Privacy Policy

1. Who we are

IntelBid is a software platform for commercial flooring subcontractors that helps capture bid invitations, draft proposals and follow-up emails, and track bid pipelines. The Service is operated by IntelBid LLC, with its mailing address at 625 E. Twiggs St Ste 1000 PMB 97857, Tampa, FL 33602. For any privacy question you can reach us at support@intelbid.app.

2. Information we collect

We collect the following categories of information:

• Account information — your name, work email, company name, and password (stored only as a secure hash) when you create an account.
• Business content you create — bids, projects, contacts, scopes, pricing, proposals, and templates you enter or generate in the Service.
• Connected mailbox, calendar & file-storage data — if you connect a Google or Microsoft account, we access email, calendar, and (if you enable file sync) Google Drive or OneDrive data as described in Section 4.
• Connected accounting data — if you connect QuickBooks Online or Xero, we access and create accounting records as described in Section 5.
• Call data — if your organization enables the optional voice/phone integration, we process call transcripts and metadata from that provider to log calls and, where you configure it, create leads or calendar events.
• Billing information — handled by our payment processor (Stripe). We do not store full card numbers; we receive only subscription status and limited billing metadata.
• API keys — if you enable external-agent access (Section 6), we store a one-way hash of each key you create, its name, and when it was last used — never the key itself.
• Usage and device data — basic logs such as IP address, browser type, and actions taken, used to operate and secure the Service.

3. How we use information

We use information to:

• Provide, maintain, and improve the Service's core features (bid capture, proposal drafting, follow-ups, and analytics).
• Authenticate you and keep your account and your organization's data secure and isolated from other organizations.
• Process subscriptions and prevent fraud.
• Provide support and respond to your requests.
• Send you a periodic email about what has changed in the Service. You can unsubscribe from these at any time using the link in any such message, or by emailing us; unsubscribing does not affect account, billing, or security email, which we must be able to send you.
• Comply with legal obligations.

We do not sell your personal information, and we do not use your email content or attachments for advertising.

4. Google and Microsoft account data

Connecting a mailbox is optional and is only used to power features you turn on. When you connect a Google account, we request these permissions: read-only Gmail access (gmail.readonly) to detect and log incoming bid invitations and replies; Gmail compose (gmail.compose) to create draft proposal and follow-up emails for you to review and send; calendar events access to add booking or walkthrough events; and your email address to identify the connected mailbox. When you connect a Microsoft account, we request the equivalent permissions: Mail.Read, Mail.ReadWrite, Calendars.ReadWrite, and User.Read.

When Auto Intake reads an email, we record who sent it, its subject and date, and what the scanner decided about it. For a bid invitation we also keep the details it extracts, such as the project, location, due date, and client contacts, and the bid documents attached to it, as part of your workspace. For every email it reads, we also keep a plain-text excerpt (up to its first 4,000 characters) for 90 days, so we can find and fix emails the scanner misreads or misses and test changes to bid detection against real mail. The excerpt is then deleted automatically. Excerpts are not shown in the Service, and a person reads one only with your consent, for security, or to comply with law.

If your organization enables Google Drive file sync, we additionally request Google Drive access to mirror bid attachments and generated proposals into a folder structure in your own Drive (organized by job number), so your files stay available outside the Service. This is a broader, organization-level Drive permission — separate from the per-user Gmail/Calendar connection above — and is off by default; an administrator must turn it on in Settings → Integrations, and can disconnect it there at any time.

If your organization enables OneDrive file sync (for teams that use Microsoft 365), we additionally request the Microsoft Graph permission Files.ReadWrite.All. We use it to create a folder named “IntelBid” at the top level of the OneDrive of the person who connects it, and to mirror bid documents, project documents, field documents, and generated proposals into job folders inside it (organized by job number), so your files stay available outside the Service and can be opened and edited in other applications. An edit you make to a mirrored file, and a new file you add to a job's Bid Docs, Project Docs, or Field Docs folder, is copied back into the Service. Like the Google Drive connection, this is organization-level — one shared connection, separate from the per-user Outlook connection above — and is off by default; it is set up in Settings → Integrations and can be disconnected there at any time. We read, create, change, and delete files only inside that “IntelBid” folder. Microsoft reports changes for the whole OneDrive, so we are told when files elsewhere in it change; we ignore those, and do not download, store, or change them. Disconnecting stops the sync and deletes our stored access and refresh tokens; the files already in your OneDrive stay where they are.

We never request permission to send email on your behalf automatically — proposal and follow-up emails are created as drafts that you review and send yourself. You can disconnect a mailbox at any time from Settings → Integrations, which deletes our stored tokens and stops further reading. For Gmail we also revoke the grant with Google at that moment. Microsoft does not let an application withdraw its own permission, so an Outlook or OneDrive disconnect ends our access but leaves the consent listed in your Microsoft account until you remove it there.

5. QuickBooks Online and Xero data

Connecting QuickBooks Online is optional, organization-level (one connection per company, set up by an admin in Settings → Integrations), and only used to power billing features you initiate. When your organization connects QuickBooks, we request the com.intuit.quickbooks.accounting scope and use it only to: look up or create a Customer record matching the client on a job, filling in contact details (contact name, email, phone, website, and billing address) from your client record wherever QuickBooks has none; look up or create a single reusable Service item used to itemize invoice lines; create Invoice records that mirror the pay application you build in the Service from your Schedule of Values; and, when you push an expense from Accounting, look up or create a Vendor record and create a Bill record. We read your chart of accounts only to find an income account to attach to that Service item and an expense account for bills.

We do not read or write QuickBooks payroll, banking, or reports data, and we do not access QuickBooks data for any organization other than the one that connected it. Invoices and bills are created only when you explicitly choose to push a pay application or an expense — we never create or modify QuickBooks records automatically in the background. You can disconnect QuickBooks at any time from Settings → Integrations, which deletes our stored tokens and ends our access; previously created invoices and bills remain in your QuickBooks company and are not deleted by disconnecting.

Connecting Xero is also optional and organization-level (one Xero organisation per company, set up by an admin in Settings → Integrations). A company is connected to QuickBooks Online or to Xero, not both. When your organization connects Xero, we request permission to create sales invoices and supplier bills, to look up or create contacts, and to read your chart of accounts and organisation details (the Xero scopes accounting.invoices, accounting.contacts, and accounting.settings.read), plus offline access so the connection stays active. We use them only to: look up or create a Xero contact matching the client on a job, filling in contact details from your client record wherever Xero has none; look up or create a contact for the payee of an expense you push; read your chart of accounts to find a sales account for invoices and an expense account for bills; create sales invoices that mirror the pay application you build in the Service, including a line for retainage withheld; and, when you push an expense from Accounting, create a supplier bill. We store your Xero organisation's name and identifier, a short code we use to link to it, and the access and refresh tokens Xero issues. We do not read or write Xero payroll, banking, or reports data, and we do not access Xero data for any organisation other than the one that connected it. Invoices and bills are created only when you explicitly choose to push a pay application or an expense. You can disconnect Xero at any time from Settings → Integrations, which deletes our stored tokens and removes our connection in Xero; invoices and bills already created remain in your Xero organisation.

6. API access and external agents (MCP)

The Service lets you generate organization API keys (in Settings → Integrations) and connect your own external AI agents or tools — such as Claude Desktop, Cursor, or any Model Context Protocol (MCP) client — to your workspace. This is optional and off unless an administrator creates a key.

When you connect an external agent with a key, that agent — and the third party that operates it — can read your organization's pipeline data (bids, clients, contacts, pricing, and correspondence) at your direction. This is a disclosure you initiate to a third party we do not control; that third party's handling of the data is governed by its terms and privacy policy, not ours. External agents can only read data and stage proposed changes for a member to confirm inside the Service — they cannot write to, or delete from, your workspace directly. We store only a one-way hash of each key (never the key itself), record when a key was last used, and let you revoke any key at any time in Settings → Integrations, which immediately cuts off that agent's access.

7. How we share information

We share information only in these limited cases:

• Within your organization — your bids, contacts, and other workspace content are visible to other members of your organization, per their role.
• Service providers (sub-processors) — vendors who help us run the Service under contract, including Supabase (database and authentication), Vercel (hosting), Stripe (payments), Google and Microsoft (the mailboxes, calendars, and Drive or OneDrive files you connect), Intuit/QuickBooks Online and Xero (the accounting connection you connect), our email-delivery provider (which sends account, invitation, and product-update email), our voice-call provider (if you enable that integration), address-lookup providers used to geocode job-site addresses, AI providers used to extract bid details and draft emails, and Meta (to measure our Facebook and Instagram ads, as described in Section 11). These providers may only process data to perform services for us.
• External agents you connect — if you create an API key and connect your own AI agent or MCP client, your workspace data is shared with that agent and its operator at your direction, as described in Section 6.
• Legal and safety — when required by law or to protect rights, safety, and the integrity of the Service.
• Business transfers — in connection with a merger, acquisition, or sale of assets, subject to this Policy.

8. AI processing

The Service uses third-party AI providers to read bid documents and email content you submit and to draft proposals and follow-ups. This content is sent to those providers solely to perform that task for you. We do not permit your Google or Microsoft user data, your QuickBooks or Xero data, or your email content, to be used to train generalized AI models.

9. Data retention

We keep your account and workspace data for as long as your account is active. When you disconnect a mailbox, Google Drive, OneDrive, QuickBooks, or Xero, we delete the stored access and refresh tokens for that connection. When you close your account or request deletion, we delete or de-identify your personal data within a reasonable period, except where we must retain it to comply with law, resolve disputes, or enforce our agreements. Disconnecting QuickBooks or Xero does not delete invoices, bills, or other records already created in your accounting system — those remain under your control there. Ad click identifiers used for ad measurement (Section 11) are deleted within 90 days. Plain-text email excerpts kept by Auto Intake (Section 4) are deleted automatically after 90 days.

10. Security

We protect data with encryption in transit, encrypted storage of credentials and OAuth tokens, organization-level access controls (row-level security so one organization cannot see another's data), and least-privilege access for our systems. No method of transmission or storage is perfectly secure, but we work to protect your information and to limit access to it.

11. Cookies and local storage

We use a small number of first-party cookies and browser storage entries. We do not use advertising, marketing, or third-party analytics cookies, and we do not embed advertising pixels or cross-site trackers. Nothing is stored on your device when you simply visit our public pages: unless you have signed in before and chosen a light or dark theme, our marketing site, pricing, and legal pages set no cookies at all. The one exception is our interactive product tour, which keeps a random visit id in your browser tab's session storage while the tab is open (see “Tour analytics” below).

Page analytics. We use Vercel Web Analytics — provided by our hosting provider, already listed as a sub-processor above — to count visits to our public pages and to see which sites refer people to us. It is cookieless: it sets nothing on your device, issues no persistent identifier, and cannot follow you to other websites. It records the page viewed, the referring site, and coarse technical details such as country, browser, and device type. Page addresses are reduced to page patterns before they are sent, so a specific bid, project, or customer record is never included. We do not use it to identify you or to build a profile about you.

Tour analytics. Our interactive product tour counts which chapters and steps are viewed and which of its buttons are used, with coarse details such as device type, the referring site's domain, and campaign tags in the page address. These events are grouped by a random visit id (ib_demo_sid) kept in your browser tab's session storage and discarded when you close the tab. Nothing you type in the tour is recorded, and the visit id is not linked to you or to an account.

Ad measurement. We advertise on Facebook and Instagram. When you click one of those ads, Meta adds a click identifier to the address of the page you land on. We do not use a Meta pixel or Meta cookies. If you arrived from one of our ads and then confirm an IntelBid Learn subscription, start a trial, or make your first payment, our server tells Meta which of those happened, when, and on which of our pages, together with that click identifier and your browser's user-agent string (its name and version). We never send your name, email address, phone number, or IP address. Meta can use the click identifier to match the event to the ad click (and so to the Facebook or Instagram account that clicked it) and report results back to us in aggregate, which is how we see which ads lead to signups. Every event is sent with Meta's Limited Data Use setting, which limits Meta to processing it as our service provider: to measure our ads, not to target ads. If you did not arrive from one of our ads, nothing is sent. To keep the click identifier while you move between our pages, we leave it in the page address; if you choose Continue with Google, it waits in your browser tab's session storage (ib_ad_click) until you return from Google, and is then deleted. We keep click identifiers for no more than 90 days.

Campaign tags. Links in our ads, posts and emails carry campaign tags in the page address (the utm_ parameters), which say which campaign, and which ad or post, the link came from. We carry them from page to page in the address, the same way as the ad click identifier, including through Continue with Google. If you subscribe to IntelBid Learn or create a workspace, we keep the tags you first arrived with alongside that signup, so we can see which campaigns bring people in. Apart from our page analytics provider, which sees them in page addresses as described above, they stay with us: we do not send them to Meta or anyone else.

What we do set, once you sign in, change a setting, or use IntelBid Learn:

• Authentication (strictly necessary) — session cookies set by our authentication provider (Supabase), named sb-*, that keep you signed in and let us verify each request. Without these the Service cannot function.
• Security during account linking (strictly necessary) — short-lived cookies such as google_oauth_state, microsoft_oauth_state, qbo_oauth_state, qbo_oauth_entity, xero_oauth_state, xero_oauth_entity, drive_oauth_state, drive_oauth_entity, onedrive_oauth_state, and oauth_return_to, set only while you are connecting a Google, Microsoft, QuickBooks, or Xero account. They protect that connection against cross-site request forgery and return you to the right page, then expire within minutes.
• Preferences (functional) — cookies such as ib_theme (your light/dark theme choice, sent with page requests only so we can render the page in the right theme immediately instead of flashing the wrong one), ib_sidebar_collapsed (whether your navigation sidebar is collapsed) and, for platform administrators only, ib_active_org (which organization is currently being viewed).
• Browser local storage (functional) — kept on your device and never transmitted to us: a second copy of your theme choice, your preferred layout and filters on list and calendar pages (for example ib_bids_view, ib_intake_view, ib_projects_view), flags recording that you have already dismissed a welcome or tour prompt, and a short-lived cache of data already shown to you so pages reload faster.
• Browser session storage (functional) — cleared when you close the tab: the tour's visit id (ib_demo_sid) and the ad click identifier and campaign tags during Google sign-in (ib_ad_click), both described above, and, once you are signed in, small pieces of working state such as which assistant conversation is open.
• IntelBid Learn (functional) — set only when you unlock a course, confirm your email, or use a lesson's trial button: ib_learn_access (a signed token that keeps a course you unlocked open on this device, for up to a year), ib_learn_unlocked (a readable flag with the same lifetime, so the page can show the course as open), ib_learn_credit (your IntelBid Learn credit code, set when you confirm your email so checkout on this device applies it; about two months), and ib_signup_src (which lesson's trial button you used, so we can see which lessons lead to signups; 30 days).

Because these are first-party and limited to delivering the Service, remembering choices you made yourself, and the measurement described above, we do not display a cookie consent banner. If we later introduce analytics or marketing technologies that require consent, we will ask for it before they are set and update this Policy. You can clear or block cookies and local storage through your browser settings at any time, though blocking the authentication cookies will prevent you from signing in.

12. Your choices and rights

You can:

• Access and update your account information in the Service.
• Disconnect any connected Google, Microsoft, QuickBooks, or Xero account at any time in Settings → Integrations.
• Revoke any API key — and with it an external agent's access — at any time in Settings → Integrations.
• Unsubscribe from our product-update email using the link at the bottom of any such message. Account, billing, and security email continues.
• Request a copy or deletion of your personal data by emailing support@intelbid.app.

If you are a California resident, the CCPA/CPRA gives you rights to know, delete, and correct your personal information, and to not be discriminated against for exercising those rights. We do not sell or share personal information as those terms are defined under California law; the ad-measurement events in Section 11 are sent under Meta's Limited Data Use setting, so Meta receives them as our service provider, not for cross-context behavioral advertising. To exercise any right, contact support@intelbid.app.

13. Children's privacy

The Service is intended for business use and is not directed to anyone under 18. We do not knowingly collect personal information from children.

14. Changes to this Policy

We may update this Policy from time to time, and we treat two kinds of update differently.

• Material changes — anything that changes what you are agreeing to. We give the Policy a new effective date, notify you in the Service, and ask you to accept the updated Policy.
• Revisions — clarifications and new disclosures that describe our practices more fully without changing your rights or obligations, such as naming a privacy-preserving measurement tool we have begun using. We date these as a revision at the top of this page rather than re-dating the Policy, and we do not ask you to accept it again. The revision of September 4, 2026 added the “Page analytics” disclosure in section 11. The revision of September 26, 2026 added the “Tour analytics” and “Ad measurement” disclosures and the session-storage and IntelBid Learn entries to section 11, named Meta in sections 7 and 12, and added the 90-day limit for ad click identifiers to section 9. The revision of September 27, 2026 added the “Campaign tags” disclosure to section 11 and noted that campaign tags join the ad click identifier in session storage during Google sign-in. The revision of September 30, 2026 described in section 4 what Auto Intake keeps from each email it reads, including a plain-text excerpt kept for 90 days, and added that limit to section 9. The revision of October 7, 2026 added our mailing address to sections 1 and 15. The revision of October 9, 2026 described in section 4 the OneDrive file-sync connection and the Microsoft permission it uses, and named OneDrive in sections 2, 7 and 9. The revision of October 14, 2026 described in section 5 the vendor and bill records the QuickBooks connection creates and the contact details it fills in, added the Xero connection to sections 2, 5, 7, 8, 9, 11 and 12, and named our email-delivery provider in section 7.

Either way the current text is always the one published here, and your continued use after a change takes effect means you accept it. We keep a dated copy of every past version — email support@intelbid.app if you would like one.

15. Contact us

Questions about this Policy or your data? Email support@intelbid.app or write to us at IntelBid LLC, 625 E. Twiggs St Ste 1000 PMB 97857, Tampa, FL 33602.