Built for the security review.
BotBid holds the things that win public work: company facts, prices, portal logins and signatures. Here is exactly how each one is protected, in plain English, with nothing claimed that we do not do.
Your workspace has its own walls.
One customer can never see another’s data. That rule is enforced in four layers, and tests on every change fail when any new table or route has not been classified.
- A guarded data layerEvery query for customer data goes through a workspace-scoped handle.
- Composite keysLinks between customer records carry the workspace in the key itself.
- Separate database loginsDifferent parts of the system connect with different, narrower rights.
- An isolation suiteSeeds two workspaces and proves neither can reach the other, on every change.
Portal logins, sealed.
Passwords, security answers and authenticator keys for buyer portals are written and read only through database procedures. Per-workspace data keys are sealed by a server key, and both can be rotated.
- Reveal with step-upShowing or copying a secret needs a named right and a fresh identity check.
- A row-level reveal logWritten by the database procedures themselves: who, when and why.
- Not readable by supportOperators and support views cannot open the vault, even with break-glass.
AI that never sees what it should not.
Every AI request in BotBid goes through one gateway. Nothing else may call a model. The gateway scrubs your sealed facts, removes prices, runs two independent leak checks on the exact text about to leave, and refuses to send on any hit.
- Prices removed, alwaysPrice tables are never read by the chat, and prices are cleaned from every prompt.
- “Never send to the AI”Mark any document so its words never reach a model.
- No training on your dataCustomer data only goes to providers on paid terms that do not train on it. Never free-tier models.
- Metered with a kill switchDaily limits per workspace and per task, with a switch that stops all AI at once.
Four gates people control.
Built into the product for every plan and every role.
Least privilege, by name.
Six roles set what a person can open. Five named rights, given person by person, set who can approve prices, sign, use the vault, reveal passwords and submit bids.
- Authenticator two-step sign-inTime-based codes with recovery codes, and throttling on sign-in.
- Sessions you can seeSign-in sessions are tracked and can be ended.
- Support views are read-onlyOpened only with a reason, recorded, and you are told.
| Role | What it is for |
|---|---|
| Owner | Everything, and gives others their rights |
| Admin | Runs the workspace and team |
| Bid manager | Decides bids and edits the company profile |
| Estimator | Builds pricing, with the price right |
| Writer | Writes sections and proposes facts |
| Viewer | Follows along, read-only |
Who did what, when and why.
Approvals, signatures, vault reveals, fact changes and support views are recorded with names and times. Company facts keep every version with who changed them, and Undo puts the old value back.
- Every version of every factOld and new values, who and when.
- Signed documents fingerprintedA changed document is detected.
Recovery that is practiced.
Encrypted nightly backups
Both databases, settings and uploaded files, encrypted with AES-256 before they leave the server.
A monthly restore drill
A scheduled drill restores a backup set and checks it, so recovery is tested, not assumed.
30 days of history
Thirty days are kept, and the newest seven complete sets are always retained.
Keys kept off the server
Backup and server keys are copied off the server and checked every night.
Removed files come back
Company files you remove can be brought back within 30 days.
Health checks every hour
An hourly doctor checks jobs, backups, key copies and disk, and raises alerts.
Hosted in the United States, US-East.
BotBid stores and processes your data in the United States, in our primary hosting region in the eastern United States (US-East). Retention periods and deletion on exit are written into your agreement and the Data Processing Addendum. Demo sessions run on a separate database with synthetic data only.
- US-East hosting regionPrimary hosting in the eastern United States.
- Subprocessors listedDescribed in the DPA, with notice of changes.
- Deletion on exitExport and deletion terms are set in your agreement.
- Self-serve account and data deletion (coming)Owners will be able to delete their account and all their data themselves. On the roadmap, not in the product yet.
What we do not claim.
BotBid is in early access. We do not claim a security certification or an independent audit on this site. We will answer your questionnaire in writing and show you the controls described here.
- Questionnaires answeredSend yours; we reply in writing.
- A named contactSecurity questions reach a person, not a queue.
Start your review.
Tell us about your review process. We will send our security overview, data flow description and DPA, and set up a call with the people who built the controls.
- hello@botbid.aiFor security questions and reviews.
- Legal documentsTerms, Privacy Policy, DPA and Acceptable Use, all public.
Security questions
Can other customers ever see our data?
No. Isolation is enforced in four layers and tested on every change, and a new table or route that nobody classified fails the tests.
Can BotBid staff read our portal passwords?
No. The vault is sealed per workspace and is not readable by operators or support views.
Is our data used to train AI models?
No. Customer data only goes to AI providers on paid terms that do not train on it, through one gateway that scrubs and checks every request.
Does BotBid support two-step sign-in?
Yes. Authenticator codes with recovery codes.
Where is our data hosted?
In the United States, in our primary hosting region in the eastern United States (US-East). Retention and deletion terms are set out in your agreement and the DPA.
Can we delete our account and data ourselves?
Self-serve account and data deletion is coming: Owners will be able to delete their account and all their data from inside BotBid. Until then, deletion on exit follows your agreement and the DPA.
How are backups protected?
Nightly, encrypted with AES-256 before leaving the server, kept for 30 days, with a monthly restore drill and keys stored off the server.
Bring your security questionnaire.
We will walk your team through isolation, the vault, the AI gateway and our backups, and answer your review in writing.
- A person at BotBid reviews every request and walks you through.
- Sample data only: fictional companies, bids and people.
- Price, signatures and submissions always stay with your team.