Privacy Policy
Last Updated: September 10, 2026 • Effective Date: September 10, 2026
VoiceBid ("VoiceBid", "we", "us", or "our"), accessible at voicebid.app, provides an AI-powered web application designed for trade contractors to record spoken job walkthroughs and generate clear, professional, itemized proposals for their clients.
We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains what data we collect, how we handle your voice recordings, who we share data with, and your privacy rights under applicable data protection laws. We write our policies in plain English so you know exactly how your data is protected.
- No selling of data: We do not sell, rent, or trade your personal or business data to advertisers or third-party data brokers. Ever.
- Ephemeral audio recordings: Voice recordings are processed by Google Gemini AI and deleted immediately from our systems after transcription and proposal generation. We do not store your raw voice recordings.
- Clear business info use: Company contact details you add in Settings (phone, email, address) are strictly used to brand the proposals and PDFs sent to homeowners. They are never used for marketing or shared with unsolicited lists.
- Bank-grade encryption: All data in transit is protected with SSL/HTTPS, passwords are cryptographic hashes, and our PostgreSQL database uses encrypted connections.
1. Information We Collect
We collect only the information necessary to provide, support, and improve the VoiceBid proposal platform:
A. Account & Authentication Information
- Email Address: Used for account creation, login authentication, password reset requests, and critical operational service notifications.
- Password: Stored securely using industry-standard, one-way cryptographic salted hashes. We cannot read or view your plaintext password.
B. Company & Profile Information (Settings)
- Business Name: Used to brand your dashboard and contractor proposals.
- Company Phone Number (Optional): Entered in your account settings so homeowners can call you regarding the proposal.
- Company Email (Optional): Entered in your account settings so homeowners can reply to your quotes.
- Company Address (Optional): Displayed in the header of your estimates and PDF proposals.
Important note regarding company contact details: Any company phone number or company email entered into your Settings is strictly displayed on the client-facing proposals and PDF estimates you send to homeowners. They are never used for third-party marketing, telemarketing, or cold sales outreach.
C. Voice Recordings & Job Input Data
- Voice Audio Recordings: When you record a job description via microphone, audio data is sent securely to our application for real-time speech transcription and proposal structuring.
- Proposal Text & Job Details: The generated scope of work, itemized materials, labor descriptions, client names, project addresses, and pricing that you edit, save, or send.
D. Payment Information
- VoiceBid uses Stripe for all credit card transactions and subscription billing. We do not collect, process, or store your credit card numbers, expiration dates, or CVVs on VoiceBid servers. All payment handling is governed by Stripe's security standards and privacy policy.
E. Automatically Collected Technical Data
- Standard server logs, browser type, device operating system, IP address, and application interaction timestamps required to ensure site security, rate-limiting, and bug troubleshooting.
2. Audio Recording Data & AI Processing
Voice-first workflows are at the core of VoiceBid. We want you to feel 100% confident when dictating notes on a customer's job site:
- Immediate Audio Deletion: Audio recordings captured through VoiceBid are transmitted over encrypted TLS/HTTPS connections to Google Gemini AI for speech-to-text transcription and structured proposal formatting. Once processing is complete and the text proposal has been generated, the audio file is immediately and permanently deleted from our servers and memory. We do not maintain any long-term repository of your voice audio files.
- Google Gemini AI: Processing of voice descriptions and conversion into line items is performed utilizing the Google Gemini API. Data processed through official paid/commercial developer APIs is handled in accordance with enterprise API data terms, meaning your audio and job prompts are not retained by Google to train public foundation AI models.
- Your Content Ownership: You retain full ownership and intellectual property rights to your notes, quotes, estimates, and customer proposals.
3. How We Use Your Information
We use the data we collect solely for legitimate operational and business purposes, including:
- Providing, operating, maintaining, and improving the VoiceBid proposal generator;
- Converting your spoken job details into structured proposals, itemized materials, and downloadable PDFs;
- Displaying your business name, address, phone number, and email prominently on client estimates so homeowners know how to contact and pay you;
- Authenticating your identity and preventing unauthorized access to your account;
- Delivering transactional emails via Resend (such as email verifications, password resets, and sending proposals directly to homeowner recipients upon your instruction);
- Processing credit card payments, upgrades, or subscription renewals securely through Stripe;
- Monitoring application stability, uptime, error logs, and security defenses.
4. Third-Party Services & Subprocessors
We do not sell user data. We do not broker, rent, or trade your personal or business information to third-party advertisers. We only share information with vetted infrastructure and platform providers necessary to deliver our service:
Used to transcribe audio recordings and format unstructured job notes into organized proposal line items. Audio files are processed securely and deleted immediately after generation.
Used for secure payment processing and subscription billing. Stripe is PCI-DSS Level 1 certified. Payment details are entered directly into Stripe's secure elements.
Used for sending transactional emails, system notifications, password resets, and sending generated proposal estimates to client email addresses at your explicit command.
Cloud infrastructure provider hosting our application servers and secure web environment with automated SSL/TLS certificate management and continuous monitoring.
We may also disclose information if required to do so by applicable law, regulation, subpoena, or legal process, or to protect the safety, rights, and property of VoiceBid, our contractors, or the public.
5. Data Security & Storage
We implement rigorous technical, operational, and organizational security controls to safeguard your data:
- SSL / HTTPS Encryption: All data transmitted between your browser or mobile device and VoiceBid servers is encrypted using Transport Layer Security (TLS 1.2+ / SSL).
- Encrypted Database Connections: Our persistent data is housed in a PostgreSQL database with SSL/TLS-encrypted connections both in transit and protected storage infrastructure hosted on Render.com.
- Hashed Authentication: Passwords are never stored in plain text. We utilize salted cryptographic hashing to protect your login credentials against exposure.
- Strict Access Controls: Access to production databases and backend systems is restricted to authorized personnel who require access for maintenance, operational stability, and support.
While we use industry best practices, no internet transmission or electronic storage method can be guaranteed 100% secure. We encourage you to protect your account by choosing a strong, unique password and safeguarding your login credentials.
6. Data Retention & Your Rights
We retain your account profile data and saved proposal history for as long as your account remains active so you can review past quotes, duplicate previous jobs, and download PDFs on demand.
Your Rights
Depending on your jurisdiction (such as California under CCPA/CPRA, or the European Economic Area under GDPR), you have specific rights regarding your personal information:
- Right of Access & Portability: You can access all your saved proposals, client estimates, and profile settings directly through your VoiceBid dashboard at any time.
- Right to Rectification: You can edit and update your business name, company phone, email, and address at any time in the Settings page.
- Right to Erasure (Deletion): You can delete individual proposals directly from your dashboard. You may also request complete deletion of your account and all associated data by contacting our support team. Upon verification, we will permanently purge your data from our active databases.
- No Sale / Opt-Out: Because we do not sell your personal data, no opt-out of data sales is necessary.
7. Children's Privacy
VoiceBid is a professional B2B software tool intended exclusively for trade contractors and commercial users aged 18 and older. We do not knowingly collect or solicit personal information from children under the age of 13. If you believe a minor has provided us with personal information, please contact us immediately so we can remove the data.
8. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our technology, legal obligations, or operational practices. When updates occur, we will revise the "Last Updated" date at the top of this document. If changes are material, we will provide a prominent notice within the VoiceBid application or notify you by email before the changes take effect.
9. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy, your data privacy, or account deletion, please reach out to us:
- Website: voicebid.app
- Support Email: support@voicebid.app
- Contact Form: You may also reach out directly using the "Contact Us" link in the footer of our homepage or application.