This policy describes what information Napkin Bid (“we,” “us”) collects when you use our website and application (the “Service”), how we use it, and the choices you have. The short version: we collect what we need to run an estimating tool for your business, we send your job content to an AI provider to generate estimates, and we don’t sell your data or run advertising or third-party analytics.
1. Information we collect
Account information. You sign in with Google. We receive and store your name, email address, profile picture, and Google account identifier. We do not receive your Google password.
Job content. To generate an estimate you provide a description of a job — typed text, photos, video, or audio. This content may include images of a customer’s property. We process photos, video, and audio to generate the estimate but do not keep them afterward; only the resulting estimate (title, line items, prices, notes) is stored in your account, until you delete it.
Business profile and price book. If you fill them in, we store your company name, logo, license number, contact details, labor rates, and usual prices so your estimates can use them.
Billing information. Payments are handled by Stripe. Your card details go directly to Stripe and never touch our servers; we store only your Stripe customer and subscription identifiers and subscription status.
Usage and log data. We keep a count of the estimates you generate (to enforce the free trial and monthly limits) and standard server logs (IP address, request time, user agent) for security and debugging.
Marketing signups. If you enter your email on our marketing site, we store it to contact you about the product.
2. How we use information
- to operate the Service: generate estimates, save your work, produce your PDFs;
- to authenticate you and keep your account secure;
- to bill subscriptions and enforce usage limits;
- to respond to support requests and send service-related messages (for example, billing or terms changes);
- to debug, secure, and improve the Service.
3. AI processing
Estimates are generated by sending your job content — the description, photos, video frames, and audio transcriptions — to our AI provider (currently OpenAI) via its business API. Under OpenAI’s API terms, content submitted through the API is not used to train their models. Don’t include information in a job description that you wouldn’t want processed this way — for example, a customer’s financial or medical details, which an estimate should never need.
4. What we don’t do
- We do not sell or rent your personal information.
- We do not run advertising or share your data with advertisers.
- We do not use third-party analytics or tracking cookies.
- We do not use your job content to train AI models.
5. Cookies
We use a single essential cookie (nb_session) to keep you signed in. There are no advertising or analytics cookies.
6. Sharing with service providers
We share information only with the providers we need to run the Service, and only for that purpose:
- Google — sign-in;
- OpenAI — estimate generation and audio transcription;
- Stripe — payments, billing, and sales tax;
- Render — application hosting and database (United States).
We may also disclose information if required by law, or to protect the rights, safety, or property of Napkin Bid or others. If Napkin Bid is acquired or its assets transferred, your information may transfer with it under this policy’s protections.
7. Data retention
Your estimates, profile, and price book are kept until you delete them or your account. Uploaded photos, video, and audio are discarded after the estimate is generated. Server logs are retained briefly for security and debugging. If you delete your account, we remove your personal information within 30 days, except records we must keep for legal, tax, or billing purposes.
8. Your rights and choices
You can view and edit your profile, price book, and estimates in the app, and cancel your subscription from account settings. To request a copy of your data or deletion of your account, email us at the address below and we’ll handle it within 30 days. Depending on where you live (for example, California or the EU/UK), you may have additional legal rights to access, correct, delete, or port your personal information — we honor these requests regardless of where you live. We do not discriminate against you for exercising them.
9. Security
Data is encrypted in transit (HTTPS) and stored with reputable hosting providers. Sessions use secure, HTTP-only cookies. No system is perfectly secure, but we limit what we collect and keep in the first place — the most sensitive data (payment cards) never reaches our servers.
10. Children
The Service is for business use by adults. It is not directed to children, and we do not knowingly collect personal information from anyone under 18.
11. Where data is processed
We are based in the United States and process and store data there. If you use the Service from elsewhere, you understand your information will be transferred to and processed in the United States.
12. Changes to this policy
We may update this policy as the Service evolves. If a change is material, we will notify you (for example, by email or a notice in the Service). The effective date above identifies the current version.
13. Contact
Privacy questions or requests: support@napkinbid.com.