Privacy Policy

VantaBid Pty Ltd operates an artificial intelligence-powered construction estimating platform that assists users in generating quantity take-offs, Bills of Quantities (BOQs), procurement schedules, labour estimates, Work Breakdown Structures (WBS) and related estimating outputs.

For privacy-related enquiries, requests or complaints, please contact: admin@vantabid.com.

We may collect the following categories of information:

2.1 Account Information

When you create an account, we may collect:

• Full name;
• Email address;
• Company name;
• Job title;
• Account credentials; and
• Subscription details.

2.2 Payment Information

Payments are processed by third-party payment providers, including Stripe. VantaBid does not store full payment card details on its systems. We may retain:

• Billing history;
• Subscription status;
• Transaction references; and
• Payment-related records required for accounting and compliance purposes.

2.3 Project and Uploaded Content

When using the Service, you may upload:

• Drawings;
• Plans;
• Specifications;
• Tender documents;
• Procurement schedules;
• Reports; and
• Related project information.

We also collect metadata associated with uploaded content, including file names, upload timestamps and processing records.

2.4 Usage Information

We may automatically collect:

• IP addresses;
• Browser and device information;
• Operating system details;
• Session activity;
• Login records;
• Pages visited;
• Feature usage; and
• Platform performance data.

2.5 Communications

We may collect information contained in:

• Support requests;
• Emails;
• Feedback submissions;
• Survey responses; and
• Other communications with VantaBid.

We use information collected through the Service to:

• (a) provide, operate and maintain the Service;
• (b) generate estimating outputs and related functionality;
• (c) process payments and manage subscriptions;
• (d) authenticate users and maintain account security;
• (e) provide customer support;
• (f) improve platform functionality, reliability and user experience;
• (g) monitor usage and platform performance;
• (h) detect fraud, abuse, security incidents and unauthorised access;
• (i) comply with legal obligations; and
• (j) enforce our Terms of Service and other agreements.

To provide estimating and analysis functionality, uploaded documents may be processed using artificial intelligence technologies and third-party AI providers. Project information is processed solely for the purpose of generating outputs requested by users and improving the operation of the Service.

VantaBid does not sell project data and will not knowingly use project-specific content to train public AI models without your explicit consent.

VantaBid does not sell, rent or trade personal information to third parties for marketing purposes. We may disclose information to:

5.1 Service Providers

Third-party providers engaged to support operation of the Service, including providers of:

• Cloud hosting;
• Data storage;
• Payment processing;
• Security monitoring;
• Analytics;
• Artificial intelligence processing; and
• Customer support services.

5.2 Legal Requirements

Where required by law, regulation, court order, government authority or to protect the rights, property, safety or security of VantaBid, our users or others.

5.3 Business Transactions

In connection with a merger, acquisition, restructuring, sale of assets, financing transaction or similar corporate event.

The Service may utilise infrastructure and service providers located in Australia and other countries. By using the Service, you acknowledge that your information may be transferred, processed and stored outside Australia where appropriate safeguards are in place.

We retain information for as long as reasonably necessary to:

• Provide the Service;
• Maintain account functionality;
• Comply with legal obligations;
• Resolve disputes;
• Enforce agreements;
• Maintain backups; and
• Support legitimate business operations.

Following account closure or termination:

• User data may be retained for a reasonable period for backup, compliance and security purposes;
• Certain records may be retained where required by law; and
• Data may subsequently be permanently deleted without further notice.

Users are responsible for maintaining their own copies of uploaded documents and generated outputs.

VantaBid implements commercially reasonable administrative, technical and organisational measures designed to protect information from unauthorised access, disclosure, alteration or destruction. Security measures may include:

• Encryption in transit;
• Encryption at rest;
• Access controls;
• Authentication controls;
• System monitoring; and
• Security reviews.

However, no method of transmission or storage is completely secure and VantaBid cannot guarantee absolute security.

Subject to applicable laws, you may have rights to:

• (a) access personal information held about you;
• (b) request correction of inaccurate information;
• (c) request deletion of personal information;
• (d) object to certain processing activities;
• (e) request restrictions on processing; and
• (f) request a copy of your personal information.

Requests may be submitted to: admin@vantabid.com. We will respond within a reasonable timeframe and in accordance with applicable laws.

VantaBid uses cookies and similar technologies to:

• Maintain user sessions;
• Authenticate users;
• Improve platform functionality;
• Measure performance; and
• Understand platform usage.

Most browsers allow cookies to be controlled or disabled through browser settings. Disabling certain cookies may impact platform functionality.

The Service is intended for use by business users and individuals aged 18 years or older. VantaBid does not knowingly collect personal information from children under 18 years of age.

We may update this Privacy Policy from time to time. Where changes are material, we will provide reasonable notice through email or within the Service. The Effective Date at the top of this Privacy Policy indicates when the latest version became effective. Continued use of the Service following the effective date of any revised Privacy Policy constitutes acknowledgement of those changes.

For all privacy enquiries, requests or complaints, please contact: admin@vantabid.com.