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Privacy Policy

This policy explains what information Pelican Bid (“Pelican Bid,” “we,” “us”) collects when you use the service at pelicanbid.com, how we use it, and the choices you have. Last updated August 1, 2026.

The short version

  • We collect the documents you upload and the answers we draft so we can run the service for you.
  • To generate and score your drafts, your content is sent to trusted third-party AI providers through our processing layer. We use their business/API tiers, under which your content is not used to train their models.
  • We don't sell your data, and we don't share your documents with other customers.
  • You can delete a project at any time, and you can delete your account and everything in it from Account → Delete this account — or by emailing support@pelicanbid.com if you would rather we did it.

What we collect

Information you provide

  • Documents you upload — the RFP, grant, or questionnaire you're responding to, plus any supporting files (past proposals, bios, certificates) you add. Uploaded files are converted to text. We keep no copy of the original file in our own database — for Content Library sources we keep only the extracted text, and for the request itself we keep the converted text so you can work on and export your response. That is a statement about our systems, not about the whole pipeline: to read an Office document we send the original file to Jetty, our AI processing layer, which opens it inside an isolated sandbox. See Who else processes your data below.
  • Content you create — edits, chat instructions, confirmed facts, and answers you save to your Content Library.
  • Account information — when you create an account to export, our authentication provider (Clerk) collects your name and email address.
  • Email you give us — for example, an address you enter to receive a result from a free tool, or to have an export emailed to you.

Information collected automatically

  • Usage & device data — pages viewed, actions taken, and basic device/browser information, via product analytics (PostHog and Vercel Analytics), used to understand and improve the product.
  • Cookies — a strictly necessary cookie (“pelican_guest”) lets you work anonymously before you create an account; our authentication and analytics providers set their own cookies. See Cookies below.

How we use your information

  • To provide the service — parse your request, draft and score answers, and produce your exports.
  • To operate, secure, debug, and improve the product.
  • To communicate with you — service messages, exports you request, and support.
  • To enforce our Terms of Use and prevent abuse.

We do not sell your personal information, and we do not use the contents of your documents to build features for other customers.

AI processing of your content

Pelican Bid is an AI product: to draft and score your answers, the text of your request and the relevant parts of your Content Library are sent to trusted third-party AI providers through our processing layer. We use these providers' business/API offerings, under which submitted content is not used to train their models. AI output can be inaccurate or incomplete — you are responsible for reviewing every answer before you submit it.

Who else processes your data (subprocessors)

We rely on a small set of vendors to run the service:

  • Vercel — application hosting and delivery.
  • Turso (libSQL) — the database that stores your projects, answers, and profile.
  • Clerk — account authentication.
  • Jetty — our AI processing layer (flows-api.jetty.io; document conversion runs inside its dock.jetty.io sandbox). Your request text, your Content Library excerpts, and the original files you upload for a request are sent to Jetty, which runs them against third-party model providers. We have not yet agreed a contractual retention period with Jetty, so we cannot tell you how long it keeps what we send — we would rather say that than quote a number we can't stand behind.
  • Third-party model providers (via Jetty) — drafting, scoring, evaluation, and document parsing. We use their business/API tiers, under which submitted content is not used to train their models.
  • Google — only if you use the optional Google Docs export (you connect your own account).
  • Resend — transactional email (e.g. your export receipt).
  • PostHog and Vercel Analytics — product analytics.

Each processes data only to provide its service to us. This list may change as the product evolves; material changes will be reflected here.

Cookies

  • Strictly necessary — the guest-workspace cookie that lets you use the product before signing in, and your authentication session.
  • Analytics — used to measure product usage. You can block these with your browser or an opt-out extension; the product still works without them.

How long we keep it

Retention. We keep your projects, answers and Content Library for as long as your account exists — a bid you started in March should still be there in September. There is no fixed expiry clock, and no archival copy we hold back. If you want something gone sooner, delete the project from within the app at any time, or delete the whole account from your Account tab.

Deleting your account. Open the Account tab and choose Delete this account — it asks you to type DELETE, then does it immediately. You can also email support@pelicanbid.com and we will do it for you. When we do, we remove your projects, answers, drafts and version history, your Content Library, your company profile, your saved templates, and your usage and billing records from our database. We also destroy the encryption key unique to your workspace — which means any copy of your content that still exists in a backup becomes permanently unreadable, including copies made before you asked us to delete it.

Two honest limits. Content already sent to our AI processing layer is subject to that provider's own retention terms and is not ours to erase on demand. And anonymised product-analytics events (which page was viewed, which button was pressed) are not linked to your documents and are not removed by this process. If you need either handled differently, email us and we will do what we can.

Your choices and rights

Depending on where you live (for example, under GDPR or the CCPA/CPRA), you may have the right to access, correct, delete, or export your personal information, and to object to certain processing. To exercise any of these, email support@pelicanbid.com. We'll respond consistent with applicable law. We don't sell or “share” personal information as those terms are defined under U.S. state privacy laws.

Security

We protect your data in transit with encryption (HTTPS/TLS) and limit access to it. The content you create is also encrypted at rest, with field-level envelope encryption: every workspace has its own AES-256-GCM data key, and that key is itself wrapped by a master key held only in the server environment, never beside the data. Destroying a workspace's data key makes that workspace's content permanently unreadable — that is the mechanism behind the account deletion described above. See our Security & data handling page for details. No system is perfectly secure, so we can't guarantee absolute security.

If there is a breach. If we become aware of a breach affecting your personal data, we will notify you without undue delay and, in any event, within 72 hours of becoming aware of it, telling you what happened, what data was involved, and what we are doing about it.

International users

The service is operated from, and your data is processed in, the United States and other countries where our providers operate. By using Pelican Bid you understand your information may be transferred to and processed in those locations.

Children

Pelican Bid is a business tool and isn't directed to anyone under 18. We don't knowingly collect information from children.

Changes to this policy

We may update this policy as the product changes. When we do, we'll revise the “last updated” date above and, for material changes, provide a more prominent notice.

Contact

Questions or requests? Email support@pelicanbid.com.