Document Security & Privacy

How BidReady handles bid documents.

A plain-English explanation of how uploaded bid documents are processed, accessed, retained, and protected.

1. What documents users upload & why

Users upload construction bid packages, instructions to bidders (ITB), requests for proposals (RFP), specifications, addenda, and drawing index schedules.

BidReady processes these documents solely to generate a structured Bid Overview brief, page-cited critical requirements, missing-document alerts, and a practical action plan for your estimating team.

2. How documents are processed & AI Data Privacy

When you upload bid documents, processing occurs in two distinct layers:

  • Temporary server processing copies: During extraction and document indexing, temporary processing files created on backend processing servers are purged immediately after analysis completes.
  • Original PDF storage: Original uploaded PDF documents, addenda, and generated reports are stored in authenticated Firebase Cloud Storage, protected by strict per-user authorization security rules.

Extracted findings include exact document page citations (e.g., [MOTI-ITT-HWY1-088.pdf · p. 5]) so your estimating team can independently verify every requirement directly against the original source document.

Prompts, uploaded documents, and generated responses processed via the paid Google Gemini API are NOT used to train public AI models or improve Google models under applicable Google Cloud / Gemini API paid service terms.

3. Access control & Subprocessors

Your bid packages, stored PDFs, and requirement ledgers are strictly isolated to your authenticated account. Only authorized users logged into your account can view, download, or manage your workspaces.

Subprocessors utilized to deliver the service:

  • Google Cloud / Firebase: Secure Cloud Storage for original documents and Firestore for structured bid records
  • Google Gemini API: Document analysis and citation extraction
  • Stripe: Payment processing (payment card details handled strictly by Stripe)
  • Resend: Transactional email notification delivery

4. Document Retention & Deletion Policy

Original PDFs, Bid Overviews, and requirement ledgers are retained in authenticated storage until you choose to delete the individual bid or delete your entire account:

  • Individual bid deletion: Deleting a bid workspace from your dashboard immediately removes its Firestore records, requirement ledger, notes, action items, and associated PDF files stored in Firebase Cloud Storage.
  • Self-service account deletion: Executing account deletion under Settings → Account & Data permanently purges your user profile, all bid workspaces, stored PDFs in Firebase Cloud Storage, requirement ledgers, action plans, and unused review balances.

For questions regarding document deletion or data handling, contact hello@usebidready.com.

5. Product Scope & Boundary

BidReady helps general contractors and subcontractors decide whether a construction bid is worth pursuing, identify key requirements and risks, track addenda, and complete a final submission check. BidReady does not price, certify, sign, or submit bids, and does not replace professional estimator judgment.