Privacy Policy

We collect information that you provide directly to us and information that is automatically collected when you use our services.

1.1 Information You Provide

• Account Information: Name, email address, mobile phone number (for SMS notifications, where you have opted in), company name, and job title
• Profile Information: Profile picture, bio, and preferences
• Project Data: Project details, bid documents, vendor information, and related communications
• Payment Information: Billing address, payment method details (processed securely through third-party payment processors)
• Communications: Messages, feedback, and other communications you send to us

1.2 Automatically Collected Information

• Usage Data: Pages visited, features used, time spent, and navigation patterns
• Device Information: IP address, browser type, operating system, device identifiers
• Log Data: Access times, error logs, and system performance data
• Cookies and Tracking Technologies: As described in our Cookie Policy

If you choose to connect a third-party email account through our Services (for example, via the Mail tab in your dashboard using OAuth, IMAP, or similar integrations), you direct us to access, synchronize, collect, copy, store, and otherwise process information from that mailbox.

This may include, without limitation: email messages and drafts; headers and metadata (such as senders, recipients, timestamps, and routing information); subject lines and bodies; attachments; mailbox folders and labels; and related account identifiers and tokens needed to maintain the connection.

2.1 Storage

Mailbox content processed through the Services may be stored on systems we or our subprocessors operate, including in the United States or other jurisdictions where we do business, for as long as needed to provide the feature, comply with law, resolve disputes, and in accordance with our retention practices described in this Policy.

2.2 Artificial intelligence and automated analysis

We may use automated technologies - including artificial intelligence and machine learning models and services - in our sole discretion to analyze mailbox content. Processing may include, for example: categorization and tagging; summarization; detection of topics, projects, or bids; association of messages with properties, vendors, or workflows in the platform; quality checks; fraud, abuse, or security review; generation of reply suggestions or drafts; operational diagnostics; and improvement, training, tuning, or evaluation of models and product features, subject to applicable law.

The scope, methods, vendors, and purposes of such analysis may change over time. Outputs of automated systems may be incomplete or inaccurate and do not constitute legal, financial, or professional advice.

2.3 Disconnecting

You may disconnect a linked mailbox where the Services provide that option. Disconnection stops new syncing but may not immediately delete all historic data; deletion is handled as described in this Policy and in product settings.

BidChex offers SMS text message notifications to property managers, board members, residents, unit owners, and prospective renters or buyers in connection with HOA management activities. SMS opt-in is collected through written application forms (such as rental and purchase applications) administered by the HOA or its management company, with a dedicated, standalone consent checkbox.

3.1 Types of Messages

SMS messages from BidChex are transactional and may include:

• Account invitations and activation notifications
• Building access and intercom event alerts
• HOA violation and compliance notices
• In-app message notifications
• Operational alerts related to property management activities

3.2 Message Frequency

Message frequency varies based on property activity and user role.

3.3 Message and Data Rates

Message and data rates may apply. BidChex does not charge for SMS messages, but your mobile carrier may charge for messages sent to or from your device.

3.4 No Sharing of Mobile Information

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors supporting BidChex services (such as our SMS delivery provider) is permitted only as necessary to deliver the messages you have requested. Mobile opt-in data and consent are not shared with any third parties for any purpose.

3.5 Opt-Out

You may opt out of SMS messages at any time by replying STOP to any message from BidChex. You may also opt out by disabling SMS notifications in your BidChex account settings or by contacting support@bidchex.com. After you opt out, you will receive a one-time confirmation message and no further SMS messages from BidChex.

3.6 Help

For help with SMS messages, reply HELP to any message from BidChex, contact support@bidchex.com, or visit https://bidchex.com.

3.7 Consent Not Required

Consent to receive SMS messages from BidChex is not a condition of using BidChex services, applying for a rental or purchase, or any other transaction.

We use the information we collect to:

• Provide, maintain, and improve our services
• Process transactions and send related information
• Send technical notices, updates, security alerts, and support messages
• Respond to your comments, questions, and requests
• Monitor and analyze trends, usage, and activities
• Personalize and improve your experience
• Detect, prevent, and address technical issues and fraudulent activity
• Comply with legal obligations and enforce our agreements

We use cookies, web beacons, and similar tracking technologies to collect and store information about your use of our services. These technologies help us:

• Remember your preferences and settings
• Understand how you use our services
• Improve and personalize your experience
• Analyze traffic and usage patterns

You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of our services.

We may share your information in the following circumstances:

6.1 Service Providers

We share information with third-party service providers who perform services on our behalf, such as:

• Cloud hosting and infrastructure providers
• Payment processors
• Analytics and data analysis services
• Customer support platforms
• Email and communication services
• Artificial intelligence and machine-learning providers that process content on our behalf

6.2 Legal Requirements

We may disclose information if required by law, court order, or government regulation, or if we believe disclosure is necessary to protect our rights, property, or safety, or that of our users or others.

6.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information
• Portability: Request transfer of your data
• Objection: Object to processing of your information
• Restriction: Request restriction of processing

To exercise these rights, please contact us using the information provided in the Contact section below.

We retain your information for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements. When information is no longer needed, we securely delete or anonymize it.

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete that information.

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your country. By using our services, you consent to the transfer of your information to these countries.

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We encourage you to review this Privacy Policy periodically.

We are committed to complying with applicable data protection laws, including the General Data Protection Regulation (GDPR) in the European Union, the Brazilian General Data Protection Law (LGPD), and other international data protection regulations.

If you wish to exercise your data protection rights, including the right to access, correct, delete, or port your personal data, or if you have questions about how we handle your personal information, please contact our Data Protection Officer:

Email: gdpr@bidchex.com (for GDPR/LGPD requests)

We will respond to your request within a reasonable timeframe and in accordance with applicable data protection laws.

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

BidChex, Inc.
Miami Beach, FL 33139
United States

Email: legal@bidchex.com