Privacy Policy

PromaBuild (“PromaBuild,” “we,” “us,” or “our”) provides software that helps contractors manage bid invitations, bid packages, bid responses, project communication workflows, and related documents.

This Privacy Policy explains what information we collect, how we use it, how we share it, and the choices available to users of PromaBuild.

PromaBuild is intended for use in the United States.

1. Information We Collect

We collect information you provide directly to us, information generated through your use of the service, and limited technical information needed to operate and secure the service.

Account and company information may include:

• name
• email address
• company name
• login/authentication information
• membership or role within a company workspace
• billing or subscription information if you use a paid tier

Project and bidding information may include:

• project names and project details
• bid package names and descriptions
• subcontractor contact information
• invitation records
• bid participation status
• bid response amounts
• bid notes or messages
• award status
• uploaded files and documents
• related timestamps and activity records

Contact and invitation information may include:

• subcontractor names
• company names
• trade categories
• email addresses
• invitation links or tokens
• email delivery status
• bid response status

Document information may include:

• files uploaded, stored, or shared through PromaBuild
• file names
• file metadata
• document-related activity, such as upload or access timestamps

Technical information may include:

• IP address
• browser type
• device information
• log data
• pages or features used
• error or diagnostic information
• authentication/session information

2. Information You Provide About Others

PromaBuild allows users to enter information about subcontractors, bidders, employees, project contacts, and other business contacts.

If you enter information about another person or company, you are responsible for making sure you have the right to provide that information and use it within PromaBuild.

3. How We Use Information

We use information to:

• create and manage user accounts
• create and manage company workspaces
• manage projects, bid packages, invitations, bid responses, and awards
• send transactional emails, including bid invitations and related workflow emails
• store and share uploaded documents as directed by users
• show users the information they are authorized to access
• provide customer support
• improve reliability, security, and usability
• detect, prevent, or investigate abuse, fraud, security incidents, or unauthorized access
• comply with legal obligations

We do not sell personal information.

4. Bid Invitations and Invite Links

PromaBuild may generate invitation links or tokens that allow invited recipients to view and respond to a specific bid invitation.

Anyone with access to a valid invitation link may be able to view information associated with that invitation, such as the inviting company, project name, bid package name, recipient contact details, and response options.

Users are responsible for sending invitations to the intended recipients and for protecting invitation links from unintended sharing.

5. Uploaded Documents

PromaBuild may allow users to upload, store, and share documents related to projects, bids, and bid packages.

Users are responsible for the content of uploaded documents and should not upload sensitive personal information, regulated health information, Social Security numbers, bank account numbers, payment card information, or other highly sensitive data unless PromaBuild expressly supports that type of data in writing.

We may store uploaded documents using third-party infrastructure providers to operate the service.

6. How We Share Information

We may share information:

• with users within the same authorized company workspace
• with invited recipients, but only as needed for a specific invitation or bid workflow
• with service providers that help us operate PromaBuild
• if required by law, subpoena, court order, or legal process
• to protect the rights, safety, security, or integrity of PromaBuild, our users, or others
• in connection with a business transfer, such as a merger, acquisition, financing, or sale of assets

We do not sell personal information.

7. Service Providers

PromaBuild uses third-party service providers to operate the service. These may include:

• cloud hosting, infrastructure, database, and storage providers
• transactional email and communication delivery providers
• authentication and account security providers
• payment processors for billing and subscriptions if paid services are used

These providers may process information only as needed to provide their services to us.

8. Payment Information

If PromaBuild offers paid tiers, payment information may be processed by a third-party payment processor. PromaBuild does not store full payment card numbers on its own servers.

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

9. Cookies and Similar Technologies

PromaBuild may use cookies or similar technologies for:

• authentication
• session management
• security
• remembering preferences
• understanding basic usage and performance

You may control cookies through your browser settings, but disabling certain cookies may prevent parts of PromaBuild from working properly.

10. Data Retention

We keep information for as long as needed to provide PromaBuild, comply with legal obligations, resolve disputes, enforce agreements, maintain security, and support legitimate business needs.

Users may request deletion of account or company data by contacting us. Some information may be retained if required for legal, security, backup, audit, billing, or dispute-resolution purposes.

11. Security

We use reasonable administrative, technical, and organizational measures designed to protect information from unauthorized access, loss, misuse, or alteration.

No online service can guarantee absolute security. Users are responsible for protecting their account credentials and limiting access to authorized users.

12. User Choices and Requests

You may contact us to request access, correction, export, or deletion of personal information associated with your account, subject to legal, security, and operational limitations.

If your information was entered into PromaBuild by another company or user, we may direct you to that company or user to handle your request.

13. Children's Privacy

PromaBuild is intended for business users and is not directed to children under 13. We do not knowingly collect personal information from children under 13.

14. U.S.-Focused Service

PromaBuild is intended for use in the United States. If you access PromaBuild from outside the United States, you understand that your information may be processed in the United States.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the “Last Updated” date and may provide additional notice when appropriate.

16. Contact

If you have questions about this Privacy Policy or want to make a privacy request, contact us at info@promabuild.com.