Privacy Policy

1. Introduction

VetBid LLC ("VetBid," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform at vetbid.us and any related services (the "Service"). Please read this policy carefully. If you disagree with its terms, please discontinue use of the Service.

2. Information We Collect

2.1 Information You Provide Directly

• Account information: Name, email address, and authentication credentials when you create an account
• Company profile data: Business name, CAGE code, DUNS/UEI number, NAICS codes, SDVOSB/VOSB certification details, past performance records, key personnel information, and capability statements
• Uploaded documents: RFP files, solicitation documents, and other procurement materials you submit for analysis
• Payment information: Billing details collected and processed by our payment processor (Paddle). We do not store full payment card numbers on our servers
• Communications: Messages and inquiries you send to our support team
• Waitlist submissions: Email addresses submitted via our pre-launch waitlist form

2.2 Information Collected Automatically

• Log data: IP address, browser type, operating system, referring URLs, pages visited, and timestamps
• Usage data: Features used, searches performed, opportunities viewed, and interaction patterns within the Service
• Device data: Device identifiers, screen resolution, and hardware model
• Cookies and tracking technologies: Session cookies, authentication tokens, and analytics identifiers. See Section 8 for details.

2.3 Information from Third Parties

• Authentication providers: If you sign in via Google, LinkedIn, or other SSO providers, we receive your name, email address, and profile picture from that provider
• Government databases: We may retrieve publicly available information from SAM.gov and related federal procurement databases to populate or verify your profile data

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve the Service
• Process and analyze uploaded RFP documents using AI to generate fit scores and recommendations
• Personalize the opportunity feed and recommendations based on your NAICS codes and company profile
• Send transactional emails (account confirmations, alerts, billing receipts)
• Send pre-launch waitlist notifications and product updates (with the ability to unsubscribe at any time)
• Process payments and manage your subscription
• Respond to support requests and communicate with you about the Service
• Monitor the Service for security threats, abuse, and technical issues
• Comply with legal obligations and enforce our Terms and Conditions
• Analyze aggregate, de-identified usage trends to improve the Service

We do not use your data for advertising or sell your personal information to third parties.

4. AI Processing of Documents

When you upload an RFP or other document for analysis, that document is transmitted to our AI processing pipeline. This may involve sending the document or extracted text to third-party AI model providers (currently Anthropic, Claude models). By uploading a document, you consent to this processing.

You should not upload documents marked as classified, controlled unclassified information (CUI), or documents subject to handling restrictions that prohibit transmission to commercial cloud services. VetBid is not responsible for any compliance violations resulting from your upload of restricted government documents.

AI providers we work with are contractually prohibited from using your submitted data to train their models without consent, in accordance with their enterprise data agreements.

5. How We Share Your Information

We may share your information with:

5.1 Service Providers

We work with trusted third-party vendors to operate the Service. These providers are authorized to use your information only as necessary to provide services to us:

• Neon (Neondatabase): Database hosting (PostgreSQL)
• Clerk: User authentication and identity management
• Paddle: Payment processing and subscription management
• Vercel: Application hosting and infrastructure
• Anthropic: AI model inference for RFP analysis
• MailerSend: Transactional email delivery
• UploadThing: Secure document file storage and transfer
• Inngest: Background job processing

5.2 Legal Requirements

We may disclose your information if required to do so by law or in good-faith belief that such disclosure is necessary to comply with legal process, protect our rights, or respond to a government request.

5.3 Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you via email or prominent notice on the Service before your information is transferred.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. Specifically:

• Account data: Retained for the lifetime of your account plus 90 days after deletion to allow for recovery
• Uploaded documents: Retained for the duration of your subscription. Deleted within 30 days of account closure unless required for ongoing disputes
• Billing records: Retained for 7 years as required by applicable tax and financial regulations
• Log and analytics data: Retained for up to 24 months in aggregate or de-identified form
• Waitlist emails: Retained until you unsubscribe or request deletion

7. Your Rights and Choices

Depending on your location, 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 information
• Deletion: Request deletion of your personal information, subject to legal retention requirements
• Portability: Request your data in a structured, machine-readable format
• Objection: Object to or restrict certain processing of your personal information
• Opt-out of marketing: Unsubscribe from marketing emails at any time via the link in any email we send

To exercise any of these rights, contact us at privacy@vetbid.us. We will respond within 30 days. We may need to verify your identity before processing your request.

California Residents (CCPA)

California residents have the right to know what personal information is collected, the right to delete personal information, the right to opt-out of the sale of personal information (we do not sell personal information), and the right to non-discrimination for exercising these rights. To submit a CCPA request, contact privacy@vetbid.us.

8. Cookies and Tracking

We use the following types of cookies and similar technologies:

• Essential cookies: Required for authentication, session management, and core Service functionality. Cannot be disabled.
• Analytics cookies: Help us understand how users interact with the Service in aggregate. You may opt out by adjusting your browser settings or using our cookie preference controls.
• Preference cookies: Remember your settings and preferences across sessions.

You can control cookies through your browser settings. Disabling essential cookies may impact Service functionality. We do not use cookies for cross-site advertising or sell cookie data to third parties.

9. Security

We implement industry-standard security measures to protect your information, including TLS encryption in transit, encryption at rest, access controls, regular security assessments, and SOC 2-compliant infrastructure providers. However, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

In the event of a data breach that affects your rights and freedoms, we will notify you and applicable regulatory authorities as required by applicable law.

10. Children's Privacy

The Service is not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have inadvertently collected information from a child under 18, we will promptly delete it. If you believe we may have collected such information, contact us at privacy@vetbid.us.

11. International Data Transfers

Your information may be transferred to and processed in the United States and other countries where our service providers operate. These countries may have different data protection laws than your home country. By using the Service, you consent to such transfers. Where required, we implement appropriate safeguards such as Standard Contractual Clauses for transfers from the European Economic Area.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new policy on this page, updating the "Last Updated" date, and, where appropriate, notifying you by email. We encourage you to review this policy periodically.

13. Contact Us

For privacy-related questions, requests, or concerns, contact our Privacy Team: