Privacy Policy

1. Information We Collect

Information you provide directly:

• Account registration: name, company name, email address, password
• Company profile: UEI, CAGE code, NAICS codes, industry, company description, certifications
• Payment information (processed by Stripe — we do not store raw card numbers)
• Proposal content and bid documents you generate or upload
• Notification preferences and webhook URLs

Information collected automatically:

• Usage data: pages visited, features used, opportunities viewed and tracked
• Device and browser information, IP address, operating system
• Log data: timestamps, request URLs, error logs

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve the FirstBid platform
• Match your company profile against government procurement opportunities using AI
• Send email alerts for new opportunities, deadlines, and certification expirations
• Process payments and manage subscriptions
• Respond to support requests and communications
• Detect and prevent fraud or abuse
• Comply with legal obligations
• Send product updates and feature announcements (you may opt out at any time)

We do not sell your personal information to third parties.

3. AI Processing

FirstBid uses large language model (LLM) services to generate opportunity fit scores, proposal drafts, and recommendations. Your company profile data (NAICS codes, industry, company description, certifications) is transmitted to these AI services solely to generate results for you. We use commercially reasonable data processing agreements with our AI providers.

Proposal content you generate may be used in aggregate, de-identified form to improve our AI matching models. We will not use identifiable proposal content for any purpose other than providing the Service to you.

4. Information Sharing

We share your information only in these limited circumstances:

• Service providers: Stripe (payments), cloud hosting providers, AI services, email delivery providers — all bound by data processing agreements
• Legal requirements: When required by law, court order, or government authority
• Business transfers: In connection with a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction
• With your consent: For any other purpose with your explicit consent

5. Data Retention

We retain your account data for as long as your account is active. If you cancel your account, we will delete or anonymize your personal data within 90 days, except where we are required to retain it for legal or accounting purposes.

Proposal drafts and opportunity tracking history are retained for 24 months after your last activity, unless you request earlier deletion.

6. Security

We use industry-standard security measures including encrypted data transmission (TLS), hashed passwords (bcrypt), and access controls to protect your information. However, no internet-based service is 100% secure. We encourage you to use a strong, unique password and to contact us immediately if you suspect a security incident.

7. Cookies and Tracking

FirstBid uses session tokens stored in your browser’s local storage for authentication. We do not use third-party advertising trackers or cross-site tracking cookies. We may use basic analytics to understand how the platform is used — this data is aggregated and not tied to individual identities.

8. Your Rights

Depending on your location, you may have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Request deletion of your data
• Object to or restrict processing of your data
• Data portability — receive a copy of your data in a machine-readable format

To exercise any of these rights, email us at info@firstbidpro.com. We will respond within 30 days.

9. Texas Privacy Notice

We operate under Texas law and comply with applicable Texas privacy regulations. Texas residents have the right to know what personal data we collect and to request deletion. We do not discriminate against users who exercise their privacy rights. Contact us at info@firstbidpro.com to submit a request.

10. Children's Privacy

FirstBid is a business-to-business platform and is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, contact us immediately and we will delete it.

11. Third-Party Links

The platform may contain links to third-party government procurement portals (SAM.gov, Harris County, City of Houston, etc.). These sites have their own privacy policies and we are not responsible for their content or practices.

12. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes by email or by prominent notice on the platform at least 14 days before the changes take effect. Continued use of the Service after the effective date constitutes acceptance of the updated policy.

13. Contact Us

For privacy-related questions, data requests, or concerns, contact us at:

FirstBid, LLC
Privacy Officer
Houston, Texas
info@firstbidpro.com