Our Privacy Policy

Welcome to BidHawk AI, an AI-powered proposal analysis service operated by Simplified Logic, Inc. ("we," "us," or "our"). We are committed to being transparent about how we handle your data and what we can—and cannot—control when it comes to your privacy.

This Privacy Policy explains our data practices in clear terms. We believe you deserve to know exactly what happens to your information, including the limitations when connected to or working with third-party AI providers.

AI Providers We Use
BidHawk AI integrates with third-party artificial intelligence providers to power our analysis and generation features. These providers currently include:

• Google AI (primary)
• OpenAI (optional)
• Anthropic (optional)

What We Do to Protect Your Data
We take the following steps to protect your information when using third-party AI services:

• Enterprise-Grade Agreements: We use business/enterprise tiers of AI services, not consumer versions
• Contractual Protections: We defer Data Processing Agreements (DPAs) to our AI providers and trust their commitments to not use your data to train their general-purpose models. (all connections to these services is subject to provider terms)
• Data Minimization: We only send the minimum data necessary to process your requests (e.g. text metadata extracted from your documents)
• Vendor Review: We regularly review our AI providers' policies and terms and may unilaterally decide to switch providers based on changes in their policies.

Important Limitations: What We Cannot Control or Guarantee
Please read this section carefully.

• While we take extensive measures to protect your data, there are important limitations to what we can control when working with third-party AI providers:

We Cannot Control What AI Providers Do Beyond Our Contracts

• Although terms and conditions with AI providers (OpenAI, Anthropic, Google) typically prohibit them from using your data for model training, we cannot prevent them from doing so or independently verify their compliance in real-time. We rely on their representations and agreement commitments.

We Cannot Guarantee Complete Data Isolation

• While our AI providers represent that customer data is isolated, we cannot guarantee that your data will never be exposed to or consolidated with data from other customers. The technical infrastructure is controlled by the AI providers, not by us.
• Separate contractual agreements for connecting BidHawk AI to your AI provider, or hosting BidHawk AI on-premise are optional purchases and agreements that reduce this risk. If these options are of interest, please submit as support request through the "Buy Credits" modal when logged in to BidHawk AI, or submit a general request for support on this site.

We Cannot Control Provider Policy Changes

• Third-party AI providers may change their data practices, privacy policies, or terms of service. While we monitor for such changes and will make reasonable efforts to notify you, we cannot control when or how these changes occur.

We Cannot Control AI Provider Security Incidents

• If a third-party AI provider experiences a data breach or security incident, we may not learn about it immediately, and we cannot control their incident response or breach notification timeline.

We Cannot Control Subprocessors

• Our AI providers may use their own subprocessors (additional third parties) to deliver their services. We have limited visibility into and control over these downstream relationships and use of any data they collect about our customers using BidHawk AI.

Legal Process and Government Requests

• AI providers may be subject to legal requirements, government requests, or court orders that require them to disclose data. We cannot control or prevent such disclosures by third parties. We will comply with any formal and specific legal request for information about our users and their usage that we are able to provide when applicable by jurisdiction and governing law.

Your Choices
Given these limitations, we strongly recommend:

• Do not submit highly sensitive or confidential information to AI-powered features unless absolutely necessary.
• Review the privacy policies of our third-party AI providers (links provided below)
• Contact us if you have specific data restrictions or requirements before using our service

Third-Party AI Provider Privacy Policies:

• Google AI: https://policies.google.com/privacy (primary)
• OpenAI: https://openai.com/policies/privacy-policy/ (optional)
• Anthropic: https://www.anthropic.com/privacy (optional)

Service Providers
Beyond the AI providers discussed above, we may share your information with other trusted service providers who help us operate our business, including:

• Cloud hosting providers (Google Cloud Platform - application hosting/infrastructure)
• Payment processors (Stripe - billing, credit card processing, etc.)
• Email and communication services (Google, Stripe, etc.)
• Analytics providers (Google Analytics)

All service providers are contractually obligated to protect your information and use it only for the purposes constrained by our agreements with these providers.

Legal Requirements
We may disclose your information if required by law, legal process, or government request, or if we believe disclosure is necessary to:

• Comply with applicable laws or respond to valid legal processes
• Protect the rights, property, or safety of Simplified Logic, Inc., our users, or the public
• Detect, prevent, or address fraud, security, or technical issues

Business Transfers
If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control of your personal information.

With Your Consent
We may share your information for other purposes with your explicit consent.

We retain your personal information for as long as necessary to provide our services and fulfill the purposes outlined in this policy.

• Account Data: Retained while your account is active and for a reasonable period afterward for legal and business purposes.
• Content Data: Retained as needed to provide services; you can delete your content at any time through your account.
• AI Processing Data: Data sent to third-party AI providers is subject to their retention policies (typically 30 days for abuse monitoring, as per their enterprise terms).

When you delete your account, we will delete or anonymize your personal information within 90 days, except where we are required to retain it for legal compliance.

We implement reasonable technical and organizational measures to protect your information, including:

• Encryption of data in transit (TLS/SSL)
• Encryption of sensitive data at rest
• Access controls and authentication requirements
• Regular security assessments

However, please understand:

• No system is perfectly secure. We cannot guarantee that unauthorized access, hacking, data loss, or breaches will never occur. You use our service at your own risk.

Your privacy rights depend on where you are located and which laws apply to you. Below, we explain the major privacy laws that may give you rights regarding your personal information.
European Union: General Data Protection Regulation (GDPR)
If you are located in the European Union (EU), European Economic Area (EEA), or United Kingdom (UK), you have specific rights under the GDPR:
What the GDPR Means for You:

• Right to Know What Data We Have: You can request a copy of all personal data we hold about you, including information about how we process it.
• Right to Fix Incorrect Information: If any of your personal data is inaccurate or incomplete, you have the right to request that we correct it.
• Right to Delete Your Data ("Right to be Forgotten"): You can ask us to delete your personal data under certain circumstances, such as when it's no longer necessary for the purpose we collected it or if you withdraw your consent.
• Right to Restrict Processing: You can ask us to limit how we use your data in specific situations, such as when you're contesting the accuracy of the data or when you've objected to processing.
• Right to Data Portability: You can request that we provide your personal data in a structured, commonly used format so you can transfer it to another service provider.
• Right to Object: You have the right to object to our processing of your personal data for certain purposes, particularly for direct marketing or processing based on our legitimate interests.
• Right to Withdraw Consent: If we process your data based on your consent, you can withdraw that consent at any time.
• Right to Complain: If you believe we've violated your privacy rights, you can file a complaint with your local data protection authority.

How to Exercise These Rights: Email us at bidhawk@simplifiedlogic.com
Our Legal Basis for Processing: We process your data based on:

• Contract performance (to provide our services to you)
• Legitimate interests (to improve our services and prevent fraud)
• Consent (when required)
• Legal obligations (when required by law)

Indiana, USA: Indiana Consumer Data Protection Act (INCDAPA)
If you are an Indiana resident, the INCDAPA provides you with specific rights regarding your personal data, effective January 1, 2026.
What the INCDAPA Means for You:

• Right to Know: You can confirm whether we are processing your personal data and access that data. This lets you see what information we have about you.
• Right to Correction: You can request that we correct any inaccuracies in your personal data. We will make reasonable efforts to correct the information if we can verify it's wrong.
• Right to Deletion: You can request that we delete your personal data. We will comply unless we need to keep it for specific legal reasons (like completing a transaction or complying with the law).
• Right to Data Portability: You can request a copy of your personal data in a portable, commonly used format that allows you to transfer it to another service if you wish.
• Right to Opt Out of Targeted Advertising and Sales: You have the right to opt out of the processing of your personal data for targeted advertising or the sale of your personal data. Note: We do not sell your personal data or use it for targeted advertising.
• Right to Opt Out of Profiling: You can opt out of profiling in furtherance of decisions that produce legal or similarly significant effects. This is particularly important for AI-driven decisions that could significantly impact you.

How to Exercise These Rights: Email us at bidhawk@simplifiedlogic.com or use the submit a support request when logged into your account.
Our Response Time: We will respond to your request within 45 days (with a possible 45-day extension if needed).
No Discrimination: We will not discriminate against you for exercising your privacy rights.

California, USA: CCPA / CPRA
California Consumer Privacy Act (CCPA) / California Privacy Rights Act (CPRA)
If you are a California resident, you have rights under the CCPA as amended by the CPRA.
What the CCPA/CPRA Means for You:

• Right to Know What We Collect: You can request detailed information about the categories and specific pieces of personal information we've collected about you in the past 12 months, including the sources, purposes, and third parties we share it with.
• Right to Delete: You can request that we delete your personal information, subject to certain exceptions (such as when we need it to complete a transaction or comply with legal obligations).
• Right to Correct: You have the right to request that we correct inaccurate personal information we maintain about you.
• Right to Opt Out of Sale or Sharing: You can opt out of the "sale" or "sharing" of your personal information. Note: We do not sell your personal information. We do not share it for cross-context behavioral advertising.
• Right to Limit Use of Sensitive Personal Information: You can limit our use of sensitive personal information (such as Social Security numbers, health data, or precise geolocation) to only what's necessary to provide our services. Note: We do not collect or process sensitive personal information beyond what's necessary for service delivery.
• Right to Non-Discrimination: We cannot discriminate against you for exercising your CCPA/CPRA rights, such as by denying services, charging different prices, or providing a different level of service.
• Right to Opt Out of Automated Decision-Making: You have the right to opt out of automated decision-making technology, including profiling, when it has legal or similarly significant effects.

How to Exercise These Rights: Email us at bidhawk@simplifiedlogic.com or call us at the number provided on our website.
Authorized Agents: You may designate an authorized agent to make requests on your behalf. We may require verification of the agent's authority.
Response Time: We will respond to verifiable requests within 45 days.

Federal Privacy Laws: What They Mean for You
While the United States does not have a single comprehensive federal privacy law like GDPR, several federal laws protect specific types of information.
Federal Privacy Protections That May Apply:

• FTC Act (Section 5): The Federal Trade Commission enforces against unfair or deceptive practices related to privacy and data security. This means we are legally required to honor the commitments we make in this Privacy Policy and cannot engage in deceptive data practices.
• Children's Online Privacy Protection Act (COPPA): We do not knowingly collect personal information from children under 13. Our service is intended for business use by adults. If we discover we have collected information from a child under 13, we will delete it immediately.
• CAN-SPAM Act: If we send you commercial emails, you have the right to opt out of receiving them. Every marketing email will include an unsubscribe link. We will process opt-out requests within 10 business days.
• Electronic Communications Privacy Act (ECPA): This law protects the privacy of electronic communications. We do not intercept or disclose electronic communications except as necessary to provide our service or as required by law.
• Federal Trade Commission Guidance on AI: The FTC has made clear that companies using AI must be truthful about their data practices and cannot deceive consumers about how their data is used. We are committed to transparent disclosure about our AI integrations and their limitations.

What This Means for You: Even without exercising specific state law rights, you are protected by federal law from deceptive and unfair business practices related to your privacy. We take these obligations seriously.

Other State Privacy Laws
Several other U.S. states have enacted privacy laws similar to the CCPA and INCDAPA. If you are a resident of Colorado, Connecticut, Utah, Virginia, Montana, Oregon, Texas, or other states with comprehensive privacy laws, you may have similar rights. Please contact us at bidhawk@simplifiedlogic.com to exercise your rights under your state's law.

Simplified Logic, Inc. is based in Indiana, United States. If you are accessing our service from outside the United States, please be aware that your information will be transferred to, stored, and processed in the United States unless a connected third party provider indicates otherwise.

The United States may not have the same data protection laws as your jurisdiction. By using our service, you consent to the transfer of your information to the United States.
For users in the European Union, we rely on Standard Contractual Clauses approved by the European Commission for international data transfers where applicable.

BidHawk AI is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately at bidhawk@simplifiedlogic.com, and we will delete it.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

When we make material changes, we will:

• Update the "Effective Date" at the top of this policy
• Notify you by email (if you have an account)
• Provide notice through our service or website

We encourage you to review this Privacy Policy periodically. Your continued use of BidHawk AI after changes become effective constitutes your acceptance of the updated policy.

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Simplified Logic, Inc.
Email: bidhawk@simplifiedlogic.com
For privacy rights requests, please include:

• Your full name
• Your account email address
• A detailed description of your request
• Your state/country of residence (to help us apply the correct privacy law)

We will respond to your request within the timeframe required by applicable law (typically 45 days).