Privacy

Privacy Policy

How BidMarX handles personal and workspace-related information submitted through the public site.

BidMarX Privacy Policy

Last Updated: 20 June 2026

This Privacy Policy explains how Ivan Prokopiev, operating as BidMarX (“BidMarX,” “we,” “us,” or “our”) collects, uses, discloses, stores, protects, and retains personal information when you use BidMarX, including our website, application, estimate tools, templates, document features, client approval features, electronic signature features, support features, integrations, communications, and related services.

By using BidMarX, you acknowledge this Privacy Policy. If you do not agree with this Privacy Policy, do not access or use BidMarX.

This Privacy Policy should be read together with our Terms and Conditions.

1. Scope

This Privacy Policy applies to personal information we collect, use, disclose, store, or process through:

the BidMarX website;
the BidMarX application;
account registration and invitations;
workspace administration;
estimate and template workflows;
client approval and electronic signature workflows;
document uploads and generated PDFs;
support messages;
feedback forms;
email communications;
billing and subscription processes;
integrations with third-party services;
cookies, logs, security, and performance tools.

This Privacy Policy does not apply to websites, applications, platforms, or services that we do not own or control.

If you connect BidMarX to a third-party service, your use of that third-party service is also governed by that third party’s own terms and privacy policy.

2. Our Role and Customer Responsibilities

BidMarX provides software tools for business and professional use.

Customers may use BidMarX to submit, store, generate, send, or process information about their own employees, contractors, subcontractors, vendors, clients, homeowners, contacts, project participants, and other individuals.

In many situations, the Customer decides what personal information is entered into BidMarX, why it is entered, who may access it, and how it is used in the Customer’s business.

Customers are responsible for:

obtaining any required consent;
providing any required privacy notices;
ensuring they have authority to submit personal information to BidMarX;
ensuring personal information they submit is accurate and lawful;
managing user access and permissions in their Workspace;
responding to requests from their own clients, contacts, employees, subcontractors, or other individuals where legally required;
complying with privacy, anti-spam, employment, construction, tax, and business laws that apply to them.

BidMarX processes Customer Data to provide, secure, support, and improve the Services as described in this Privacy Policy and our Terms and Conditions.

3. Personal Information We Collect

We may collect the following types of personal information.

3.1 Account and User Information

We may collect information about Customers and Workspace Users, including:

name;
email address;
phone number, if provided;
job title or role;
company name;
workspace name;
login information;
user permissions;
invitation status;
account activity;
authentication records;
support and communication preferences.

3.2 Business and Workspace Information

Customers and Users may submit business and workspace information, including:

company profile information;
business contact details;
team member information;
client contact information;
subcontractor or vendor contact information;
estimate data;
project-related information;
pricing, costs, margins, and scope details;
assumptions, exclusions, options, and line items;
templates;
notes, messages, and comments.

Some of this information may be confidential business information and may also include personal information.

3.3 Client and Estimate Information

Customers may enter information about their own clients, homeowners, property owners, representatives, contacts, or project participants.

This may include:

names;
email addresses;
phone numbers;
company names;
billing addresses;
project addresses;
estimate details;
approval status;
signatures;
comments;
documents;
files;
approval history;
audit and event records.

Customers are responsible for ensuring they have the right to provide this information to BidMarX.

3.4 Documents and Files

We may collect and process documents and files uploaded, generated, attached, exported, or stored in BidMarX, including:

estimate PDFs;
company logos;
signatures;
client documents;
project documents;
images;
attachments;
exported files;
support-related files.

You should not upload payment card numbers, social insurance numbers, health information, government identity documents, or other highly sensitive personal information unless we expressly permit it in writing.

3.5 Billing and Payment Information

If you purchase a paid subscription or paid feature, we may collect billing-related information such as:

billing name;
billing email;
company name;
billing address;
plan type;
subscription status;
payment status;
invoice information;
tax information;
transaction metadata;
subscription history;
payment processor identifiers.

Payment card details may be processed by third-party payment processors. We do not intentionally store full payment card numbers on our own systems.

3.6 Support, Feedback, and Communications

We may collect information when you contact us, submit feedback, ask a question, report a bug, request support, complete a form, or communicate with us.

This may include:

message content;
screenshots or attachments you provide;
page, feature, or workflow where the issue occurred;
contact details;
support history;
diagnostic information;
feedback, ratings, reviews, or comments.

3.7 Technical, Usage, and Security Information

We may automatically collect technical, usage, and security information, including:

IP address;
device type;
browser type;
operating system;
pages viewed;
features used;
dates and times of access;
referring pages;
session activity;
click or interaction data;
errors and logs;
security events;
approximate location based on IP address;
cookie and similar technology data;
authentication and access records.

4. How We Collect Personal Information

We may collect personal information:

directly from you;
from Customers who invite you or add you to a Workspace;
from Workspace Users who enter or upload information;
from Clients who open, review, approve, reject, comment on, or sign documents;
from support, feedback, and contact forms;
from billing and subscription workflows;
from connected third-party services;
automatically through cookies, logs, and security tools.

We may also receive limited information from third-party services when you choose to connect those services to BidMarX.

5. How We Use Personal Information

We use personal information to:

provide BidMarX;
create and manage accounts;
manage Workspaces and invitations;
authenticate users;
manage user permissions;
provide estimate, template, PDF, approval, signature, and document features;
process subscriptions and billing;
provide customer support;
respond to questions and feedback;
troubleshoot issues;
improve product functionality;
monitor usage and performance;
maintain security;
detect and prevent fraud, abuse, and misuse;
enforce our Terms and Conditions;
send service messages;
send product updates where permitted;
manage integrations;
comply with legal obligations;
protect our rights, users, Customers, Clients, and Services.

We may use aggregated, anonymized, or de-identified information for analytics, product improvement, reporting, business planning, and development.

We do not sell personal information.

We do not use Customer Data to train public artificial intelligence models unless we obtain permission or clearly state otherwise in an updated policy or separate agreement.

6. Customer Data and Client Data

Customers may submit personal information about their own users, employees, contractors, clients, homeowners, vendors, subcontractors, and project participants.

The Customer is responsible for:

obtaining any required consent;
providing required notices;
ensuring the information is accurate;
ensuring the information is lawful to upload, store, use, disclose, send, and process through BidMarX;
ensuring estimate recipients are authorized to receive documents;
responding to requests from their own clients or contacts where legally required.

BidMarX processes Customer Data to provide the Services and support the Customer’s use of BidMarX.

If an individual contacts us about personal information controlled by a Customer Workspace, we may direct the request to the relevant Customer.

7. Consent and Legal Authority

We collect, use, and disclose personal information with consent where required, or as otherwise permitted or required by law.

Consent may be express or implied depending on the context.

You may withdraw consent where legally permitted, but this may limit your ability to use BidMarX.

We may also collect, use, or disclose personal information where needed to:

provide requested services;
perform or administer a contract;
manage accounts and subscriptions;
protect security;
prevent fraud or misuse;
collect fees;
enforce legal rights;
investigate misuse;
comply with law;
respond to lawful requests;
protect our rights, users, Customers, Clients, or third parties.

Customers are responsible for ensuring they have authority to provide personal information about their own clients, users, employees, subcontractors, vendors, and other contacts.

8. Emails and Communications

We may send you:

account messages;
invitation emails;
password reset emails;
security alerts;
billing notices;
service updates;
support responses;
product notices;
administrative messages;
legal notices;
marketing communications, where permitted by law.

You may unsubscribe from marketing communications where required by law.

You may still receive service, security, billing, legal, transactional, and account-related messages even if you unsubscribe from marketing emails.

Commercial electronic messages, where sent, will identify the sender and include an unsubscribe mechanism where required by law.

If BidMarX allows Customers to send emails or messages to Clients, Customers are responsible for ensuring those communications comply with applicable laws, including anti-spam laws where applicable.

9. Cookies and Similar Technologies

We may use cookies, local storage, pixels, logs, and similar technologies to operate, secure, and improve BidMarX.

Some cookies and similar technologies are necessary for the Services to function. These may be used to:

keep users signed in;
authenticate users;
remember preferences;
maintain session security;
prevent fraud and abuse;
protect the Services;
support core application functionality.

We do not currently use third-party analytics services such as Google Analytics.

We may add analytics tools, non-essential cookies, advertising tools, or tracking technologies in the future. If we do, we may update this Privacy Policy or provide additional notice where appropriate.

If we use non-essential cookies, analytics tools, advertising tools, or tracking technologies in the future, we may ask for your consent before using them where required by law or where we choose to provide additional controls. You may be able to manage cookie preferences through a cookie banner, consent tool, or your browser settings.

Blocking or disabling cookies may affect some functionality of BidMarX.

We do not use cookies to store full payment card numbers or account passwords.

10. Analytics and Product Improvement

We may use technical information, usage information, logs, feedback, support messages, cookies, similar technologies, and internal analytics to:

understand how BidMarX is used;
measure website and product performance;
improve features;
fix bugs;
improve security;
detect abuse;
develop new functionality;
understand customer needs.

We do not currently use third-party analytics services such as Google Analytics.

We may use analytics providers in the future to help us understand website and product usage. Analytics providers may set their own cookies or use similar technologies to collect usage information.

Where practical, we may use aggregated, anonymized, or de-identified information for product improvement, business analysis, reporting, and development.

We do not intend to publish or disclose Customer-specific pricing, margins, client lists, project data, or confidential business information for marketing or analytics without permission.

We do not intentionally send names, email addresses, payment card numbers, client lists, estimate PDFs, signatures, or other directly identifying Customer Data to analytics providers.

11. How We Share Personal Information

We do not sell personal information.

We may share personal information with the following categories of recipients.

11.1 Service Providers

We may share information with vendors and service providers that help us operate BidMarX, including:

hosting providers;
database providers;
cloud infrastructure providers;
email providers;
payment processors;
analytics providers, if used in the future;
error monitoring providers;
authentication providers;
cloud storage providers;
support tools;
security tools;
development and operations tools.

These providers may only use information as needed to provide services to us, subject to their own legal obligations, terms, agreements, and security practices.

11.2 Third-Party Integrations

If you connect BidMarX to a third-party service, such as accounting software, payment processors, email services, or cloud tools, information may be shared with that service as needed for the integration.

Your use of third-party integrations is also subject to the third party’s terms and privacy policy.

11.3 Within a Customer Workspace

Information may be visible to Workspace owners, administrators, authorized Users, and other users based on Workspace permissions and product functionality.

Customers are responsible for managing access in their Workspace.

11.4 Client Approval and Signature Workflows

If a Customer sends an estimate, proposal, PDF, approval request, signature request, or document to a Client, information may be made available to that Client through the applicable link, document, email, or workflow.

Customers are responsible for ensuring that recipients are authorized to receive that information.

11.5 Legal, Safety, and Compliance

We may disclose information where we believe it is necessary to:

comply with law;
respond to lawful requests;
enforce our Terms and Conditions;
protect our rights;
protect users, Customers, Clients, or third parties;
investigate fraud, abuse, or security issues;
collect unpaid fees;
defend against legal claims;
comply with regulatory or law enforcement requests.

11.6 Business Transfers

If BidMarX is involved in a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or similar transaction, personal information may be disclosed or transferred as part of that transaction.

If practical, we will require the receiving party to handle personal information in a manner consistent with this Privacy Policy or applicable law.

11.7 Feedback and Testimonials

If you provide feedback, ratings, reviews, testimonials, or comments intended for publication or marketing use, we may display, reproduce, edit for length or clarity, and publish that feedback in connection with BidMarX.

We will not intentionally publish confidential pricing, client lists, private project details, or sensitive business information as a testimonial without permission.

12. Payment Processing

Payments may be processed by third-party payment processors such as Stripe.

We may receive limited payment-related information, such as:

subscription status;
payment status;
billing email;
plan type;
invoice details;
tax details;
transaction metadata;
payment processor customer ID;
payment processor subscription ID.

We do not intentionally store full credit card numbers on our own systems.

Payment processors may collect and process payment information according to their own terms and privacy policies.

13. Data Storage and Location

We may store and process personal information in Canada, the United States, or other jurisdictions where we or our service providers operate.

Personal information processed outside your province or country may be subject to the laws of that jurisdiction, including lawful access by courts, law enforcement, government agencies, or regulators.

By using BidMarX, you understand that information may be processed by us and our service providers in other jurisdictions, subject to reasonable safeguards.

We use service providers based partly on operational, security, reliability, cost, and technical requirements.

14. Data Retention

We retain personal information only as long as reasonably necessary for the purposes described in this Privacy Policy, including to:

provide the Services;
maintain accounts;
support Customers;
comply with legal obligations;
resolve disputes;
enforce agreements;
maintain backups;
prevent fraud or abuse;
keep billing, tax, security, and business records.

Retention periods may vary depending on the type of information, account status, legal requirements, security needs, backup practices, and product functionality.

After termination or expiry of a Customer Workspace, we may retain Customer Data for up to 60 days to allow export, account recovery, billing, dispute resolution, security review, or legal compliance. After that period, we may delete or anonymize Customer Data, subject to backup retention, legal obligations, dispute resolution, billing records, security requirements, and technical limitations.

Backups may persist for a limited period after deletion from active systems.

When information is no longer reasonably needed, we may delete it, anonymize it, or securely retain it where permitted by law.

Customers are responsible for exporting or saving records they need before deleting data or ending their subscription, where export functionality is available.

15. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information.

However, no system is perfectly secure.

You are responsible for:

protecting your account credentials;
managing Workspace users;
removing users who no longer need access;
protecting your devices;
securing your email account;
using strong passwords;
reviewing user permissions;
reporting suspected unauthorized access;
securing connected third-party services.

We are not responsible for unauthorized access caused by your failure to secure accounts, devices, email, passwords, third-party services, or Workspace permissions.

16. Privacy Breaches and Security Incidents

If we become aware of a privacy or security incident involving personal information, we will assess the incident and take steps we believe are appropriate under the circumstances.

Where a breach creates a real risk of significant harm, we will take steps required by applicable privacy law, which may include notifying affected Customers, individuals, regulators, or other parties.

Our assessment may consider:

the sensitivity of the information;
the likelihood of misuse;
the risk of significant harm;
whether the information was encrypted or otherwise protected;
whether the information was recovered;
the number of individuals affected;
legal and regulatory requirements;
steps needed to contain, investigate, or mitigate the incident.

If the incident involves personal information submitted by a Customer, we may notify the Customer and coordinate appropriate response steps with the Customer where practical and legally permitted.

You must notify us promptly if you suspect unauthorized access to your account, Workspace, Customer Data, or connected third-party services.

17. Access, Correction, and Deletion

You may request access to, correction of, or deletion of your personal information, subject to legal and contractual limits.

If your personal information is controlled by a Customer Workspace, we may direct your request to the relevant Customer.

We may need to verify your identity before responding.

We may refuse, limit, or delay a request where permitted by law, including where disclosure would reveal information about another person, reveal confidential business information, interfere with legal rights, affect security, or conflict with legal obligations.

We may retain certain information where required or permitted by law, including for legal, billing, tax, security, backup, fraud prevention, or dispute resolution purposes.

To make a privacy request, contact us using the contact information at the end of this Privacy Policy.

18. Customer Responsibilities

Customers are responsible for personal information they submit to BidMarX.

Customers must ensure they have appropriate authority, consent, or other legal basis to collect, use, disclose, store, upload, send, and process personal information through BidMarX.

Customers are responsible for:

managing Workspace access;
reviewing user permissions;
removing inactive users;
responding to requests from their own clients, employees, subcontractors, vendors, or contacts;
ensuring estimate recipients are authorized to receive documents;
ensuring client approval and signature links are sent only to authorized recipients;
complying with privacy, anti-spam, employment, construction, tax, and business laws that apply to them;
maintaining their own required business records.

If a Customer uses BidMarX to communicate with Clients or other contacts, the Customer is responsible for ensuring those communications are lawful.

19. Children

BidMarX is intended for business use and is not directed to children.

We do not knowingly collect personal information from children.

If you believe a child has provided personal information to BidMarX, contact us and we will take reasonable steps to address it.

20. Sensitive Information

BidMarX is not designed to store highly sensitive personal information unless we expressly permit it.

You must not upload, submit, or store the following unless we expressly permit it in writing:

social insurance numbers;
payment card numbers;
bank account numbers unrelated to permitted billing workflows;
government identity documents;
health or medical information;
biometric information;
criminal record information;
children’s personal information;
passwords or credentials for third-party systems;
other highly sensitive information not required for normal use of BidMarX.

If you upload sensitive information without authorization, you are responsible for any resulting risk, claims, losses, or legal obligations to the extent permitted by law.

21. Automated Decision-Making

BidMarX may include automated calculations, workflows, reminders, status changes, validations, or system-generated outputs based on data entered by users.

These tools are intended to support Customer workflows. They do not replace human review.

BidMarX does not make final construction, legal, tax, accounting, hiring, lending, insurance, or professional decisions on behalf of Customers.

Customers are responsible for reviewing automated outputs before relying on them.

22. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

If changes are material, we may provide notice through the app, website, email, or another reasonable method.

Continued use of BidMarX after the updated Privacy Policy becomes effective means you accept the updated Privacy Policy.

If you do not agree, you must stop using BidMarX.

23. Contact

For privacy questions, requests, or complaints, contact:

Privacy Contact Ivan Prokopiev, operating as BidMarX Calgary, Alberta, Canada Email: support@bidmarx.com