Privacy Policy

This Privacy Policy explains how Symphosize, LLC, doing business as ResponsiBid (“ResponsiBid,” “we,” “us,” or “our”), collects, uses, discloses, and protects personal information when people visit our websites, use our mobile applications, communicate with us, create or use a ResponsiBid account, or otherwise interact with our products and services (collectively, the “Services”).

This Privacy Policy should be read with the ResponsiBid Terms of Service and Billing, Cancellation & Refund Policy.

1. Scope and our role

This Privacy Policy applies to personal information ResponsiBid handles for its own business purposes, including information about:

• website visitors;
• prospective and current customers;
• account owners, administrators, and users;
• people who contact sales or support;
• event, training, and marketing participants; and
• other people who communicate with ResponsiBid.

ResponsiBid customers may also use the Services to process information about their own prospects, customers, employees, contractors, and other individuals (“Customer End-User Data”). For Customer End-User Data, the ResponsiBid customer generally determines why and how the information is used, and ResponsiBid processes it to provide the Services. Questions or requests about Customer End-User Data should normally be directed first to the ResponsiBid customer that collected it.

This policy does not govern a third party’s independent privacy practices, even when its product connects to ResponsiBid.

2. Personal information we collect

The information we collect depends on how you interact with us and how a customer configures the Services.

2.1 Contact and business information

We may collect:

• name;
• business name;
• job title or role;
• email address;
• telephone number;
• mailing, service, or billing address;
• account and billing contacts; and
• information you provide through a demo request, signup form, proposal, event registration, survey, or other form.

2.2 Account and authentication information

We may collect:

• account identifiers;
• usernames;
• encrypted or securely handled authentication credentials;
• account roles and permissions;
• login, session, and authentication records;
• security and fraud-prevention signals; and
• records showing acceptance of agreements and policies.

You should never send us a password for an unrelated service through an ordinary email or support message.

2.3 Billing and transaction information

We may collect:

• selected plans, billing intervals, add-ons, and pricing;
• invoices, charges, refunds, credits, and payment status;
• billing address and tax information;
• payment-card brand, expiration, and last four digits;
• payment processor customer, source, and transaction references; and
• records needed to manage subscriptions, commissions, disputes, and account history.

Payment-card entry is handled through approved payment providers. ResponsiBid does not intend to receive or store full payment-card numbers or card security codes in its ordinary application databases.

2.4 Customer Data and Customer End-User Data

Depending on the features a customer uses, the Services may process:

• prospect and customer contact information;
• service addresses and property details;
• quote, bid, pricing, service, and scheduling information;
• messages, call information, appointment information, and follow-up activity;
• files, photographs, branding, forms, notes, and account configuration;
• integrations, tags, custom fields, and workflow information;
• sales, subscription, support, and customer-success records; and
• other information a customer chooses to submit to the Services.

Customers are responsible for deciding what Customer End-User Data to collect and for providing required notices and obtaining required permissions.

2.5 Communications and support information

We may collect the content and history of communications with us, including:

• support chats and emails;
• telephone or text-message interactions;
• meeting recordings, transcripts, notes, and action items when recording or transcription is enabled;
• survey responses and feedback;
• product requests; and
• records of notices, service messages, and marketing preferences.

2.6 Device, network, and usage information

When you use the Services, we may automatically collect:

• IP address;
• browser type and settings;
• device type, operating system, and language;
• referring and exit pages;
• page views, clicks, feature use, and session activity;
• approximate location inferred from an IP address;
• cookie and similar-technology identifiers;
• timestamps, logs, error records, and diagnostic information; and
• security, performance, and fraud-prevention signals.

2.7 Marketing and attribution information

We may collect:

• the source of a visit or signup;
• referral and affiliate information;
• campaign and advertisement identifiers;
• UTM parameters;
• interactions with marketing emails or website content; and
• information provided by advertising, analytics, referral, or lead-generation partners.

2.8 Information from integrations and other sources

We may receive information from services a customer connects, such as customer relationship, scheduling, communications, payment, accounting, analytics, advertising, support, review, calendar, or productivity providers.

We may also receive information from publicly available sources, referral partners, affiliates, event organizers, business-data providers, or people who refer or communicate with us.

2.9 Mobile application information

When you use a ResponsiBid mobile application, we may collect:

• precise device location, collected while you are actively using the app, to provide arrival and “On My Way” updates, route mapping, and directions to service locations;
• photographs and images you capture or select through the app’s access to your device camera and photo library, which are uploaded and stored as part of the associated customer or job record;
• mobile-app diagnostics, device identifiers, and performance and error information used to operate, secure, and improve the app; and
• records of the location, camera, and photo permissions you grant, which you can change at any time in your device settings.

3. How we use personal information

We may use personal information to:

• provide, operate, configure, and support the Services;
• create and secure accounts;
• process payments, subscriptions, refunds, taxes, and billing questions;
• provision plans, integrations, and add-ons;
• send transactional, service, security, renewal, and legal notices;
• provide training, onboarding, customer success, and technical support;
• perform customer-requested quoting, scheduling, messaging, follow-up, reporting, and automation;
• authenticate users and prevent fraud, abuse, and security incidents;
• troubleshoot, monitor performance, and maintain reliability;
• analyze feature use and improve our products, services, and business operations;
• personalize the user experience;
• communicate about products, services, events, and offers, subject to applicable choices and law;
• measure marketing, referrals, and campaign performance;
• create aggregated or de-identified information;
• comply with law, enforce agreements, and protect rights and safety; and
• carry out other purposes disclosed when information is collected or with permission.

Where applicable law requires a legal basis, we process personal information as needed to perform a contract, pursue legitimate business interests, comply with legal obligations, protect vital interests, or act with consent.

4. Automated and artificial-intelligence features

Some Services may use rules, machine learning, transcription, or artificial intelligence to produce summaries, suggestions, classifications, drafts, coaching, or other automated output.

When a customer or user requests these features, relevant information may be processed by ResponsiBid and approved service providers to generate the requested result, secure the feature, and improve reliability. We do not authorize an artificial-intelligence provider to use Customer Data for its own unrelated marketing.

Automated output can be inaccurate. Customers and users are responsible for reviewing it before relying on it or sending it to another person.

Customers should not submit sensitive personal information to an AI-assisted feature unless the feature expressly supports that information and the customer has a lawful basis to use it.

5. How we disclose personal information

We may disclose personal information in the circumstances below.

5.1 Service providers

We use service providers to help with functions such as:

• cloud hosting, databases, storage, and security;
• payment processing and subscription operations;
• customer relationship management and support;
• email, text messaging, telephone, and push notifications;
• analytics, diagnostics, and website operations;
• scheduling, calendars, meetings, transcription, and productivity;
• accounting and financial reporting;
• artificial-intelligence processing requested through a feature; and
• professional services such as legal, audit, insurance, and compliance support.

These providers may process information only for contracted services and subject to applicable obligations.

5.2 Customer organizations and authorized users

If you use the Services through a business account, account owners, administrators, managers, or other authorized users may access information associated with that account, including profile, activity, communications, and Customer Data, according to their permissions.

5.3 Customer-directed integrations

When a customer enables an integration or requests an action involving a third-party service, we may send information to and receive information from that service as needed to perform the request. The third party’s terms and privacy policy govern its independent processing.

5.4 Analytics and advertising partners

We may disclose online identifiers, device information, website activity, and marketing-attribution information to providers that help us understand website use, measure campaigns, prevent fraud, or deliver and evaluate advertising.

We do not sell personal information for money. Some privacy laws may define certain analytics or advertising disclosures as a “sale,” “sharing,” or use for targeted advertising even when no money is exchanged. Where those laws apply, eligible individuals may request to opt out as described in Section 10.

5.5 Legal, safety, and enforcement purposes

We may disclose information when we reasonably believe it is necessary to:

• comply with law, legal process, or a valid government request;
• investigate fraud, abuse, security incidents, or violations;
• protect the rights, property, safety, and security of ResponsiBid, customers, users, or others;
• enforce agreements and collect amounts due; or
• establish, exercise, or defend legal claims.

5.6 Business transactions

We may disclose or transfer information in connection with a merger, acquisition, financing, reorganization, bankruptcy, sale of assets, or similar business transaction, subject to appropriate confidentiality and legal requirements.

5.7 With direction or permission

We may disclose information for another purpose when the customer or individual directs us to do so or gives permission.

6. No sale or rental for third-party marketing

ResponsiBid does not rent personal information or sell it for money to third parties for their independent promotional use.

We do not disclose mobile-message opt-in data or consent information to third parties for their own marketing. We may provide that information to telecommunications aggregators, carriers, and messaging providers only as needed to deliver and manage the messaging program.

The analytics and advertising disclosures described in Section 5.4 remain subject to any rights available under applicable law.

7. Cookies and similar technologies

We and our providers may use cookies, pixels, web beacons, local storage, and similar technologies to:

• keep users signed in;
• remember settings and preferences;
• operate forms, embeds, and account features;
• secure the Services and prevent abuse;
• understand traffic and feature use;
• measure email and campaign performance; and
• support advertising and attribution.

Some technologies are necessary for the Services to function. Others support preferences, analytics, or advertising.

Browser and device settings may allow you to block or delete some technologies. Blocking necessary cookies may prevent parts of the Services from working. Where required by law, we will provide additional choices or honor applicable opt-out mechanisms.

8. Payment information

Payment providers collect and process payment-card information under their own terms and privacy policies. ResponsiBid receives transaction status and limited card information, such as brand, expiration, last four digits, and provider references, to manage billing and support.

Do not send full card numbers or card security codes through email, chat, forms not expressly designed for card entry, or support messages.

9. Retention

We retain personal information for as long as reasonably necessary to provide the Services, maintain business and security records, comply with law, resolve disputes, enforce agreements, and support the purposes described in this policy.

Retention periods vary by record type. For example:

• active-account information is generally retained while the account is active;
• canceled-account operational data is not guaranteed to remain available after six months of inactivity;
• transaction, tax, accounting, agreement, consent, fraud-prevention, and legal records may be retained longer;
• backups may retain information for a limited period after deletion from active systems; and
• aggregated or de-identified information may be retained without the same limits where it no longer reasonably identifies a person.

Customers are responsible for exporting information they need before account access ends. A deletion request may be limited where retention is required by law, necessary for security or legal claims, or directed by the customer that controls Customer End-User Data.

10. Privacy rights and choices

Depending on where you live and subject to legal exceptions, you may have rights to:

• know or access personal information;
• correct inaccurate personal information;
• delete personal information;
• receive a portable copy;
• restrict or object to certain processing;
• opt out of certain sales, sharing, targeted advertising, or profiling;
• withdraw consent for future processing; and
• appeal a denied privacy request.

To submit a request, email privacy@symphosize.com with the subject “Privacy Request.” Describe your request and identify your relationship with ResponsiBid. We may need to verify your identity and authority before responding.

If your request concerns information controlled by a ResponsiBid customer, we may direct you to that customer or assist the customer as required by our agreement and applicable law.

Authorized agents may submit requests where permitted. We may require proof of authorization and identity. We will not discriminate against a person for exercising an applicable privacy right.

You may unsubscribe from marketing email using the link in the message. You may opt out of ResponsiBid marketing text messages as described in Section 11. Transactional or legally required communications may continue where permitted.

11. Mobile messaging and SMS communications

If you provide a mobile number and opt in to receive text messages from ResponsiBid, we may send transactional or marketing messages related to your account, appointments, services, promotions, or product updates.

Message frequency may vary. Message and data rates may apply. Consent to marketing text messages is not a condition of purchase.

• Reply STOP to opt out.
• Reply HELP for assistance.

Opting out of ResponsiBid marketing messages does not automatically opt you out of messages independently sent by a ResponsiBid customer through that customer’s account. Contact that business directly or use the opt-out instructions in its message.

Mobile-message opt-in and consent information is not shared with third parties for their own marketing use. It may be provided to aggregators, carriers, and messaging providers as needed to operate the messaging service.

12. Security

We use administrative, technical, and physical safeguards designed to protect personal information, including access controls, encryption in transit where appropriate, service-provider review, monitoring, and employee confidentiality obligations.

No security method is perfect, and we cannot guarantee absolute security. You are responsible for using strong credentials, protecting devices, limiting user access, and notifying us promptly of suspected unauthorized access.

13. International processing

ResponsiBid and its providers may process information in the United States and other countries where they operate. Privacy laws in those locations may differ from the laws where you live.

Where required, we use recognized safeguards for cross-border transfers. Contact privacy@symphosize.com for questions about applicable transfer mechanisms.

14. Children’s privacy

The Services are intended for businesses and are not directed to children under 13. We do not knowingly collect personal information directly from children under 13 through our own account-registration or marketing processes.

Customers are responsible for determining whether and how they may lawfully submit information about minors as Customer End-User Data. If you believe a child provided personal information to ResponsiBid without appropriate authorization, contact privacy@symphosize.com.

15. Third-party websites and services

Our websites and Services may link to or embed third-party websites, applications, calendars, payment forms, videos, or other services. Their privacy practices are governed by their own policies. Review those policies before providing information.

16. Changes to this Privacy Policy

We may update this Privacy Policy as our Services, data practices, or legal obligations change. The policy will identify its effective date.

If a change is material, we will provide reasonable notice through email, the Services, our website, or another appropriate method. Earlier versions may be retained as evidence of the disclosures in effect at a particular time.

17. Contact us

Questions, concerns, and privacy requests may be sent to:

You may also contact support@symphosize.com for ordinary account or product-support questions.