Privacy Policy

1. Who we are and what this covers

This Privacy Policy describes how DeltaBid ("we," "us") collects, uses, and shares personal information when you use the DeltaBid service at deltabid.ai (the "Service"). It is incorporated into our Terms of Service. Capitalized terms not defined here have the meanings given in the Terms.

2. Information we collect

Information you provide

• Account information. Your name, email address, password (stored in hashed form), and, if you sign in with Google, the basic profile information Google shares with us (name, email address, profile identifier). We do not receive your Google password.
• Uploaded documents. The estimate PDFs you upload and any names or labels you assign to them.
• Payment information. If you subscribe to a paid plan, payment is handled by our payment processor. We receive confirmation of payment and limited billing details (such as plan, amount, and the last four digits of a card), but we do not store full card numbers.
• Communications. Messages you send us, such as support requests or feedback.

Information collected automatically

• Usage data. Log data such as IP address, browser type, pages viewed, comparisons run, timestamps, and error events, used for security, debugging, and understanding how the Service is used.
• Derived data. The structured data our systems extract from your uploaded documents (categories, line items, amounts, room names) and the comparison results generated from it.

3. Information in uploaded estimates (third-party data)

Estimate documents typically contain personal information about people other than you — for example, a policyholder's name, property address, claim number, and details about damage to their property. We process this information solely on your behalf and at your direction, in order to provide the comparison service to you.

Because you choose what to upload, you are responsible for ensuring you have the legal right and any necessary consents to share these documents with us, as described in the Terms of Service. We do not use policyholder information to contact policyholders, build profiles about them, market to them, or for any purpose other than providing the Service to you.

4. How we use information

• To provide the Service: parsing documents, matching categories and line items, generating comparisons, worksheets, and reports;
• To operate your account, process payments, and communicate with you about the Service (including service announcements and support);
• To secure the Service: detecting fraud, abuse, and unauthorized access;
• To improve the Service, using data that has been aggregated and de-identified so it cannot reasonably identify you, your clients, or any specific claim;
• To comply with legal obligations and enforce our Terms.

We do not use your uploaded documents or their contents for advertising, and we do not sell personal information.

5. AI processing

The Service uses third-party artificial-intelligence providers to help parse documents, match estimate categories and line items, and generate written summaries. When you run a comparison, relevant content from your documents (such as category names, line-item descriptions, and amounts) is transmitted to these providers for processing.

We use these providers under business terms that prohibit them from using your data to train their models or for any purpose other than providing services to us. AI providers may retain data briefly for abuse monitoring in accordance with their policies, after which it is deleted.

6. How we share information

We share personal information only with:

• Service providers that help us operate the Service — cloud hosting, AI processing, authentication (Google sign-in), payment processing, and email delivery — each bound by contracts limiting their use of data to performing services for us;
• Legal and safety recipients, when required by law, subpoena, or legal process, or when necessary to protect the rights, safety, or property of DeltaBid, our users, or others;
• A successor entity, in connection with a merger, acquisition, financing, or sale of assets, in which case this policy will continue to apply to your information until you are notified otherwise.

We do not sell personal information, and we do not share it with third parties for their own marketing.

7. Data retention and deletion

• Uploaded documents and derived data are retained while your account is active so you can revisit past comparisons. You can delete individual comparisons and their associated documents at any time, and deletion removes them from our active systems.
• Account information is retained while your account exists. If you close your account, we delete or de-identify your personal information within a reasonable period, except where retention is required for legal, billing, or security purposes.
• Backups. Deleted data may persist in encrypted backups for a limited period before being purged on the normal backup cycle.

8. Security

We use commercially reasonable technical and organizational safeguards to protect personal information, including encryption in transit, access controls, and hashed password storage. No system is perfectly secure, so we cannot guarantee absolute security; if we learn of a breach affecting your personal information, we will notify you as required by applicable law.

9. Your rights and choices

• Access and export. You can access your comparisons in the Service and request an export of your data.
• Correction. You can update your account information in settings or by contacting us.
• Deletion. You can delete documents and comparisons in the Service, or contact us to delete your account and associated data.
• Email preferences. You can opt out of non-essential emails using the unsubscribe link; we will still send transactional messages such as billing and security notices.

To exercise any of these rights, contact us at info@deltabid.ai. We may need to verify your identity before acting on a request.

10. California privacy rights

If you are a California resident, the California Consumer Privacy Act as amended by the CPRA gives you the right to know what personal information we collect and how it is used and shared, the right to access and receive a copy of it, the right to correct or delete it, and the right not to be discriminated against for exercising these rights. The categories of personal information we collect and our purposes for collecting them are described in Sections 2–4 above.

We do not sell personal information or share it for cross-context behavioral advertising, so there is no need to opt out of sale or sharing. We do not use or disclose sensitive personal information for purposes requiring a right to limit under the CPRA.

You may exercise your California rights by contacting info@deltabid.ai. You may also designate an authorized agent to make a request on your behalf.

11. Cookies and analytics

We use cookies and similar technologies that are necessary for the Service to function — such as keeping you signed in and protecting against request forgery — and, if enabled, basic analytics to understand aggregate usage. We do not use advertising cookies or third-party ad trackers. Most browsers let you control cookies through their settings; blocking essential cookies may prevent the Service from working.

12. Children

The Service is intended for professionals and is not directed to anyone under 18. We do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact us and we will delete it.

13. Changes to this policy

We may update this Privacy Policy from time to time. For material changes, we will give reasonable advance notice by email or an in-product notice. The "Last updated" date at the top reflects the current version. Continued use of the Service after the effective date constitutes acceptance of the updated policy.

14. Contact

Questions, requests, or concerns about privacy: info@deltabid.ai