1. Who these terms apply to
These Terms of Service (the "Terms") are an agreement between WorkShare LLC ("BotBid", "we", "us" or "our") and the company or other organization that signs up for or uses the BotBid service (the "Customer", "you" or "your").
If you accept these Terms for a company, you confirm that you have the authority to bind that company. If you do not have that authority, or you do not agree to these Terms, do not use the service.
You accept these Terms when you complete checkout, accept an invitation, check a box that refers to them, or use the service. Each person who signs in under your account (an "Authorized User") must also follow these Terms, and you are responsible for their use.
2. The service
BotBid is an early-access software platform that helps companies that sell to government agencies find, evaluate, plan, write and track public bids and proposals. Features may include finding public solicitations, scoring their fit, building step-by-step bid plans, watching for addenda and changes, drafting emails and proposal text, filling forms, organizing signatures, running pre-submission checks and tracking results after submission (together, the "Service").
Because the Service is in early access, features may be added, changed, limited or removed over time. We will try to give reasonable notice before we remove a feature that is a material part of your plan. Some features may be labeled as preview, beta or pilot. Those features are provided for evaluation and may be less reliable than the rest of the Service.
The Service is a tool. It does not act as your agent, your lawyer, your accountant or your bid consultant, and it does not replace your own judgment or professional advice.
3. Accounts and security
You must give accurate and complete information when you create an account and keep it current. Each Authorized User must have their own login. Logins may not be shared.
You are responsible for keeping passwords and two-step sign-in devices secure, for the roles and permissions you assign, and for all activity under your account. Some roles, such as owners and signers, must use two-step sign-in.
Tell us promptly at hello@botbid.ai if you believe an account has been compromised or used without permission. We may require password resets, end sessions or lock an account to protect you or the Service.
4. Plans, fees and payment
The Service is offered on subscription plans. The plan you choose, its fees, its billing period and its usage limits (for example, the number of bids, videos or other items included in each period) are the ones shown at checkout or in your order form (the "Plan Terms"). The Plan Terms are part of these Terms.
Fees are billed in advance for each billing period through our payment processor and are non-refundable except where these Terms or the law say otherwise. You authorize us and our payment processor to charge the payment method on file for recurring fees and any add-ons you order.
Fees do not include taxes. You are responsible for sales, use, value-added and similar taxes, other than taxes on our income.
When you approach a usage limit we will warn you. When you reach a limit, new items of that kind may be paused until the next period, an upgrade or an add-on. Bids already in progress are not blocked because of a usage limit.
We may change fees or Plan Terms for future billing periods by giving you at least [30] days notice. A change takes effect at your next renewal after the notice period. If you do not agree, you may cancel before the change takes effect.
Pilot or early-access pricing, including discounts or no-charge periods, applies only for the period and on the terms stated when it was offered.
5. Acceptable use
Your use of the Service must follow our Acceptable Use Policy, which is part of these Terms. In short, you may not use the Service for anything unlawful, deceptive or harmful, including bid rigging, collusion or misrepresentation to a public agency, and you may not misuse, overload, copy or reverse engineer the Service.
6. Your data
"Customer Data" means the information, documents, files, text, prices, contacts and other content that you or your Authorized Users enter into or upload to the Service, and the outputs the Service creates from them for you.
You own your Customer Data. As between you and BotBid, we claim no ownership of it.
You give BotBid a worldwide, non-exclusive, royalty-free license to host, copy, process, transmit and display Customer Data only as needed to provide, secure, support and improve the Service for you, to comply with law, and as described in our Privacy Policy and Data Processing Addendum. This license ends when your Customer Data is deleted under Section 17.
We do not use your private Customer Data to train shared AI models, and we do not share your private Customer Data with other customers. Information we learn from public sources, such as public bid notices and public award records, is not Customer Data and may be used across the Service.
You are responsible for the accuracy and legality of Customer Data and for having the rights and permissions needed to upload it, including any personal information about your staff, references or contacts.
We may create aggregated or de-identified statistics about how the Service is used, as long as they do not identify you, your Authorized Users or your Customer Data.
7. AI features and human approval
The Service uses artificial intelligence to suggest, summarize, score, draft and recommend. Examples include fit scores, bid or no-bid recommendations, pricing research, proposal drafts, form entries and email drafts.
AI output can be wrong, incomplete, out of date or unsuited to a specific solicitation. It may misread a document or miss a requirement. You must review all output before you rely on it.
A person at your company approves every price, every signature and every submission. BotBid never submits a bid, signs a document or commits a price on its own. Any digital signature feature applies a signature only within rules that the signer has set up in advance, and each use is logged and reported to the signer.
Some routine emails, such as document requests or receipt checks, may be sent automatically only if you turn that on for that kind of email. You remain responsible for every message sent from your account.
You are responsible for the final content, pricing, certifications and representations in every bid, proposal, form and message you send to any agency.
8. No promise of results
BotBid does not promise, warrant or assure that:
- any bid, proposal or quote will be accepted, ranked, shortlisted or awarded;
- the Service will find every solicitation that might interest you;
- any score, recommendation, price band or deadline the Service shows is accurate or complete;
- any agency will treat a submission as responsive or on time;
- your use of the Service will produce any particular revenue, savings or outcome.
9. Third-party portals, agency sites and services
The Service may read, link to or help you use government bid portals, agency websites, public notices and other third-party sites and services. These are not controlled by BotBid. Each has its own terms, rules and deadlines, and you are responsible for following them.
We are not responsible for the availability, accuracy, rules or actions of any third-party portal or site, including outages, changed documents, missed notices or rejected uploads.
Rules for each solicitation are set by the agency. Always check the solicitation itself, including all addenda, and your own advisers.
10. Portal credentials you store
If you choose to store portal logins or similar credentials in the Service, you confirm that you are allowed to do so under the portal's terms and your own policies.
We store these credentials encrypted, limit access to them, and log each time one is revealed or used. You remain responsible for who in your company can see or use them, for changing them when staff leave, and for any activity on the portal under those credentials.
11. Intellectual property
BotBid and its licensors own the Service, including its software, design, workflows, text, graphics, models, templates and documentation, and all improvements to them. Except for the limited right to use the Service under these Terms, no rights are granted to you.
Subject to these Terms and payment of fees, we grant you a non-exclusive, non-transferable right during your subscription for your Authorized Users to access and use the Service for your internal business purposes.
Explainer videos and other deliverables made for you are licensed to you for your business use during and after your subscription, subject to any limits stated when they were ordered. Underlying templates, voices, tools and production methods remain ours.
12. Feedback
If you send us suggestions, ideas, bug reports or other feedback, we may use them without restriction or payment to you. Feedback does not include your Customer Data, and we will not identify you as the source without your permission.
13. Confidentiality
"Confidential Information" means non-public information that one party discloses to the other and that is marked confidential or would reasonably be understood to be confidential. Your Customer Data is your Confidential Information. Non-public parts of the Service, including features not yet released and our pricing terms offered to you, are our Confidential Information.
Each party will use the other's Confidential Information only to perform under these Terms, will protect it with at least reasonable care, and will share it only with employees, contractors and service providers who need to know it and are bound by similar duties.
Confidential Information does not include information that is or becomes public through no fault of the receiving party, was already known to it without a duty of confidence, is received from a third party without a duty of confidence, or is developed independently. A party may disclose Confidential Information if required by law, after giving reasonable notice where the law allows.
14. Suspension
We may suspend access to all or part of the Service, with notice where practical, if: your account is past due by more than [15] days; your use breaches the Acceptable Use Policy or poses a security risk to the Service or others; or suspension is required by law. We will limit any suspension to what is reasonably needed and restore access once the issue is resolved.
15. Term and termination
These Terms start when you first accept them and continue while you have an active subscription. Subscriptions renew automatically for the same billing period unless you cancel before renewal in your account settings or by notice to us.
Either party may terminate these Terms if the other materially breaches them and does not cure the breach within [30] days after written notice. We may terminate immediately for a serious breach of the Acceptable Use Policy, including fraud or bid rigging.
If you cancel, you keep access until the end of the paid period. If we terminate for convenience or because of our breach, we will refund prepaid fees for the unused part of the period.
Sections that by their nature should survive termination will survive, including Sections 6, 8, 11, 13 and 17 through 24.
16. Early access
During early access we may limit the number of customers, invite customers to pilots, and ask for feedback. Early-access features may change quickly. We will try to give advance notice of changes that affect how you work.
17. Data export and deletion
You may export your Customer Data at any time while your account is active using the export tools in the Service.
After your subscription ends, you will have [30] days to request a final export. After that period, we will delete Customer Data from the live Service. Copies in backups are deleted as those backups age out on our normal schedule, which is currently about [30] days. You may also ask us to delete your workspace sooner.
We may keep limited records where required by law, to resolve disputes, or to enforce these Terms, such as billing records and audit logs, and we will keep them confidential.
18. Disclaimers
Except as expressly stated in these Terms, the Service, AI output and all deliverables are provided "as is" and "as available".
To the fullest extent allowed by law, BotBid disclaims all warranties, express or implied, including implied warranties of merchantability, fitness for a particular purpose, title and non-infringement, and any warranties arising from course of dealing or usage of trade.
We do not warrant that the Service will be uninterrupted, error-free or free of harmful components, that all errors will be corrected, or that any public bid information is complete or current.
19. Limitation of liability
To the fullest extent allowed by law, neither party will be liable for any indirect, incidental, special, consequential or punitive damages, or for lost profits, lost revenue, lost contracts, lost bids or awards, loss of goodwill or loss of data, even if advised that they were possible.
To the fullest extent allowed by law, each party's total liability arising out of or related to these Terms or the Service will not exceed the total amounts paid by you to BotBid under these Terms in the 12 months before the event giving rise to the claim.
These limits do not apply to your payment obligations, to either party's indemnity obligations, or to liability that cannot be limited by law.
20. Indemnity
You will defend and indemnify BotBid and its officers, employees and agents against third-party claims, and pay resulting damages, costs and reasonable attorneys' fees, to the extent the claim arises from your Customer Data, your bids, proposals, prices or representations to any agency, your breach of these Terms or the Acceptable Use Policy, or your violation of law or third-party rights.
BotBid will defend you against third-party claims that the Service, as provided by us, infringes a United States patent, copyright or trademark or misappropriates a trade secret, and pay resulting damages and costs finally awarded or agreed in settlement. This does not apply to claims caused by your Customer Data, your changes, or combinations with things we did not provide. If such a claim occurs, we may modify the Service, get you a right to keep using it, or end your subscription and refund prepaid fees for the unused period.
The indemnified party must give prompt notice of the claim, let the other party control the defense and settlement, and provide reasonable help at the other party's expense. No settlement may impose an admission or obligation on the indemnified party without its consent.
21. Governing law and venue
These Terms are governed by the laws of the State of New Hampshire, without regard to its conflict-of-laws rules. The state and federal courts located in Belknap County, New Hampshire have exclusive jurisdiction over any dispute arising out of or related to these Terms, and each party consents to that jurisdiction and venue. Either party may seek injunctive relief in any court of competent jurisdiction to protect its intellectual property or Confidential Information.
22. Changes to these Terms
We may update these Terms from time to time. Each version has a version number and an effective date. For material changes, we will give at least [30] days notice by email or in the Service before they take effect. If you keep using the Service after a change takes effect, you accept the updated Terms. If you do not agree, you may cancel before the change takes effect.
23. Notices
We may send notices to the email address of your account owner or through the Service. You may send notices to us at getworkshare@gmail.com and 397 Union Ave, Laconia, NH 03246. Notices are effective when received, or one business day after an email is sent without a bounce.
24. General
These Terms, the Plan Terms, the Acceptable Use Policy, the Privacy Policy and, where it applies, the Data Processing Addendum are the entire agreement between the parties about the Service and replace earlier agreements on the same subject. If documents conflict, the order of precedence is: the Data Processing Addendum for personal information, then the Plan Terms or a signed order form, then these Terms, then the policies.
Neither party may assign these Terms without the other's consent, except to a successor in a merger, acquisition or sale of substantially all of its assets, with notice. If any part of these Terms is unenforceable, the rest stays in effect. A failure to enforce a right is not a waiver. Neither party is liable for delays caused by events beyond its reasonable control. The parties are independent contractors. There are no third-party beneficiaries.
You may not use the Service in violation of United States export control or sanctions laws.