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 [Company Legal Name, LLC], located at [Company Mailing Address]. For any privacy question you can reach us at privacy@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 data — if you connect a Google or Microsoft account, we access email and calendar data as described in Section 4.
• Billing information — handled by our payment processor (Stripe). We do not store full card numbers; we receive only subscription status and limited billing metadata.
• 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.
• 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.

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 revokes our access and stops further reading.

5. 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 you connect), and AI providers used to extract bid details and draft emails. These providers may only process data to perform services for us.
• 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.

6. 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, or your email content, to be used to train generalized AI models.

7. Data retention

We keep your account and workspace data for as long as your account is active. When you disconnect a mailbox, we delete the stored access and refresh tokens for that mailbox. 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.

8. 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.

9. Your choices and rights

You can:

• Access and update your account information in the Service.
• Disconnect any connected Google or Microsoft account at any time in Settings → Integrations.
• Request a copy or deletion of your personal data by emailing privacy@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. To exercise any right, contact privacy@intelbid.app.

10. 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.

11. Changes to this Policy

We may update this Policy from time to time. When we make material changes, we will update the date above and, where appropriate, notify you in the Service. Your continued use after changes take effect means you accept the updated Policy.

12. Contact us

Questions about this Policy or your data? Email privacy@intelbid.app or write to us at [Company Legal Name, LLC], [Company Mailing Address].