Privacy policy

BidOps Inc. ("BidOps", "we", "us") provides software that helps Canadian small and medium-sized businesses discover, qualify, and respond to public-sector procurement opportunities. This policy explains what we collect, why we collect it, and the rights you have over your information. It applies to bidops.ai, app.bidops.ai, and any other domain we operate.

We treat your data the way you'd want a vendor handling your bid documents to: with restraint, minimum necessary access, and clear accountability.

1. What we collect

Account data. When you sign up, we collect your name, work email, the legal name of your organization, and the password or third-party identity (Google) you authenticate with.

Profile data. Information you provide about your business — services offered, jurisdictions served, certifications, capacity, NAICS/UNSPSC categories, past awards — so we can match you to relevant opportunities.

Bid content. Documents, attachments, drafts, compliance matrices, and notes you create or upload inside the product. This content is yours.

Billing data. When you start a paid plan, our payment processor (Stripe) collects and stores your payment method. BidOps never sees or stores full card numbers.

Usage data. Pages viewed, features used, request timing, errors. We use this to debug and improve the product. We do not sell it.

2. Public procurement data

BidOps continuously ingests publicly available procurement information from federal, provincial, municipal, and crown-corporation sources across Canada — and from publicly listed grant programs. This data is public record. We enrich, structure, and present it inside the product. We do not claim ownership of the underlying notices.

3. How we use information

• To run the service: authentication, matching, drafting, exports.
• To send transactional emails (deadline reminders, status alerts).
• To bill you and prevent fraud.
• To improve features based on aggregate, de-identified usage patterns.
• To respond when you contact support.

We do not sell your data, share your bid content with other customers, or train generic public AI models on your documents.

4. AI processing

BidOps uses large language models (currently Anthropic Claude) to extract requirements, score fit, and draft proposal content. When we send your data to a model provider, we do so under a commercial agreement that prohibits the provider from training their models on your content. Outputs are generated for your organization only and are stored against your account.

5. Sharing

We share information only with:

• Infrastructure providers needed to run the service (hosting, database, email delivery, error monitoring, payments, AI model providers). Each is bound by a data-processing agreement.
• Other people in your organization that you've invited to your workspace.
• Authorities, if compelled by valid Canadian legal process. We push back on overbroad requests.

6. Where data lives

Customer data is stored in Canadian regions (ca-central-1) where possible. AI model inference may be routed to providers operating in the United States; only the minimum necessary content is sent per request, and providers are contractually prohibited from retaining it beyond the request lifetime for training purposes.

7. Retention

We keep your account and bid content for as long as your account is active. If you cancel, we retain content for 90 days so you can reactivate, then permanently delete it. Billing records are kept for seven years to satisfy Canadian tax requirements.

8. Your rights

Under PIPEDA and applicable provincial privacy laws, you can ask us to:

• Confirm what personal information we hold about you.
• Correct inaccurate information.
• Delete your account and associated data.
• Export your bid content in a portable format.

Email privacy@bidops.ai. We respond within 30 days.

9. Security

See our Security page for technical detail. In short: TLS everywhere, encryption at rest, least-privilege access, audit logging, and a documented incident response process.

10. Children

BidOps is a business tool. The service is not directed at children under 18 and we do not knowingly collect their information.

11. Changes

We may update this policy. If the changes are material we'll email the account owner before they take effect.

12. Contact

BidOps Inc.
Privacy Officer
privacy@bidops.ai

Last updated May 12, 2026.