Privacy

Who operates BidTerrain

BidTerrain is a service of VA Notary Vets. VA Notary Vets operates the service and bills subscriptions; references to BidTerrain in this policy describe that service.

What we collect

When you request a territory scan, we collect the name, work email, company, company website, company type, bid role, primary service state, service-territory details, and service types you submit. We use the company type and bid role to determine whether the scan is intended for your organization. Basic technical request data may also be processed to keep the form reliable and prevent abuse.

When you choose counties, cities, or communities from the location directory, we store the selected public Census names, geographic identifiers, and representative coordinates. Those coordinates describe Census areas—not your network routes, facilities, precise service locations, or personal location—and are used only to order relevant or nearby public opportunities.

You may optionally submit five-digit ZIP codes that your company identifies as part of its service footprint. We use those ZIPs as customer-attested screening criteria; we do not independently verify that your network can serve every building in a ZIP. Do not submit ZIP+4 codes, customer or service addresses, facility locations, network routes, or other property-level information.

If you subscribe, BidTerrain stores limited billing records such as your Stripe customer and subscription identifiers, plan, billing status, and relevant service dates. BidTerrain does not receive or store your full payment-card number.

Stripe payments

Checkout, payment collection, invoices, and subscription-management functions are provided by Stripe. Information you enter in Stripe’s hosted pages is processed by Stripe under its own terms and privacy policy. Stripe sends BidTerrain the limited customer, subscription, invoice, and payment-status information needed to provide and manage your subscription.

How we use information

We use submitted information to prepare territory scans, match and deliver opportunities, operate subscriptions, provide email-only support, prevent abuse, maintain business records, and improve the service. A free territory-scan request does not start a paid subscription.

A requested free scan authorizes delivery of that scan only. It does not enroll you in recurring monitoring emails. Recurring alerts are sent only as part of an active service or after a separate express opt-in, and every alert provides recipient-level preference and unsubscribe controls.

Historical USAC commitment context

Paid workspace users can request historical context for a matched filing organization. BidTerrain sends only the public organization name and state from the official opportunity record to USAC’s public commitments dataset. It returns bounded public fields such as funding year, historical provider, reported commitment amount, bidder count, service category, and funding dates. It does not request or retain applicant contacts, email addresses, phone numbers, or street addresses for this feature.

Email delivery and security

When email delivery is enabled, BidTerrain uses Resend to deliver requested scans, service alerts, and essential account messages. We may retain delivery identifiers, timestamps, status events, bounce or complaint information, and suppression records to deliver messages reliably and honor opt-outs. Secure report and preference links use opaque tokens; BidTerrain does not place personal report contents in public URLs. After a report opens, its read-only credential is removed from the address bar and may be kept in that browser tab's session storage so a refresh can reopen the same report. It is not included in BidTerrain analytics and is cleared when it is invalid or expired.

Hard bounces, complaints, and unsubscribe requests suppress future non-essential delivery. BidTerrain does not use this transactional delivery system for unsolicited acquisition email.

Advertising campaigns and lead forms

If you reach BidTerrain from an advertising campaign, the link may include standard UTM labels and Meta campaign, ad-set, or ad identifiers. A Google Ads link may also include a limited ad click identifier called a gclid, gbraid, or wbraid. If you submit a territory-scan request, BidTerrain may store those campaign labels, campaign or ad identifiers, Google ad click identifiers, and the landing-page path with your request to understand which campaign produced it. Meta campaign identifiers describe campaign configuration rather than your Meta profile. BidTerrain accepts Google ad click identifiers only in a restricted format and does not use them as account credentials. BidTerrain’s territory-scan page does not use a Meta Pixel or Meta Conversions API.

If you submit an Instant Form directly on Facebook or Instagram, Meta processes the form answers and makes them available to BidTerrain. We use those answers for the same territory-scan and email follow-up purposes described here. Meta handles information on its platforms under its own privacy policy.

Privacy-safe product analytics

BidTerrain records limited first-party event counts to understand whether visitors can move through the territory-scan and subscription flow. An event may include the page path, approved UTM campaign labels, selected state and service category, broad device class, result type, and a bucketed match count. Unknown campaign labels are discarded.

These analytics events do not include your name, email, IP address, user agent, cookie, session or visitor identifier, full URL, referrer, precise location, raw advertising ID, or Google click ID. BidTerrain therefore reports event totals rather than tracking people or unique visitors across pages.

Sharing and retention

BidTerrain does not sell your personal information. Information may be shared with Stripe and infrastructure or service providers only as needed to operate BidTerrain, secure the service, process payments, or meet legal obligations. When you use a Meta Instant Form, Meta processes that interaction as described above. We keep information only as long as reasonably necessary for service delivery, billing and tax records, security, dispute handling, or legal duties.

Public-source data

Opportunity previews are built from public USAC records. Official USAC postings and applicant documents remain the controlling sources. This policy covers information submitted directly to BidTerrain, not third-party sites linked from the service.

BidTerrain may automatically read supported official USAC forms and attachments to identify explicitly stated service, bandwidth, contract, participating-site count, and circuit requirements. We retain a bounded structured summary and source provenance—not raw document text, applicant contacts, street addresses, participating site names or HCP numbers. Unsupported or ambiguous documents remain marked for source review rather than inferred.

Your choices

You can change your territory, services, alert cadence, recipients, and opportunity workflow state from your secure account dashboard. You can request billing help or cancellation by email. To ask BidTerrain to access, correct, or delete information, email bidterrain@gmail.com. Some records may be retained when required for billing, security, or legal purposes.

Email-only contact

Privacy and support requests are handled exclusively by email at bidterrain@gmail.com. BidTerrain does not provide phone support or sales calls.