Privacy Policy

Information we collect

We may collect the following types of information:

• Contact and account information, such as your name, email address, phone number, and login or verification details
• Property and project information, such as address, property type, HVAC system details, equipment notes, and intake questionnaire responses
• Bid and contractor information, including bid nicknames, uploaded bid photos and documents, pricing, scope, equipment details, and other information visible in your submissions
• Review and service records, such as reviewer notes, comparison results, report narratives, approval status, and communications related to your review
• Payment information, such as transaction amounts, payment status, and limited payment method details processed by our payment provider (we do not store full card numbers)
• Technical and usage information, such as browser type, device information, IP address, pages visited, and similar log or analytics data
• AI and service-operation data, such as records of automated analysis requests, extracted bid fields, image processing metadata (for example resized dimensions), and related usage/cost logs used to operate and improve our review tools

How we use information

We use the information we collect to:

• Provide, operate, maintain, and improve our bid review services
• Process uploaded bid materials, including image optimization and automated extraction of pricing, scope, and equipment details for reviewer use
• Generate, review, approve, and deliver comparison reports and related communications
• Verify your email address, secure your account, and prevent fraud or abuse
• Process payments and fulfill purchases
• Communicate with you about your request, account, and service updates
• Comply with legal obligations and enforce our terms
• Develop and improve our systems, including training and refining internal review tools using reviewer-approved extraction results and related service data
• Produce aggregated or de-identified insights about HVAC bids, pricing, scope, and market patterns to help other customers receive fairer comparisons and better understand the market

When we use bid information to improve our services or inform market insights, we aim to remove or avoid using direct identifiers where practical. However, bid documents and related submissions may contain personal, property, or contractor information as submitted by you or visible in the materials you upload.

Automated processing and AI

We use automated tools, including third-party artificial intelligence services, to help analyze bid photos and documents, extract structured comparison data, and support our review workflow. These tools process the content you submit for the purpose of providing and improving our services. We take steps to limit the data sent for automated processing where appropriate, such as using optimized copies of images rather than unnecessary full-resolution files when feasible.

How we share information

We may share information with service providers that help us operate our business, such as hosting, database storage, email delivery, payment processing, analytics, and AI/automation providers. These providers may use your information only as needed to perform services on our behalf and subject to appropriate contractual protections.

We may disclose information if required by law, to respond to lawful requests, to enforce our terms, or to protect the rights, property, or safety of BidReview, our users, or others.

If BidReview is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or part of our business or assets, information we hold may be transferred as part of that transaction. Any successor owner may continue to use information in accordance with this Privacy Policy or as otherwise permitted by law, subject to any required notices or choices we provide at that time.

We do not sell your personal information to unrelated third parties for their own marketing purposes. However, as described above, business and data assets may be transferred in connection with a corporate transaction, and we may use or share aggregated or de-identified bid information to improve our services and market understanding.

Market and service improvement use

By using our services and submitting bid materials, you understand that information from your bids may be used—on its own or combined with other submissions—to improve BidReview's review tools, templates, and internal knowledge systems. This helps us deliver better reviews and helps other homeowners and customers receive fairer bid comparisons and a clearer understanding of HVAC pricing, scope, and market norms.

Where feasible, we use reviewer-approved or otherwise processed service data rather than raw unverified outputs, and we seek to limit identifiable details when creating broader market insights. Because bid documents may contain identifying information, you should avoid uploading sensitive information that is not necessary for your review.

Data retention

We retain personal information and bid-related records for as long as necessary to provide our services, improve our platform, comply with legal obligations, resolve disputes, enforce our agreements, and support legitimate business operations, including internal learning systems and historical market analysis. Retention periods may vary depending on the type of information and how it is used.

Security

We use reasonable administrative, technical, and organizational measures designed to protect personal information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Your choices

Depending on your location, you may have rights to access, correct, delete, or restrict certain uses of your personal information. To make a request, contact us using the information below. Please note that deleting information may limit our ability to provide services or maintain records needed for completed reviews, payments, or legal compliance.

Children's privacy

Our services are not directed to children under 13, and we do not knowingly collect personal information from children under 13.

Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and revise the "Last updated" date above.

Contact us

If you have questions about this Privacy Policy, please contact us through your customer portal or the contact information provided on your review order confirmation.