Privacy Policy
Effective November 16, 2026 · Last updated November 5, 2026
Product Tools LLC (“we,” “us,” “our”) operates BidFunnels (bidfunnels.com), a service that helps small government contractors find government contracts and draft proposals. This policy explains what we collect, how we use it, who processes it for us, and how long we keep it.
What we collect
- Account information. Your email address, used to sign you in with a one-time code or link (we store no passwords) and to send you service email; your name if you give it.
- People you invite. The email addresses an account owner enters to invite team members. We use an address only to send that invitation, which expires after 7 days, and, once the person joins, to run their account. The owner must have the right to invite them.
- Company profile. What you enter, or what we fill in from your SAM.gov registration or your company’s website: company name, UEI, website, state, NAICS codes, set-asides and a description of your work.
- Files you upload. Past proposals, past-performance records, capability statements, résumés, solicitation documents and proposals you upload to check, and the text we extract from them.
- Saved answers. Reusable text your company writes or saves in its Answer library, such as a quality control plan, staff bios or past-performance write-ups, including paragraphs saved from drafts and who confirmed their facts.
- What you do in the app. Opportunities you track, save or hide, your pipeline and notes, requirement lists, drafts, proposal checks, alert settings, and a record of each AI request (the feature, model, size and cost, not its content).
- Billing information. Payments go to Stripe. We keep a customer reference, your plan and its status; we never see or store your full card number.
- Log data. Our servers and our network provider record standard technical data such as IP address, browser, pages requested and times, for security and reliability. The free bid checker limits use by a scrambled (keyed hash) form of your IP address, never the address itself.
- Cookies. Only the ones needed to keep you signed in, plus a short-lived one (one day) that carries an opportunity or company you picked on our site through sign-up. Your light or dark mode choice is kept in your browser’s own storage, not sent to us. We use no analytics or advertising cookies.
How we use it
- To run the service: sign you in, match and score opportunities for your company, read solicitations, and draft from your files.
- To send email you need: sign-in codes, team invitations, the alerts and weekly email you set up, amendment notices, trial and billing notices, and receipts. Our email comes from BidFunnels, operated by Product Tools LLC, and is delivered by Resend; some may come from a Product Tools LLC address. Every alert and weekly email has an unsubscribe link. Sign-in, billing and account notices can’t be turned off while you have an account.
- To bill you through Stripe.
- To secure, fix and improve the service.
- To meet legal obligations and enforce our Terms of Service.
We do not sell your information, share it for advertising, or use it to train AI models.
AI processing
Fit scores use rules, not AI. AI is used when you ask for it: when you start a bid (we read its documents), draft a section (we read the relevant parts of your files and saved answers) or check your proposal against the requirements. For that request we send the documents, file excerpts, saved answers and company details the task needs, and nothing else: never your billing details or sign-in information.
Requests go through OpenRouter only to model providers that keep no copy of the request or response and do not train on them. If no such provider is available, the request fails instead of going somewhere else. AI output can be wrong; see section 7 of our Terms.
Your files
Your files and saved answers are visible to the people on your team and never to other companies. A small number of named BidFunnels staff can open your account, files included, to help when you ask for support or to fix a problem, and every such access is logged. Otherwise we do not access your files unless the law requires us to, and we never use them to train AI. Files are stored in Cloudflare R2, encrypted at rest, and sent over encrypted connections.
Do not upload or paste Controlled Unclassified Information (CUI), classified information or export-controlled data. Files and answers that carry CUI markings are refused and never stored.
Who processes data for us
These companies process information on our behalf, only as needed to run BidFunnels, under contracts that require them to protect it:
| Company | What for | What they handle |
|---|---|---|
| Vultr | Application and database hosting | Everything stored in the app |
| Cloudflare | DNS, content delivery, security, and storage (R2) for uploaded files and database backups | Traffic to the site; your files; backups |
| Stripe | Payments and invoices | Billing name, email, payment method, plan |
| Resend | Email delivery | Your email address, the addresses you invite, and the emails we send |
| OpenRouter | Routes AI requests to model providers, with zero data retention | The documents, file excerpts, saved answers and company details needed for the task |
| Model providers reached through OpenRouter | The AI models themselves, such as Google's and Anthropic's, used only on routes with zero data retention and no training | The same, for that request only |
We will update this list before adding a company that handles your files or company information.
We may disclose information when the law requires it, to answer valid legal process, or to protect the rights and safety of our users and our service.
How long we keep it
- While your account is open, we keep your company profile, saved and tracked bids, pipeline, files, answers, drafts and settings, including on the Free plan after a trial or paid plan ends, so you can pick up where you left off on a paid plan. You can delete any file or answer yourself at any time.
- Team members. If a member leaves or is removed, the work they did stays with the company. If the account moves to a plan with fewer seats, members are paused, not deleted.
- On request, we delete everything. The account owner can delete the account in Settings, which immediately deletes the company’s profile, bids, files, answers, drafts and every member’s sign-in. Or email [email protected] and we will do it within 30 days. We keep limited records we must keep for tax, accounting or legal reasons, such as invoices held by Stripe.
- Backups. We back up our database once a day and keep each backup for 30 days, so deleted information can remain in backups for up to 30 days before it is gone.
- Server logs. We keep our server logs for up to 30 days.
- We keep a record of each time BidFunnels staff open a customer’s account, including the email address of that account, even after the account is deleted, and our AI usage records (no content) for accounting.
- To stop one person from taking repeated free trials, we keep the email address that started a trial, and nothing else about it, even after the account is deleted.
Your rights
You can see, correct or delete the information we hold about you, and get a copy of it. Most of it you can see and change in the app. For a copy of your information, or anything else, email [email protected]. We reply within 30 days. Several US states, including California, give their residents these rights by law; we offer them to everyone, and we will never charge you more or serve you worse for using them.
Security
We protect your information with passwordless sign-in, encrypted connections, encrypted file storage in a private bucket and limited access. No system is perfectly secure, so we cannot guarantee absolute security. If a breach affects your information, we will notify you as the law requires. More on our Security page.
Where data is processed
BidFunnels is operated from the United States, and your information is processed there and wherever our providers operate. If you use the service from outside the United States, your information is transferred there.
Children
BidFunnels is a business tool for adults. We do not knowingly collect information from anyone under 18.
Changes to this policy
We may update this policy. We will post the new version here with a new effective date, and email you before a change that materially affects how we use your information.
Contact
Product Tools LLC — [email protected]