1. Who we are
This Privacy Policy describes how WorkShare LLC ("BotBid", "we", "us" or "our") collects, uses and shares personal information when you visit our public website, request early access, use the private demo, or use the BotBid service.
You can reach us at hello@botbid.ai or by mail at 397 Union Ave, Laconia, NH 03246.
When a business customer uses BotBid, that customer controls the information it puts into its workspace. For that information we act as a service provider (also called a processor) for the customer, under our Terms of Service and Data Processing Addendum. If your information is in a customer's workspace and you want to exercise a privacy right, please contact that customer. We will help them respond.
2. Information we collect
We collect the following kinds of information:
- Account information: name, work email, phone number, job title, company name, role, password (stored only as a secure hash) and two-step sign-in settings.
- Workspace and company information that customers enter: company identity and registrations, certifications, insurance and license details, past projects and references, staff and signer names and contact details, pricing, and bid plans.
- Documents that customers upload or that the service fetches for them: solicitations, addenda, forms, proposals, certificates and similar files, which may contain personal information about staff, references or agency contacts.
- Usage and telemetry: features used, pages viewed, actions taken, errors, and performance information inside the app.
- Demo-session interaction logs, for people who sign the demo confidentiality agreement: page views, clicks, navigation, filters used, time on screen, and text typed into demo-only fields. Passwords are never logged.
- Website contact and early-access form data: name, work email, company, role and anything you write in the form.
- Device and log data: IP address, browser type, device type, operating system, referring page, and dates and times of requests.
- Billing information: billing contact and address. Card details are collected and stored by our payment processor, not by us.
- Communications: messages you send us, support requests and feedback.
3. How we use information
We use personal information to:
- provide, operate and maintain the service and the demo;
- create and secure accounts, including sign-in, two-step sign-in and fraud prevention;
- process payments and manage subscriptions;
- send service messages, such as digests, alerts, security notices and billing notices;
- respond to early-access requests, questions and support requests;
- enforce the demo confidentiality agreement and our terms;
- monitor, debug and improve the service, including by studying how features are used;
- comply with law and respond to lawful requests;
- protect the rights, property and safety of BotBid, our customers and others.
4. Our reasons for processing
We process personal information to perform our contracts with customers and demo visitors, to pursue our legitimate business interests in running and securing a reliable service, to comply with legal obligations, and, where required, with consent. Where we rely on consent, you may withdraw it at any time, and the withdrawal does not affect earlier processing.
5. AI processing
BotBid uses artificial intelligence models to read documents, summarize, score, draft and recommend. To do this, relevant parts of a customer's information may be sent to AI model providers that process it for us under business terms.
We do not use customers' private documents or workspace information to train shared AI models, and our AI model providers are not permitted to use it to train their models. Each customer's private information is used only for that customer.
Before text is sent to an AI model, the service removes values flagged as secret, such as portal passwords, signature images, tax identification numbers and bank numbers. We keep a record of what was sent for a limited period for security and audit.
AI output can be wrong. A person at the customer reviews and approves every price, signature and submission.
6. How we share information
We share personal information only as described here:
- Subprocessors: service providers that process information for us under contracts that limit their use of it. They fall into these categories: hosting and infrastructure, data backup, email delivery, text message and push notification delivery, payment processing, AI model providers under business terms, voice and video production tools, and customer support tools.
- Within a customer's workspace: information is visible to that customer's authorized users according to their roles.
- Agencies and contacts, at a customer's direction: for example, when a customer sends an email or submits a document to an agency.
- Legal and safety: when required by law, subpoena or court order, or to protect rights, property or safety.
- Business transfers: in connection with a merger, acquisition, financing or sale of assets, subject to this policy.
- With your consent or at your direction.
7. Subprocessor list
A current list of our subprocessors, with the category of service each one provides and where it processes data, is available on request at hello@botbid.ai. Customers who sign our Data Processing Addendum receive notice before we add or replace a subprocessor.
8. No sale of personal information
We do not sell personal information, and we do not share personal information for cross-context behavioral advertising. We have not done so in the past 12 months.
9. How long we keep information
We keep personal information only as long as needed for the purposes in this policy, unless the law requires or allows longer.
- Account and workspace information: while the account is active, then up to [30] days after the subscription ends to allow a final export, then deleted. Backups age out on a rolling schedule of about [30] days.
- Demo interaction logs: 24 months, to enforce the demo confidentiality agreement.
- Records of text sent to AI models: up to [90] days.
- Audit logs and billing records: as long as needed for security, accounting, tax and legal purposes.
- Website contact and early-access requests: up to 24 months after our last contact, unless you become a customer.
10. Security
We use administrative, technical and physical safeguards designed to protect personal information. These include encryption in transit and at rest, separation of each customer's data from every other customer's, separate encryption for stored portal logins and signatures, role-based access, required two-step sign-in for powerful roles, audit logging, regular backups and restore tests, and vulnerability management.
No method of transmission or storage is perfectly secure, and we cannot promise absolute security. If we learn of a breach that affects your personal information, we will notify you and others as required by law.
11. Your choices and rights
Depending on where you live, you may have the right to:
- know what personal information we hold about you and get a copy;
- correct inaccurate information;
- delete your information;
- receive your information in a portable format;
- opt out of marketing emails, using the unsubscribe link or by contacting us;
- not be treated differently for exercising your rights.
12. How to make a request
Send requests to hello@botbid.ai or 397 Union Ave, Laconia, NH 03246. We will verify your identity before acting, usually by confirming control of the email address we have on file. You may use an authorized agent, who must show written permission from you. We will respond within the time the law requires. If we decline a request, we will explain why and, where the law provides one, how to appeal.
13. California privacy rights
This section applies to California residents under the California Consumer Privacy Act, as amended by the California Privacy Rights Act.
In the past 12 months we have collected these categories of personal information: identifiers (such as name, email, IP address); professional or employment-related information (such as job title, company and role); commercial information (such as plan and billing history); internet or other electronic network activity (such as usage, telemetry and demo interaction logs); and inferences drawn from use of the service, such as which features are most useful to a company. We collect these from you, from your employer or the customer you work with, from your device, and from public sources such as public bid notices.
We use and disclose these categories for the business purposes described in Sections 3 and 6. We disclose them to subprocessors and the other recipients listed in Section 6.
We do not sell or share personal information, as those terms are defined in California law, and we have no actual knowledge of selling or sharing the personal information of consumers under 16.
Sensitive personal information: account login credentials are used only to provide and secure the service. Customers may store tax identification numbers, signatures or portal credentials in their workspace; we use them only to provide the service at the customer's direction, and not to infer characteristics about anyone.
California residents have the rights to know, access, correct and delete personal information, to limit the use of sensitive personal information where it applies, and to be free from retaliation for exercising these rights. Make requests as described in Section 12.
14. Other US state privacy laws
Residents of Virginia, Colorado, Connecticut, Utah, Texas and other states with comprehensive privacy laws may have rights to confirm whether we process their personal data, to access, correct and delete it, to get a portable copy, and to opt out of targeted advertising, the sale of personal data, and profiling that produces legal or similarly significant effects.
We do not sell personal data, do not use it for targeted advertising, and do not use it for profiling that produces legal or similarly significant effects. To make a request, follow Section 12. If we deny your request, you may appeal by replying to our decision with the word "appeal". If the appeal is denied, you may contact your state attorney general.
15. Children
BotBid is a business service. It is not directed to children under 16, and we do not knowingly collect personal information from them. If you believe a child has given us personal information, contact us and we will delete it.
16. Cookies and similar technologies
Our public website uses no tracking cookies and no advertising cookies, and it does not load third-party advertising or analytics trackers.
The BotBid app uses only strictly necessary cookies, such as a session cookie that keeps you signed in, security cookies that protect forms against forgery, and a cookie that remembers a trusted device for two-step sign-in. The app will not work without them.
The private demo uses a session token to keep your access active and tie your activity to the demo confidentiality agreement you signed.
Emails we send for customers to agencies do not include open or click tracking unless the customer turns it on for that kind of message.
17. International users
BotBid is based in the United States and designed for companies that sell to United States government agencies. We store and process information in the United States, in our primary hosting region in the eastern United States (US-East). If you use BotBid from outside the United States, you understand that your information will be processed in the United States, where privacy laws may differ from those in your country.
18. Changes to this policy
We may update this policy from time to time. Each version has a version number and an effective date. If we make material changes, we will notify customers by email or in the service before the change takes effect.
19. Contact us
Questions about this policy or our privacy practices can be sent to hello@botbid.ai or to WorkShare LLC, 397 Union Ave, Laconia, NH 03246.