Privacy Policy
Effective Date: January 2026
This Privacy Policy describes how BidXlence ("we," "us," or "our") collects, uses, and shares information when you use our federal proposal management platform and related services (collectively, the "Services"). By using BidXlence, you agree to the collection and use of information in accordance with this policy.
1. Information We Collect
Information You Provide
We collect information you provide directly when using our Services:
- Account Information: Name, email address, company name, and password when you create an account
- Profile Information: Job title, phone number, and other details you add to your profile
- Proposal Content: Documents, past performance narratives, capability statements, pricing information, resumes, and other content you upload or create
- Payment Information: Billing address and payment details (processed securely by our third-party payment processor)
- Communications: Messages you send to us for support or feedback
Information Collected Automatically
When you use our Services, we automatically collect:
- Usage Data: Features you use, actions you take, and time spent on the platform
- Device Information: Browser type, operating system, and device identifiers
- Log Data: IP address, access times, and pages viewed
- Cookies: We use cookies and similar technologies to maintain sessions and improve your experience
2. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve our Services
- Process transactions and send related information
- Send technical notices, updates, and support messages
- Respond to your comments, questions, and requests
- Monitor and analyze trends, usage, and activities
- Detect, investigate, and prevent fraudulent or unauthorized activity
- Personalize and improve your experience
- Send marketing communications (with your consent, where required)
AI Processing: BidXlence uses artificial intelligence to analyze documents and generate proposal content. Your content is processed to provide these features but is not used to train AI models or shared with AI providers in a way that would allow them to use your data for their own purposes.
3. How We Share Your Information
We do not sell your personal information. We may share your information in the following circumstances:
| Recipient | Purpose |
|---|---|
| Service Providers | Third parties that help us operate our Services (hosting, payment processing, analytics) |
| Your Organization | If you use BidXlence through an organization account, administrators may access account information |
| Legal Requirements | When required by law, subpoena, or legal process |
| Business Transfers | In connection with a merger, acquisition, or sale of assets |
| With Your Consent | When you direct us to share information with third parties |
4. Data Security
We implement appropriate technical and organizational measures to protect your information, including:
- Encryption of data in transit (TLS 1.3) and at rest (AES-256)
- Secure authentication with multi-factor authentication support
- Regular security assessments and monitoring
- Access controls limiting who can view your data
- Hosting on SOC 2 compliant infrastructure
While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. For more details, see our Security page.
5. Data Retention
We retain your information for as long as your account is active or as needed to provide you Services. You may request deletion of your data at any time. When you delete content or close your account, we will delete your information within 30 days, except where we are required to retain it for legal or legitimate business purposes.
6. Your Rights and Choices
Access and Portability
You can access and export your data from within the BidXlence platform at any time.
Correction
You can update your account information through your profile settings.
Deletion
You can delete your content or request account deletion by contacting us.
Marketing Communications
You can opt out of marketing emails by clicking "unsubscribe" in any marketing email or by contacting us.
Cookies
Most browsers allow you to refuse cookies, though this may affect functionality.
7. California Privacy Rights (CCPA)
If you are a California resident, you have the right to:
- Know what personal information we collect, use, and disclose
- Delete your personal information (with certain exceptions)
- Opt-out of the sale of personal information (we do not sell personal information)
- Non-discrimination for exercising your privacy rights
To exercise these rights, contact us using the information below.
8. International Data Transfers
Our Services are hosted in the United States. If you access our Services from outside the United States, your information will be transferred to and processed in the United States. By using our Services, you consent to this transfer.
9. Children's Privacy
Our Services are not directed to individuals under 13 years of age. We do not knowingly collect personal information from children under 13. If we learn that we have collected personal information from a child under 13, we will delete that information promptly.
10. Third-Party Links and Services
Our Services may contain links to third-party websites or integrate with third-party services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Effective Date" above. Your continued use of the Services after changes constitutes acceptance of the updated policy.
12. Contact Us
Questions or Concerns?
If you have questions about this Privacy Policy or our data practices, please contact us:
Email: privacy@bidxlence.com
Last updated: January 2026