Privacy Policy

PlanetBids, LLC, a Delaware limited liability company, (“Company”, “we”, “us”, “our”), is committed to respecting and protecting the privacy of our customers, partners, webinars attendees, and website visitors. Please read this Privacy Policy, where we describe the Company’s privacy practices in relation to the use of the Company’s Websites (as defined below) and the related application, programs, services, and products offered by the Company, which includes, but it is not limited to, PB System™ aka BidsOnline™, VendorLine™ (collectively, “Services”), as well as individuals’ choices regarding their privacy rights under applicable data protection and privacy laws, such as the U.S. State Privacy Laws including, to the extent applicable, the California Consumer Privacy Act of 2018 (“CCPA”), the Colorado Privacy Act (“CPA”), the Virginia Consumer Data Protection Act (“VCDPA”), the Connecticut Data Privacy Act (“CTDPA”), and the Utah Consumer Privacy Act (“UCPA”) (collectively “U.S. State Privacy Laws”). 

Personal Data

Personal Data means any information that may be used to identify you, such as your name, title, phone number, email address, business Tax ID, or mailing address. 

Personal Data also includes the following types of information: 

• Your business email address if you want to subscribe to a periodic communication such as a newsletter; 
• Additional Personal Data, such as name, company name, address, phone number, business Tax ID and email address, for additional activities on our site that may require you to be registered (e.g., to access tools to process bid notifications from potential buyers, to process and distribute bid requests to potential suppliers within their selected categories, to read a white paper, to access and use our free services, when you express an interest in obtaining additional information about the Services, or register for an event); 
• Your billing information, such as billing name and address and credit card number, when purchasing Services or registering for an event; and 

Any other information you submit to the Company through the Services or information provided to you by the Company through your use of the Services (e.g., license key). 

These specified types of information are referred to collectively as “Personal Data”. 

What is Covered by this Privacy Notice?

This Privacy Notice covers the Company’s information practices, including addressing data subjects (which includes both individuals and households) whose Personal Data we: 

• receive from our customers in our Services as well as in the course of providing consulting services and customer support services; 
• receive directly through websites that link to this Privacy Policy and are managed and controlled by the Company (collectively referred to as the “Websites”); 

• receive from our business partners, for example, if you choose to register as a vendor at a third-party client’s website to our Services, we may collect additional information including a federal tax identification number or Social Security Number on their behalf; 
• receive from individuals for event, webinar, and other registrations; or 
• process to promote our Services. 

What is Not Covered by this Privacy Notice?

Human Resources Personal Data

This Privacy Notice does not apply to the Personal Data of employees, job applicants (including Personal Data considered to be Applicant Information), contractors, business owners, directors, officers, and medical staff of the Company. 

Personal Data We Process as a “Processor” 

In some of the cases where we receive Personal Data from our customers in our Services, we do not decide why or how that Personal Data will be processed. To this end, if not stated otherwise in this Privacy Notice or in a separate disclosure, we process such Personal Data in the role of a mere processor on behalf of a customer (and/or its affiliates) who is the responsible controller of the Personal Data concerned. We are not responsible for and have no control over the privacy and data security practices of our customers, which may differ from those set forth in this Privacy Notice. We will only access Personal Data to provide the Services that our customer has directed us to provide, or if we are required to do so by law. We will only access Personal Data to provide the Services that our customer has directed us to provide, or if we are required to do so by law. 

When you give your Personal Data to one of our customers or when we collect your Personal Data on their behalf, our customer’s privacy notice, rather than this Privacy Notice, will apply to our processing of your Personal Data. If your Personal Data has been submitted to us by or on behalf of a Company customer and you wish to exercise any rights you may have under applicable data protection laws, please inquire with the applicable customer directly. Because we may only access a customer’s Personal Data upon instruction from that customer, if you wish to make your request directly to us, please provide to us the name of the Company customer who submitted your Personal Data to us. We will refer your request to that customer, and we will support them as needed in responding to your request within a reasonable timeframe. 

Information Which Does Not Constitute Personal Data

If we do not maintain information in a manner that identifies, relates to, describes, is reasonably capable of being associated with, or could be reasonably linked, directly or indirectly, with a particular individual or household, such information is not considered Personal Data and this Privacy Notice will not apply to our processing of that information. Such information includes anonymous, aggregate statistics from web traffic to our Websites that we collect and analyze through web analytics software in order to understand our customers’ and visitors’ needs and to continually improve our Websites for them.

Our Role with Respect to Your Personal Data

Use of Personal Data and The Legal Bases on Which We Rely

We may process your Personal Data on the basis of: 

• Your explicit consent; 
• The need to perform our contract with you, such as the need to perform the Services requested, or to take steps at your request prior to entering into a contract, such as the need to verify financial information provided by you to us and to collect payments to the extent that doing so is necessary to complete the transaction and perform our contract with you; 
• Our legitimate interests, such as our interests in providing our users with more relevant content and service offerings and promoting the safety and security of our Services; 
• The need to comply with legal obligations; and 
• Any other ground, as required or permitted by law. 

Where we process your Personal Data based on your consent, you may withdraw it at any time. However, this will not affect the lawfulness of our processing before you withdrew your consent. It will also not affect the validity of our processing of Personal Data performed on other lawful grounds. 

Where the Company needs to collect and process Personal Data by law, or under a contract that it has entered into with you, and you fail to provide the required Personal Data when requested, the Company may not be able to perform its contract with you. 

For more specific information about which lawful basis of processing we rely on to process your Personal Data in different contexts, please contact us as directed below.

What Personal Data We Process, How We Obtain It, and How We Use Your Personal Data

The CCPA requires us to categorize the Personal Data we collect into a few groups, which are contained below. Many of the categories are not collected in every instance, and some would only be collected at the direction of our customers through our cloud products and services. 

The table below describes the categories of Personal Data we have collected about you in the last twelve months, for both business and commercial purposes (as defined in the CCPA).

We will not collect additional categories of Personal Data without informing you. Our collection and use of Personal Data will be reasonably necessary and proportionate to the purposes for which we collect or process Personal Data, or for another disclosed purpose that is compatible with the context in which we collect Personal Data, and not further processed in a manner that is incompatible with those purposes.

Any Personal Data or other information you choose to submit in communities, forums, blogs, or chat rooms on our Websites may be read, collected, and used by others whom visit these forums, depending on your account settings.

Use of Cookies, Usage Data

A “cookie” is a small file stored on your device that contains information about your device. We may use cookies and other commonly used information-gathering tools such as Web beacons to provide basic relevant ads, website functionality, authentication (session management), usage analytics (web analytics), and to remember your settings, and generally improve our Websites and Services. 

For more information on how we use cookies and our data usage, our Company’s cookie policy can be found at https://home.planetbids.com/cookie-policy

How Long We Keep Your Personal Data

The Company retains your Personal Data to the extent necessary to reasonably serve customer relations, to meet our compliance and legal obligations, to enhance security and fraud prevention, and for audit purposes. For example, we may retain your information during the time in which you have an account to use our Website or Services and for a reasonable period of time afterward. We may also retain your information during the period of time needed for the Company to pursue our legitimate business interest, conduct audits, comply with our legal obligations, resolve disputes, and enforce our agreements. We determine the appropriate retention period for the Personal Data on the basis of the amount, nature, and sensitivity of your Personal Data processed, the potential risk of harm from unauthorized use or disclosure of your Personal Data, and whether we can achieve the purposes of the processing through other means, as well as on the basis of applicable legal requirements (such as applicable statutes of limitation). 

When you decide to delete certain information in your account, we will fulfill your request and update this information on our platform. We will also notify third parties (such as our service providers processing Personal Data on our behalf) of your request for Personal Data to be deleted.

Disclosing Personal Data to Third Parties

The following table describes, in the last twelve months, the categories of information we have disclosed to third parties for business and commercial purposes, and the categories of those third parties. 

Credit Card Information 

When you pay any fees with a credit card, your credit card data is securely sent to a third-party merchant. We do not store your credit card information. All of the direct payment gateways adhere to standards set out by the Payment Card Industry Data Security Standard (PCI-DSS) as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, and American Express. PCI-DSS requirements help ensure the secure handling of credit card information. 

Other Disclosures of Your Personal Data 

We may disclose your Personal Data to the extent required by law, or if we have a good-faith belief that we need to disclose it in order to comply with official investigations or legal proceedings. If we have to disclose your Personal Data to governmental/law enforcement officials, we may not be able to ensure that those officials will maintain the privacy and security of your Personal Data. 

We may also disclose your Personal Data if we sell or transfer all or some of our company’s business interests, assets, or both, or in connection with a corporate restructuring.  

We reserve the right to use, transfer, sell, share, and disclose aggregated, anonymous data for any legal purpose. Such data does not include any Personal Data. The purposes may include analyzing usage trends or seeking compatible advertisers, sponsors, and customers. 

Sharing of Personal Data

The Company may share your Personal Data with other entities for the purpose of cross-entity marketing. In the preceding twelve (12) months, the Company has disclosed the following categories of Personal Data for a business purpose: Customer full legal name, contact employee email address and phone number. 

What Privacy Rights Do You Have?

You have specific rights regarding your Personal Data that we collect and process under applicable data protection and privacy laws. Please note that you can only exercise these rights with respect to Personal Data that we process about you when we act as a “business” under the U.S. State Privacy Laws. To exercise your rights with respect to Personal Data processed by us on behalf of one of our customers, please read the privacy notice of that customer. 

The following sections describe your rights, and then we explain how you can exercise those rights.

Right to Know What Happens to Your Personal Data

This is called the right to be informed. It means that you have the right to obtain from us all Personal Data regarding our data processing activities that concern you, such as how we collect and use your Personal Data, how long we will keep it, and who it will be disclosed to, among other things. We are informing you of how we process your Personal Data with this Privacy Notice. We will always try to inform you about how we process your Personal Data. 

Right to Change Your Personal Data

This is called the right to rectification. It gives you the right to ask us to correct, without undue delay, anything that you think is wrong with the Personal Data we have on file about you, and to complete any incomplete Personal Data. If your account settings do not allow you change the Personal Data yourself, please contact us and we will do our best to change the Personal Data for you.

Right to Delete Your Personal Data

This is called the right to erasure, right to deletion, or the right to be forgotten. This right means you can ask for your Personal Data to be deleted. When you decide to delete certain Personal Data in your account, we will fulfill your request and update this information on our platform. We will also notify third parties that we authorized the use and disclosure of that content at your request. 

The U.S. State Privacy Laws allow for requests to erase your Personal Data to be denied if we or our service providers need to retain the Personal Data to: 

• Complete the transaction for which we collected the Personal Data; 
• Provide a good or service that you requested, take actions reasonably anticipated within the context of our ongoing business relationship with you, or otherwise perform our contract with you; 
• Help ensure security and integrity to the extent the use of your Personal Data is reasonably necessary and proportionate for those purposes; 
• Debug products to identify and repair errors that impair existing intended functionality; 
• Engage in public or peer-reviewed scientific, historical, or statistical research that conforms or adheres to all other applicable ethics and privacy laws, when the information's deletion may likely render impossible or seriously impair the ability to complete such research, if you previously provided informed consent; 
• Enable solely internal uses reasonably aligned with your expectations based on your relationship with us and compatible with the context in which you provided your information; or 
• Comply with a legal obligation, including, but not limited to, obligations from the California Electronic Communications Privacy Act. 

Right to Ask Us to Limit How We Process Your Personal Data

This is called the right to restrict processing. It is the right to ask us to only use or store your Personal Data for certain purposes. You have this right in certain instances, such as where you believe the Personal Data is inaccurate, or the processing activity is unlawful.

Right to Non-Discrimination

We will not discriminate against you for exercising any of your privacy rights. Unless the applicable data protection laws permit it, we will not: 

• Deny you goods or services; 
• Charge you different prices or rates for goods or services, including through granting discounts or other benefits or imposing penalties; 
• Provide you a different level or quality of goods or services; or 
• Suggest that you may receive a different price or rate for goods or services or a different level or quality of goods or services.

Right to Opt-Out of the Sharing of Personal Data

You have the right to direct us to not to share your personal information at any time. We do not sell your Personal Data but may share your Personal Data with our partners for the purpose of cross-marketing. 

Your Right to Opt Into the Sharing of Personal Data

If you have directed us not to share your Personal Data, you can opt-in to the sharing of your Personal Data to any of PlanetBids LLC affiliate companies at any time. 

How Can You Exercise your Privacy Rights?

To exercise any of the rights described above, please submit a request by either: 

• Calling us at (818) 992-1771  
• Contacting us by email at pb_legal@planetbids.com  
• Filling out our online form; or 
• Writing to us at: 

PlanetBids, LLC Attn: Legal Department 13263 Ventura Boulevard, Suite 101 Studio City, CA 91604

What are Authorized Agents?

You may appoint an authorized agent to exercise your rights on your behalf. You should appoint such agent via written permission or a power of attorney pursuant to Probate Code sections 4000 to 4465 (if you reside in the State of California) or the applicable rules for authorizing somebody else to exercise your rights in your country or state of residence. To verify that your authorized agent acts on your behalf, we will ask for this written permission from your agent or for the power of attorney. In case you provided your authorized agent with a written permission, we will require that you also verify your identity. 

How We Will Verify Your Identity

Please bear in mind that to evaluate your privacy rights requests, we need to be sure it was you who made the request. We will verify your identity via the following methods: 

• We will send you an email requesting that you confirm certain Personal Data that we have in our records; or 
• We will call you at the number you provided when you submitted a request relating to your privacy rights and will request that you confirm certain Personal Data that we have in our records. 

To carry out the verification, we may ask you for information you provided to us previously, such as your contact number, email address, date of birth, your zip code, or the date that you last received a call/communication from us. 

Please note that under California law, you may only make a consumer request to know or a data portability request twice within a twelve (12) month period. 

How and When We Will Respond to Your Requests

We will confirm the receipt of your request within ten (10) business days, and, in that communication, we will also describe our identity verification process and when you should expect a response, except when we have already granted or denied the request. 

Please allow us up to thirty (30) days to reply to your requests from the day we received your request. We may contact you if we need additional information from you in order to honor your request. If we need more time (up to ninety (90) days in total), we will inform you of the reason and extension period in writing. If you have an account with us, we will deliver our written response to that account. If you do not have an account with us, we will send our written response by mail or electronically, at your option. 

Consider that for requests made under California law, we will only cover the twelve (12) month period preceding the moment we receive the request in any disclosures we provide you with. 

If we cannot satisfy your request, we will also explain why in our response. For data portability requests, we will choose a format to provide your Personal Data that is readily useable and should allow you to transmit the Personal Data from one entity to another entity without difficulty. 

In most cases, we will not charge a fee for processing or responding to your requests. However, we may charge a fee if we determine that your request is excessive, repetitive, or manifestly unfounded. In those cases, we will tell you why we made that determination, and we will provide you with a cost estimate before completing your request. 

If you are an employee of one of our customers, we recommend you contact your company’s system administrator for assistance in correcting or updating your Personal Data. Some registered users may update their user settings, profiles, organization settings and event registrations by logging into their accounts and editing their settings or profiles. 

As described above, we may also process Personal Data submitted by or for a customer of our Services. If your Personal Data has been submitted to us by or on behalf of a Company customer and you wish to exercise any rights you may have under applicable data protection laws, please inquiry with the applicable customer directly. Because we may only access a customer’s Personal Data upon instruction from that customer, if you wish to make your request directly to us, please provide to us the name of the Company customer who submitted your Personal Data to us. We will refer your request to that customer, and we will support them as needed in responding to your request within a reasonable timeframe. 

Appealing Rejected Requests

Pursuant to certain U.S. State Privacy Laws, such as the laws of Virginia, Colorado, and Connecticut, to the extent applicable to you, residents have the right to appeal rejected requests. You may exercise this right if you are a resident of an applicable U.S. state, by responding to the correspondence we send containing our response to your request, and by following the instructions on how to make an appeal within our correspondence.

Children and Privacy

The Company Websites do not offer information directed at, or intended to attract, children. The Company does not knowingly solicit Personal Data from children under the age of sixteen (16). 

Security of Personal Data

The Company take precautions including organizational, technical, and physical measures to help safeguard against the accidental or unlawful destruction, loss, alteration, and unauthorized disclosure of, or access to, the Personal Data we process or use. For example, when you submit any form requiring registration, we use a secure server. The secure server software (SSL) helps protect your information as it travels over the Internet by encrypting that information before it is sent to us. Please note that while we have implemented industry-standard security mechanisms and procedures to protect data from loss, misuse, and unauthorized access, disclosure, alteration, and destruction, no method of storage or transmission is 100% secure. You are solely responsible for protecting your password, limiting access to your devices, and signing out of websites after your sessions. 

Links to Other Websites and Public Forums

Our Websites contain links to information on other websites. We do not have any control over these other websites, and therefore we cannot be responsible for the protection and privacy of any information that you provide while visiting those websites. Those websites are not governed by this Privacy Notice, and if you have questions about how a website uses your information, consult that website’s privacy notice. Portions of our Websites may also make chat rooms, forums, message boards, and/or news groups available to visitors. Please remember that any information that is disclosed in these areas becomes public information and exercise caution when deciding to disclose any Personal Data. 

Unsubscribe

You may manage your receipt of marketing and non-transactional communications by clicking on the “unsubscribe” link located on the bottom of the Company’s marketing emails. Additionally, you may by contacting us at any time at pb_legal@planetbids.com. Please note that opting out of marketing communications does not opt you out of receiving important business communications related to your current relationship with us, such as communications about your subscriptions or event registrations, service announcements, or security information. 

Changes to this Privacy Notice

The Company reserves the right to change this Privacy Notice from time to time to reflect changes in our practices, technologies, legal requirements, and other factors. If we do, we will update the “effective date” at the top of this Privacy Notice. If we make a material update, we may provide you with notice prior to this update taking effect, such as by posting a conspicuous notice on our website or by contacting you using the email address you provided. 

We encourage you to periodically review this Privacy Notice to stay informed about our collection, processing, and disclosing of your Personal Data.

Contacting Us

Questions about this Privacy Notice or the information practices of the Company’s Websites and Services should be directed to our privacy team by filling out this form or by emailing us at pb_legal@planetbids.com or by mailing us at the below address. We prefer electronic communication. 

PlanetBids, LLC Attn: Legal Department 13263 Ventura Boulevard, Suite 101 Studio City, CA 91604 pb_legal@planetbids.com Create a Support Ticket