser type, operating system, device identifiers, and IP address
• Usage Data: Pages visited, features used, time spent on the platform, click patterns, and navigation paths
• Log Data: Server logs, error reports, and performance metrics
• Location Information: General geographic location based on IP address

Information from Third Parties

We may receive information from:

• Government Databases: Publicly available data from SAM.gov, FPDS, USASpending, and other federal procurement sources
• Authentication Providers: If you sign in using Google or other OAuth providers
• Analytics Partners: Aggregated usage and performance data

AI Analysis Services

• Opportunity Analysis: We analyze government contract opportunities to provide insights on requirements, competition, and fit with your capabilities
• Document Processing: Your uploaded documents may be processed by AI to extract relevant information and provide recommendations
• Teaming Partner Matching: Your business profile is used to identify potential teaming partners from our network
• Proposal Assistance: AI helps generate and refine proposal content based on opportunity requirements and your capabilities

Third-Party AI Services

We use third-party AI services (including OpenAI, Anthropic, and Google) to power our features. When processing your data through these services:

• Data is transmitted securely using encryption
• We do not allow third-party AI providers to use your data for training their models
• Processing is done in compliance with our agreements with these providers
• Sensitive business information is anonymized where possible

Your Control Over AI Processing

You maintain control over how your data is processed:

• You can choose which documents to upload and analyze
• You can request deletion of your data and analysis history
• You can opt out of certain AI features while still using basic platform functionality

Service Delivery

• Provide and maintain our AI-powered contract analysis services
• Process and analyze government contracting opportunities
• Match you with potential teaming partners
• Generate proposal recommendations and assistance
• Process your transactions and manage your subscription

Service Improvement

• Analyze usage patterns to improve our platform and features
• Develop new features based on user needs
• Conduct research and analytics to enhance AI accuracy
• Debug and fix technical issues

Communication

• Send service-related notifications and updates
• Respond to your inquiries and support requests
• Send marketing communications (with your consent)
• Notify you of changes to our services or policies

Legal & Security

• Comply with legal obligations and regulatory requirements
• Enforce our terms of service and policies
• Protect against fraud, abuse, and security threats
• Respond to legal requests and prevent harm

Service Providers

We work with trusted third-party service providers who assist us in operating our platform:

• Cloud Infrastructure: Hosting and data storage services
• AI Processing: Third-party AI services for analysis and generation
• Payment Processing: Secure payment handling
• Analytics: Usage analytics and performance monitoring
• Communication: Email delivery and customer support tools

Teaming Partner Network

If you opt into our teaming partner network:

• Your business profile may be visible to other verified users seeking teaming partners
• You control what information is shared in your public profile
• Contact information is only shared when you explicitly connect with another user

Legal Requirements

We may disclose your information when required by law or to:

• Comply with legal process, court orders, or government requests
• Enforce our terms of service and agreements
• Protect the rights, property, or safety of {COMPANY.NAME}, our users, or others
• Investigate fraud, security breaches, or illegal activities

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity. We will notify you of any such change and any choices you may have regarding your information.

Technical Safeguards

• Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
• Access Controls: Role-based access controls and multi-factor authentication
• Infrastructure: Secure cloud infrastructure with regular security audits
• Monitoring: Continuous security monitoring and threat detection
• Backups: Regular encrypted backups with secure disaster recovery

Organizational Measures

• Employee Training: Regular security awareness training for all team members
• Access Limitation: Information access limited to those who need it for their roles
• Vendor Management: Security assessments for all third-party service providers
• Incident Response: Documented procedures for security incident handling

Retention Periods

• Account Data: Retained while your account is active and for 30 days after deletion request
• Usage Data: Aggregated analytics retained for 24 months
• Transaction Records: Retained for 7 years for tax and legal compliance
• Support Communications: Retained for 3 years after case resolution
• AI Analysis History: Retained while your account is active, deleted upon request

Deletion

When you delete your account or request data deletion:

• Personal data is deleted or anonymized within 30 days
• Backups are purged within 90 days
• Some information may be retained for legal compliance
• Aggregated, anonymized data may be retained for analytics

Access & Portability

• Request a copy of the personal information we hold about you
• Receive your data in a structured, machine-readable format
• Request information about how your data is processed

Correction & Deletion

• Update or correct inaccurate personal information
• Request deletion of your personal data (subject to legal requirements)
• Request restriction of processing in certain circumstances

Opt-Out Rights

• Unsubscribe from marketing communications at any time
• Disable non-essential cookies through browser settings
• Opt out of certain AI processing features
• Withdraw consent where processing is based on consent

California Residents (CCPA)

California residents have additional rights under the California Consumer Privacy Act:

• Right to know what personal information is collected, used, and shared
• Right to delete personal information (with some exceptions)
• Right to opt-out of the sale of personal information (we do not sell your data)
• Right to non-discrimination for exercising your privacy rights

European Users (GDPR)

Users in the European Economic Area have rights under GDPR including:

• Right to access, rectify, and erase personal data
• Right to data portability
• Right to object to processing
• Right to lodge a complaint with a supervisory authority

Types of Cookies

• Essential Cookies: Required for basic platform functionality, authentication, and security
• Functional Cookies: Remember your preferences and settings
• Analytics Cookies: Help us understand how you use our platform to improve our services
• Performance Cookies: Monitor platform performance and identify issues

Managing Cookies

You can control cookies through:

• Browser settings: Most browsers allow you to block or delete cookies
• Our cookie settings: Manage cookie preferences in your account settings
• Note: Blocking essential cookies may affect platform functionality

Do Not Track

Our platform currently does not respond to "Do Not Track" browser signals. However, you can use the cookie management options described above to control tracking.

Account Registration

• You must provide accurate and complete information when creating an account
• You are responsible for maintaining the confidentiality of your account credentials
• You must notify us immediately of any unauthorized use of your account
• You must be at least 18 years old to use our services
• One person or legal entity may maintain only one account

Subscription & Payment

• Subscription fees are billed in advance on a monthly or annual basis
• All fees are non-refundable except as required by law or stated in our refund policy
• We may change pricing with 30 days notice; existing subscriptions are honored until renewal
• Failure to pay may result in suspension or termination of your account
• You are responsible for all taxes associated with your subscription

User Content

• You retain ownership of all content you upload to {COMPANY.NAME}
• You grant us a license to use your content to provide and improve our services
• You represent that you have the right to share any content you upload
• You are responsible for ensuring your content does not violate any laws or third-party rights

AI-Generated Content

• AI-generated analysis and recommendations are provided for informational purposes only
• You are responsible for reviewing and verifying AI-generated content before use
• AI outputs should not be considered legal, financial, or professional advice
• We do not guarantee the accuracy, completeness, or suitability of AI-generated content

Intellectual Property

• COMPANY.NAME and its features are protected by copyright, trademark, and other intellectual property laws
• You may not copy, modify, distribute, or reverse engineer our software
• Our trademarks and brand assets may not be used without written permission
• Feedback you provide may be used by us without obligation to you

Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

• BidSense AI is provided "as is" without warranties of any kind
• We are not liable for any indirect, incidental, special, or consequential damages
• Our total liability is limited to the amount you paid us in the 12 months preceding the claim
• We do not guarantee that our services will be uninterrupted or error-free
• We are not responsible for decisions made based on AI-generated recommendations

Indemnification

You agree to indemnify and hold harmless BidSense AI, its officers, directors, employees, and agents from any claims, damages, or expenses arising from your use of our services, violation of these terms, or infringement of any third-party rights.

Termination

• You may terminate your account at any time through account settings or by contacting support
• We may suspend or terminate your account for violation of these terms
• Upon termination, your right to use our services ceases immediately
• Provisions that should survive termination (e.g., limitation of liability) will remain in effect

Governing Law

These terms are governed by the laws of the State of Delaware, United States, without regard to its conflict of law principles. Any disputes will be resolved in the courts located in Delaware.

Changes to Terms

We may update these terms from time to time. We will notify you of material changes by email or through our platform. Continued use of our services after changes constitutes acceptance of the updated terms.

Prohibited Activities

• Violate any applicable laws, regulations, or third-party rights
• Submit false, misleading, or fraudulent information
• Impersonate another person or entity
• Attempt to gain unauthorized access to our systems or other user accounts
• Use our services to send spam, malware, or other malicious content
• Interfere with or disrupt the integrity or performance of our services
• Scrape, crawl, or use automated means to access our platform without permission
• Reverse engineer, decompile, or attempt to extract source code
• Use our AI features to generate harmful, illegal, or misleading content
• Resell or redistribute our services without authorization
• Use our services in any way that could harm minors

Content Standards

Content you submit must not:

• Contain illegal, defamatory, or obscene material
• Infringe on intellectual property or privacy rights
• Contain viruses, malware, or other harmful code
• Be misleading or deceptive
• Violate export control laws or contain classified information