Privacy Policy

BidFlow, a product of Visidex ("Company," "we," "our," or "us"), is committed to protecting your privacy and the security of your personal information. This Privacy Policy explains how we collect, use, disclose, retain, and safeguard your information when you visit our website at bidflow.visidex.com and use our services, tools, and applications (collectively, the "Service"). Please read this policy carefully. By using the Service, you consent to the practices described herein.

1. Information We Collect

We collect information in several ways depending on how you interact with our Service:

1.1 Information You Provide Directly

• Account Information: When you create an account, we collect your name, email address, company name, and role/title
• Contact Information: When you contact us or submit a form, we collect your name, email address, and the content of your message
• Payment Information: When you subscribe to a paid plan, we collect billing information including your name, billing address, and payment card details. Payment processing is handled by our third-party payment processor; we do not store your full credit card number on our servers
• Profile Information: Information you add to your account profile, such as company details, trade specialty, and location
• Project Data: Information you input into project management features, including project names, notes, timelines, file uploads, and communications

1.2 Information Collected Automatically

• Usage Data: Pages visited, features used, time spent on pages, click patterns, search queries, and interactions with our tools and calculators
• Device Information: Browser type and version, operating system, device type (desktop, tablet, mobile), screen resolution, and device identifiers
• Log Data: IP address, access times, referring/exit URLs, and server logs
• Location Data: Approximate geographic location derived from your IP address

1.3 Calculator and Tool Data

Information you input into our free calculators (dimensions, quantities, material selections, cost parameters) is processed in your browser and is not transmitted to or stored on our servers unless you are logged into an account and explicitly save the calculation. Saved calculations are associated with your account and subject to this Privacy Policy.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Providing the Service: To operate, maintain, and deliver the features and functionality of BidFlow, including processing your calculations, generating templates, and managing your projects
• Account Management: To create and manage your account, process subscriptions, and provide customer support
• Communication: To send you service-related notices, updates, security alerts, and support messages. With your consent, to send marketing communications about new features, content, and promotions
• Improvement: To analyze usage patterns, diagnose technical issues, and improve the quality, performance, and user experience of our Service
• Personalization: To tailor content, recommendations, and features to your interests and usage patterns
• Security: To detect, prevent, and address fraud, abuse, security incidents, and technical issues
• Legal Compliance: To comply with applicable laws, regulations, legal processes, or enforceable governmental requests
• Analytics: To generate aggregated, de-identified data for internal analytics, benchmarking, and business intelligence

3. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and store information about your interactions with the Service.

3.1 Types of Cookies We Use

• Strictly Necessary Cookies: Required for the website to function properly. These cannot be disabled. They include session cookies, authentication tokens, and security cookies
• Analytics Cookies: Help us understand how visitors interact with our website by collecting information about pages visited, time spent, and navigation patterns. We use Google Analytics (with IP anonymization enabled) for this purpose
• Functional Cookies: Remember your preferences and settings, such as language selection and calculator inputs, to provide a more personalized experience
• Marketing Cookies: Used to track the effectiveness of our marketing campaigns and to deliver relevant advertisements. These may be set by third-party advertising partners

3.2 Managing Cookies

You can control and manage cookies through your browser settings. Most browsers allow you to refuse or delete cookies. Please note that disabling certain cookies may affect the functionality of the Service. For more information on managing cookies, visit your browser's help documentation.

3.3 Do Not Track

Some browsers offer a "Do Not Track" (DNT) feature. We currently do not respond to DNT signals, as there is no industry-standard protocol for compliance. We will update this policy if a standard is established.

4. Third-Party Services

We use trusted third-party services that may collect, process, or store information on our behalf:

• Google Analytics: Website analytics and usage tracking (with IP anonymization). Google Privacy Policy
• Google Tag Manager: Tag management for analytics and marketing scripts. Google Privacy Policy
• Netlify: Website hosting, deployment, and form submission processing. Netlify Privacy Policy
• Payment Processors: Secure payment processing for subscriptions. Payment data is handled directly by our PCI-compliant payment processor and is not stored on our servers

Each of these third-party services has its own privacy policy governing its collection and use of data. We encourage you to review their policies.

5. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information to third parties. We may share your data in the following limited circumstances:

• Service Providers: With trusted vendors who assist in operating the Service (hosting, analytics, payment processing, customer support), subject to confidentiality obligations
• Legal Requirements: When required by law, subpoena, court order, or governmental regulation, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others
• Business Transfers: In connection with a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, your information may be transferred to the acquiring entity
• Fraud Prevention: To detect, prevent, or address fraud, security, or technical issues
• Consent: With your explicit consent for any purpose not covered above

When we share data with service providers, we require them to use your information only for the purposes we specify and to maintain appropriate security measures.

6. Data Security

We implement industry-standard technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit using TLS/SSL protocols
• Encryption of sensitive data at rest
• Regular security assessments and vulnerability testing
• Access controls and authentication requirements for our systems
• Employee training on data protection and privacy practices

Despite our efforts, no method of transmission over the Internet or method of electronic storage is 100% secure. We cannot guarantee the absolute security of your information, and you provide data at your own risk.

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Specifically:

• Account Data: Retained for the duration of your account and for a reasonable period after account deletion to comply with legal obligations and resolve disputes
• Usage Data: Aggregated and anonymized usage data may be retained indefinitely for analytics purposes
• Communication Records: Support and contact form submissions are retained for up to 3 years
• Payment Records: Transaction records are retained as required by applicable tax and accounting laws

When personal data is no longer necessary for its original purpose, we will securely delete or anonymize it.

8. Your Rights and Choices

Depending on your location and applicable law, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete personal data
• Deletion: Request deletion of your personal data, subject to certain legal exceptions
• Portability: Request a copy of your data in a structured, machine-readable format
• Restriction: Request that we restrict the processing of your personal data in certain circumstances
• Objection: Object to our processing of your personal data for certain purposes, including direct marketing
• Withdraw Consent: Where processing is based on consent, withdraw your consent at any time without affecting the lawfulness of processing prior to withdrawal
• Opt Out of Marketing: Unsubscribe from marketing emails at any time by clicking the "unsubscribe" link in any marketing email or by contacting us directly

To exercise any of these rights, please contact us at hello@visidex.com. We will respond to your request within 30 days, or as required by applicable law.

9. California Privacy Rights (CCPA)

If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with additional rights regarding your personal information:

• Right to Know: You may request that we disclose the categories and specific pieces of personal information we have collected about you, the categories of sources, the business purpose for collecting it, and the categories of third parties with whom we share it
• Right to Delete: You may request that we delete the personal information we have collected about you, subject to certain exceptions
• Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights
• Right to Opt Out: We do not sell personal information. If this practice changes, we will provide a clear opt-out mechanism

To submit a CCPA request, please contact us at hello@visidex.com with the subject line "CCPA Request."

10. International Users

The Service is operated from the United States. If you are accessing the Service from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country. By using the Service, you consent to the transfer of your information to the United States.

For users in the European Economic Area (EEA), United Kingdom, or other regions with data protection laws, we process your personal data based on the following legal bases: performance of a contract, legitimate interests, consent, or legal obligation, as applicable.

11. Children's Privacy

The Service is not intended for individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we learn that we have inadvertently collected personal information from a child under 16, we will take steps to promptly delete such information. If you believe a child has provided us with personal information, please contact us at hello@visidex.com.

12. Links to Other Websites

The Service may contain links to third-party websites, services, or resources that are not owned or operated by us. This Privacy Policy does not apply to those third-party sites. We encourage you to review the privacy policies of any third-party sites you visit. We are not responsible for the privacy practices or content of any linked third-party websites.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:

• Update the "Last updated" date at the top of this page
• Post a notice on the Service or notify you by email, where appropriate

Your continued use of the Service after any changes to this Privacy Policy constitutes your acceptance of the updated policy. We encourage you to review this page periodically for the latest information.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Email: hello@visidex.com
• Contact Form: Contact Page
• Company: Visidex, Memphis, Tennessee, United States

We are committed to resolving any complaints about our collection or use of your personal information. We will investigate and attempt to resolve any concerns within a reasonable timeframe.