Privacy Policy

• Account and contact information: name, work email, phone number, company name, and role, provided when you create an account, invite teammates, or request a demo.
• Customer Data you upload: proposals, methodology documents, team CVs, and project summaries stored in your firm’s private vault, which may incidentally contain personal information about your employees.
• Usage and device data: log data, IP address, browser type, and in-product activity, collected automatically to operate and secure the Service.
• Billing information: processed by our payment processor; we do not store full payment card numbers.

We use personal information only for purposes a reasonable person would consider appropriate in the circumstances, including to:

• provide, maintain, and secure the Service for your firm’s account;
• respond to demo requests, support inquiries, and account communications;
• process billing and fulfil contractual obligations to Customer;
• improve the Service, including diagnosing technical issues; and
• comply with legal obligations.

We do not use Customer Data to train shared or publicly available AI models, and we do not sell personal information.

By submitting a demo request, creating an account, or otherwise providing personal information, you consent to its collection, use, and disclosure as described in this Policy. Where required by law, we will seek express consent for a new purpose before using personal information for that purpose. You may withdraw consent at any time, subject to legal or contractual restrictions, by contacting hello@bidbox.ca; withdrawing consent may limit our ability to provide the Service.

We disclose personal information only to service providers who help us operate BidBox (such as cloud hosting, email delivery, and payment processing), under contracts requiring them to protect it and use it only for the purposes we specify. We may also disclose personal information where required by law, to enforce our Terms of Service, or in connection with a merger, acquisition, or sale of assets, with notice to affected Customers where practicable.

Personal information is stored with infrastructure providers that may process or store data outside Canada, including in the United States. Where this occurs, the information may be subject to the laws of that jurisdiction, including lawful access by its government and authorities. We require our service providers to maintain safeguards consistent with PIPEDA regardless of where data is processed.

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including encryption in transit and at rest, access controls scoped to each Customer’s account, and regular review of our security practices. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

We retain personal information only as long as necessary to fulfil the purposes described in this Policy, to meet contractual commitments to Customer, and to satisfy legal, accounting, or reporting obligations. When no longer needed, personal information is securely deleted or anonymized.

Subject to limited exceptions under PIPEDA and applicable provincial law, you may request access to, or correction of, personal information we hold about you, and may ask questions about how it has been used or disclosed. To make a request, contact our Privacy Officer at hello@bidbox.ca. We will respond within the timelines required by law.

We use essential cookies to operate authentication and core functionality of the Service, and limited analytics cookies to understand product usage. You can control cookies through your browser settings; disabling essential cookies may prevent the Service from functioning correctly.

BidBox is a business product not directed at, or knowingly used by, individuals under the age of majority in their province of residence. We do not knowingly collect personal information from children.

We may update this Privacy Policy from time to time to reflect changes to our practices or legal requirements. Material changes will be communicated by email or in-product notice before taking effect.

Questions, concerns, or complaints about our handling of personal information, or requests to access or correct your information, can be directed to:
Privacy Officer, Viable Link Inc. — BidBox
Ontario, Canada
Email: hello@bidbox.ca

If you remain unsatisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.