Introduction
This Privacy Policy ("Policy") describes how VendorBoard AI ("we," "us," or "our") collects, uses, stores, and protects information about users of the VendorBoard AI platform ("Platform"). This Policy applies to all users including Buyers and Vendors.
By using the Platform, you acknowledge that you have read and understood this Privacy Policy and consent to the data practices described herein. If you do not agree, please discontinue use of the Platform.
Information We Collect
2.1 Buyer Information
When Buyers register and use the Platform, we collect the following categories of information:
Contact Information
- Full name and professional title
- Business email address and phone number
- Company name, size, and industry
- Billing and payment information processed securely through our payment provider
Evaluation and Requirements Data
- Software evaluation project names, descriptions, and timelines
- Technical and functional requirements and use cases
- Evaluation scoring criteria, category weights, and priorities
- Budget ranges and procurement constraints
- Vendor shortlists, invitation history, and evaluation status
- Post-demo scores, feedback notes, and evaluator comments
- Generated evaluation reports and vendor recommendations
Platform Usage Data
- Login and session data, IP address, and device information
- Feature usage and interaction logs
- Support and communication history
2.2 Vendor Information
When Vendors register and participate in evaluations, we collect:
Contact Information
- Company representative name, title, and contact details
- Company name, size, and product category
- Official website and company registration information
Evaluation Submission Data
- Responses to Buyer evaluation criteria and requirements
- Product capability details, feature lists, and technical specifications submitted during an evaluation
- Pricing, packaging, and commercial terms shared during a specific evaluation
- Demo presentation materials and supplementary content uploaded to the Platform
Platform Usage Data
- Login and session data, IP address, and device information
- Activity logs related to assigned evaluations
2.3 Automatically Collected Information
When you use the Platform, we automatically collect certain technical information including browser type and version, operating system, referring URLs, pages visited and time spent, and general geographic location derived from IP address. This information is used solely to maintain Platform security, improve performance, and generate anonymized usage analytics.
How We Use Your Information
We use information collected through the Platform exclusively for the following purposes:
- To create and manage your account and authenticate your access
- To facilitate vendor evaluation processes you initiate or are invited to participate in
- To operate the AI-powered evaluation features including scoring, recommendation generation, and reporting
- To send transactional communications such as evaluation invitations, scoring summaries, and account notifications
- To provide customer support and respond to your inquiries
- To improve Platform features and AI capabilities using aggregated, anonymized data
- To detect and prevent fraud, abuse, or security threats
- To comply with legal obligations
We do not use your information for targeted advertising, behavioral profiling for third-party purposes, or any commercial purpose not directly related to operating the Platform for you.
Publicity and Marketing Use of Information
As a condition of using the VendorBoard AI Platform, both Buyers and Vendors acknowledge and agree that VendorBoard AI may use your company name, logo, and general description of your Platform usage for marketing and promotional purposes. This applies to all users of the Platform regardless of role.
Specific uses may include but are not limited to:
- Publishing case studies or success stories referencing your company's evaluation experience
- Including your company name or logo in customer or partner lists on our website and marketing materials
- Referencing your company in press releases, blog content, social media posts, or conference presentations
- Including named mentions in investor materials, pitch decks, or sales collateral
- Featuring quotes or testimonials attributed to your company
VendorBoard AI will not disclose confidential evaluation data, scores, vendor rankings, pricing submissions, or any proprietary business information as part of any publicity activity without your separate written consent. Publicity use is limited to the fact of your participation on the Platform and general outcomes, not the underlying evaluation details.
If you wish to opt out of publicity use of your information, you may submit a written request to contact@vendorboard.ai at any time. Opt-out requests will be honored within 14 business days of receipt on a going-forward basis. VendorBoard AI is not obligated to remove materials published prior to receiving your written opt-out request unless separately agreed in writing.
Data Sharing Policy
Information shared on VendorBoard AI is only shared within the specific evaluation for which it was submitted. Buyer data goes only to selected Vendors. Vendor data goes only to the inviting Buyer. Nothing leaves the Platform to outside parties.
5.1 Buyer Data — Who Sees It
Buyer contact information and evaluation data is shared only with:
- The Vendors that the Buyer explicitly selects and invites to participate in a specific evaluation
- VendorBoard AI staff with a legitimate operational need to support the evaluation
Buyer data is never shared with:
- Vendors who were not invited to the relevant evaluation
- Other Buyers on the Platform
- Third-party vendors, data brokers, or advertisers
- Competing platforms, market research firms, or analytics providers
5.2 Vendor Data — Who Sees It
Vendor submissions and product information are shared only with:
- The specific Buyer who initiated the evaluation in which the Vendor is participating
- VendorBoard AI staff with a legitimate operational need to support the evaluation
Vendor data is never shared with:
- Other Vendors participating in the same evaluation, except that Vendor names, scores, and VendorBoard AI-generated analysis may be visible to participating Vendors on eligible leaderboard plans. Raw submissions and recordings are never shared.
- Other Buyers on the Platform
- Third-party data brokers, market intelligence firms, or technology aggregators
- Any entity outside the Platform without explicit written consent from the Vendor
5.3 No Sale of Personal Data
VendorBoard AI does not and will never sell personal data or evaluation data to any third party. This applies to Buyer contact information, Buyer evaluation requirements, Vendor product submissions, and all other user-provided information on the Platform.
5.4 Third-Party Service Providers
We use a limited number of third-party service providers strictly to operate the Platform, including cloud infrastructure providers, payment processors, and email delivery services. These providers operate under strict data processing agreements and are permitted to use your information only to deliver services to us on your behalf. They are expressly prohibited from using your data for their own commercial purposes.
5.5 Legal Disclosures
We may disclose information if required to do so by law, court order, or a valid legal process. In such cases, we will notify affected users to the maximum extent permitted by applicable law and will disclose only the minimum information required to comply with the legal obligation.
Evaluation Data Confidentiality
6.1 Isolation Between Evaluations
Each evaluation on VendorBoard AI operates as an isolated data environment. Buyer requirements, criteria, and scoring data from one evaluation are not accessible to users in other evaluations. Vendor submissions in one evaluation are not visible to that Vendor's own team in different evaluations without re-authorization.
6.2 Vendor Visibility and Leaderboard Feature
When multiple Vendors participate in the same Buyer evaluation, their raw responses, demo recordings, original submissions, and proprietary content are never visible to other Vendors.
However, VendorBoard AI offers a comparative leaderboard feature on eligible paid plans. When this feature is enabled for an evaluation, participating Vendors may see:
- The names of other Vendors in the same evaluation
- Each Vendor's evaluation scores
- VendorBoard AI-generated analysis summarizing each Vendor's evaluated performance
This leaderboard feature does not expose raw Vendor submissions, recordings, pricing details, or any original Vendor-authored content. The AI-generated analysis is solely VendorBoard AI's work product based on the evaluation. By participating in evaluations on the Platform, Vendors consent to this visibility where applicable.
6.3 Score Visibility and Buyer Report Confidentiality
The Buyer's internal evaluator notes and final recommendation report are Buyer-only materials and are never shared with Vendors. Vendor scores and AI-generated analysis may be visible to participating Vendors through the leaderboard feature on eligible plans, as described in Section 6.2. Scores displayed through the leaderboard represent VendorBoard AI's platform output and do not include the Buyer's raw internal notes, deliberations, or procurement decision rationale.
6.4 Cross-Evaluation Data Restrictions
Buyer evaluation requirements from one evaluation project are not used to inform, benchmark, or share insights with other Buyers or Vendors on the Platform, even in aggregate or anonymized form that could be traced to an identifiable Buyer or Vendor.
Data Retention
We retain your information for as long as your account is active or as needed to provide you with Platform services. Specifically:
- Active account data: Retained while your account remains active
- Completed evaluation data: Retained for 24 months after evaluation completion unless you request earlier deletion
- Inactive accounts: Data is deleted or anonymized 12 months after the last account activity
- Legal hold: Data subject to a legal hold or compliance obligation will be retained for the duration required by applicable law
You may request deletion of your data at any time by contacting us at contact@vendorboard.ai. Deletion requests will be processed within 30 days, subject to any applicable legal retention obligations.
Data Security
We implement industry-standard security measures to protect your information, including:
- Encryption of data in transit using TLS 1.2 or higher
- Encryption of sensitive data at rest
- Role-based access controls limiting internal access to data on a need-to-know basis
- Regular security assessments and vulnerability testing
- Monitoring and logging of access to sensitive evaluation data
While we take significant measures to protect your data, no electronic transmission or storage is 100% secure. We encourage you to use strong, unique passwords for your account and to contact us immediately if you suspect unauthorized access.
Your Privacy Rights
Depending on your location, you may have certain rights with respect to your personal data, including:
- Access: Request a copy of the personal data we hold about you
- Correction: Request correction of inaccurate or incomplete personal data
- Deletion: Request deletion of your personal data, subject to applicable legal requirements
- Portability: Request a machine-readable copy of your data
- Objection: Object to certain types of processing, including any future direct marketing, which we do not currently engage in
- Restriction: Request that we restrict processing of your data in certain circumstances
To exercise any of these rights, please contact us at contact@vendorboard.ai. We will respond to all requests within 30 days.
Children's Privacy
The VendorBoard AI Platform is intended for business use by adults and is not directed to individuals under the age of 18. We do not knowingly collect personal information from anyone under 18 years of age. If we become aware that we have collected data from a minor, we will promptly delete it.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our data practices or applicable law. We will notify registered users of material changes by email or through a prominent notice on the Platform. The "Effective Date" at the top of this Policy indicates when the most recent version took effect.
Your continued use of the Platform after the effective date of a revised Policy constitutes your acceptance of the changes.
Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
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