Privacy Policy — Montana Bid Room

1. Introduction

Montana Bid Room (“we,” “us,” “our,” or the “Platform”) operates a construction bid exchange website and related services connecting General Contractors, Subcontractors, Homeowners, and other construction professionals in Montana. This Privacy Policy explains how we collect, use, disclose, and protect information when you use our website, mobile experience, or related services (collectively, the “Services”).

By using the Services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree, please do not use the Services.

2. Information We Collect

2.1 Information You Provide Directly

Account information: name, email address, phone number, business name, business address
Professional credentials you self-attest: license numbers, EIN, insurance information, trade certifications
Project information: project descriptions, budgets, timelines, locations, uploaded documents (blueprints, spec manuals, proposals)
Bid information: pricing, inclusions/exclusions, proposal documents
Payment information: processed by our third-party payment processor (Stripe) — we do not directly store full payment card details
Communications: messages sent through the Platform between users, and messages sent to our support email

2.2 Information Collected Automatically

Usage data: pages visited, features used, time spent on the Platform
Device information: browser type, IP address, operating system
Cookies and similar tracking technologies, used to maintain login sessions and improve the Service

2.3 Information From Third Parties

Payment confirmation data from Stripe
Publicly available project data sourced from Montana's public procurement systems or similar public sources, for the public project board

3. How We Use Your Information

To provide, operate, and maintain the Platform and its features
To process subscription payments via Stripe
To match contractors with relevant projects through the Proactive Bid Push notification feature, based on trade, location, budget, and project type criteria you provide
To send transactional emails (e.g. bid notifications, account confirmations, password resets)
To send marketing communications you have opted into, such as a newsletter, which you may unsubscribe from at any time
To power the AI Scope Assistant feature, which processes uploaded project specification documents using a third-party AI service (Anthropic's Claude API) to extract trade-relevant information at your request
To maintain platform security and prevent fraud or misuse
To comply with legal obligations

4. How We Share Your Information

We do not sell your personal information. We share information only in the following circumstances:

With other users as necessary for the Platform to function — for example, a General Contractor's project information is shared with Subcontractors they invite or who view it on the public or private marketplace; a Subcontractor's bid is shared with the General Contractor who posted the project
With service providers who help us operate the Platform, including payment processing (Stripe), email delivery (such as Postmark), cloud hosting and storage providers, and AI processing services (such as Anthropic, for the AI Scope Assistant feature)
When required by law, subpoena, or other legal process
To protect the rights, property, or safety of Montana Bid Room, our users, or the public
In connection with a business transaction such as a merger, acquisition, or sale of assets, in which case users will be notified

5. Self-Attested Credentials — Important Notice

Montana Bid Room operates on a self-attestation model for contractor credentials. Contractors provide their own license numbers, insurance information, EIN, and other business credentials. We do not independently verify this information against state licensing boards, insurance carriers, or other third-party records. We encourage all users to independently confirm a contractor's licensing and insurance status with the Montana Department of Labor & Industry before entering into any agreement or awarding work.

6. Data Retention

We retain your information for as long as your account is active or as needed to provide the Services. We may retain certain information for longer periods where required by law, for dispute resolution, or to enforce our agreements. If you wish to request deletion of your account and associated data, contact us at the email below.

7. Your Rights and Choices

You may access, update, or correct your account information at any time through your account settings
You may unsubscribe from marketing emails (such as the newsletter) at any time using the unsubscribe link included in those emails
You may adjust your Proactive Bid Push notification preferences, including opting out entirely, in your account settings
You may request deletion of your account by contacting us
Montana residents and residents of other states may have additional rights under applicable state privacy laws; contact us to make a request

8. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect your information, including encrypted data transmission and secure cloud hosting. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

9. Children's Privacy

The Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information, we will take steps to delete such information.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page with a revised effective date. Continued use of the Services after changes become effective constitutes acceptance of the revised policy.

11. Contact Us

If you have questions about this Privacy Policy or how we handle your information, contact us at:

Montana Bid Room
Email: montanabidroom@gmail.com
Bozeman, Montana