KEYBID

Terms of Service

Last updated: August 15, 2026 · Version 2.0

Beta terms. Keybid is in founding-customer rollout. "Beta" here means the software is still changing week to week — features get added, changed, and occasionally removed, and you should not treat Keybid as your only record of a bid deadline or a contract obligation. Beta does not mean free: Keybid is a paid product, and Section 9 says exactly what it costs. Questions about anything on this page, including anything you want changed before you sign up: ryan@keybid.ai. A real person answers within 12–24 hours, usually faster.

1. Who you are dealing with

Keybid is operated by Keybid LLC (in formation) ("Keybid," "we," "us"), based in the United States. Keybid LLC is the entity you are contracting with. Card processing is handled by a third-party payment provider on its own hosted page. If the operating entity's name is finalized or changes as the company is formed, we will tell you, and these Terms move with it.

Mailing questions, billing questions, cancellations, data requests, and complaints all go to the same place: ryan@keybid.ai.

2. What these Terms cover

These Terms are the agreement between us and the company using Keybid ("you," "Customer"). They cover the Keybid website, the bid board, the plan-reading tools, the email intake address, the drafting tools, and everything else we provide under the Keybid name (the "Service"). If you use Keybid on behalf of a company, you are telling us you have authority to accept these Terms for that company, and "you" means the company.

3. How you accept these Terms

You accept these Terms by creating a Keybid account or by using the Service. These Terms are linked from the app and from the site, and this page is the whole of them — there is no separate paperwork.

Under Nevada's electronic-transactions law (NRS Chapter 719), an agreement is not unenforceable just because it is electronic. You and we both agree to do this electronically: an electronic record satisfies any requirement that this agreement be in writing, and your action creating or using the account is your signature.

If you do not agree to these Terms, do not create an account and do not use the Service.

4. What Keybid actually does

Keybid keeps your bid pipeline in one place, reads what it can out of the plan sets and bid invitations you give it, drafts emails and follow-ups for you to review, and estimates the odds on a bid from your own history. Some of that runs on a fixed set of keyword rules we wrote. Some of it runs on a large language model (currently Anthropic's Claude, when the AI engine is switched on for your account). When the AI engine is off or fails, the same features fall back to the keyword rules, and the product tells you which engine produced a result.

Everything Keybid produces is a draft or an estimate for a human to check. Nothing Keybid produces is a takeoff, an estimate, a quantity survey, an engineering opinion, a legal opinion, or professional advice of any kind. We are not your estimator and we are not your engineer.

5. What plan reading does — and the limits it runs into

Read this section before you rely on a plan read. Keybid flags cost drivers it can find in the text of a plan set. It will miss things. The limits below are real, they are in the product today, and they are the reason a Keybid flag list is a starting point for your review and never a substitute for it.

Concretely, here is what happens when you drop a PDF in:

We read the text layer only. If a sheet is a scan, a photograph, or an image with the words baked into the picture, there is no text layer and Keybid reads nothing off that sheet. We do not run OCR today. A set with no extractable text is refused with a message telling you so.
We read the front of the file, not all of it. On a signed-in account we read up to the first 150 pages of a PDF, and files up to 64 MB. On the public demo it is the first 15 pages and 10 MB.
The text we extract is then truncated. Up to 200,000 characters go to the analysis step. Of that, the AI engine reads roughly the first 14,000 characters, and the keyword engine scans roughly the first 60,000. On a full civil set that is a small fraction of the words in the file. A callout on a late sheet — a specification page, a paving detail, a general note buried at the back — can fall outside what was read.
The flag list is a fixed list. When the keyword engine runs, it looks for a specific short list of patterns: prevailing wage, bonding, a referenced soils or geotechnical report, a PG 76-22 mix callout, over-excavation, dewatering, geogrid or geotextile, and Type II aggregate base. Anything not on that list is not flagged, because nothing is looking for it. When the AI engine runs it can flag more, and it can also miss any of these.
Results are capped. A read returns at most 40 sheets, 20 sheets tagged to your trade, 25 quantities, and 12 flags. If a set has more, the rest are not shown.
Quantities are copied, not measured. Keybid pulls numbers that appear as text near scope words. It does not measure areas, it does not compute cut and fill, and it does not check whether a number it copied is the right number for your scope.
The AI engine can be wrong in ways that look right. A language model can misread a sheet, attribute a note to the wrong scope, or produce a confident summary of something that is not in the set. That is a known property of the technology, not a defect we have hidden from you.

Win-probability figures are a statistical estimate computed from your own bid history. They are not a prediction of any particular outcome and not a promise of one.

6. What stays your job

You are the bidder. You are responsible for your own takeoff, your own quantities, your own means and methods, and your own number. Before you rely on anything Keybid shows you, you review the plan set, the specifications, the addenda, and the geotechnical report yourself.

You agree that:

you will not submit a bid on the strength of a Keybid flag list without reading the set yourself;
you will check every AI-drafted email, quantity, flag, and reply before you send it or price it;
you remain responsible for bid deadlines, addenda, and every obligation in your own contracts, whether or not Keybid caught them;
you will not present anything Keybid drafted as independently prepared professional advice; and
you will keep your own copies of anything you cannot afford to lose.

This section is not boilerplate and it is not us shrugging. It is the actual division of labor: we surface candidates, you decide.

7. Your data is yours

You keep all rights to the bid records, plan documents, emails, pricing, notes, and everything else you put into Keybid ("Customer Data"). You give us permission to host, store, process, and transmit Customer Data for one purpose: running the Service for you. That permission includes sending the relevant text to the subprocessors listed in our Privacy Policy — for example, sending plan-set text to our AI provider so it can be read.

We do not sell Customer Data. We do not show one customer's bids, pricing, or win rates to another customer. We do not use your Customer Data to train shared AI models, and our AI provider's terms do not permit training on it either.

Export. There is an Export control in the app that gives you a full JSON file of your company's data — bids, follow-ups, drafts, inbox, plan reads, and activity — any time, with no request needed and no charge.

Deletion. Email us and we will delete your company's data. We will confirm the request came from someone on your account, do it within 30 days, and tell you when it is done. Two honest details: routine database snapshots roll off on their own within a short window (see the Privacy Policy), and we may keep a minimal billing record where the law requires it.

The public demo board is public. If you use Keybid without signing in, you are on a shared demo board that every visitor can read, write to, and export. Do not paste a real bid invitation, a real GC's pricing, or anything confidential into the demo. Create an account first — your own board is walled off from every other company.

8. Accounts, seats, and security

You are responsible for your credentials and for everything done under your account. Passwords must be at least 8 characters; we store them hashed, never in the clear. Sessions last 30 days and extend while you are using the product.

Seats are per person. When you add a teammate, the person adding them sets that teammate's first password and hands it over — so have the teammate change it. Removing a teammate ends their access immediately. One account may hold up to 50 seats.

Tell us right away if you think someone has your credentials. If we confirm a breach involving Customer Data, we will notify affected customers without unreasonable delay, consistent with Nevada law (NRS Chapter 603A) and any other law that applies.

9. What it costs

Price. Keybid is $119 per seat per month for founding customers. List price is $149 per seat per month. There is no setup fee, no contract term, no per-bid charge, and no charge for email intake. You can cancel any time and you are not charged again after you do.

Billing. Card processing is handled by a third-party payment provider on its own hosted page; Keybid never sees or stores your card number.

We will not charge you by surprise. If card processing is not switched on for your account yet, you are not being charged, and nothing on your account converts to a charge on its own. We show you the price before you pay, every time.

Founding rate. Early customers may be offered a discounted "founding" rate per seat. Where we describe that rate as "locked," it means this and only this: your per-seat price will not increase for as long as your paid subscription remains continuously active. The founding rate is a property of an unbroken subscription, not a permanent entitlement attached to your company.

What ends it. The founding rate ends permanently if your subscription lapses, is cancelled by you, or is terminated for non-payment. If you later resubscribe, you do so at the list price then in effect. A lapse caused solely by our billing error, or a payment failure you cure within 14 days of our notice, does not end the founding rate.

Seats and changes. The founding rate applies to seats on your active subscription, including seats added later while it remains continuously active. Reducing seats does not end the rate; cancelling entirely does. The founding rate applies to the subscription plan you are on and does not automatically extend to separately priced future products or add-ons.

List price and plan changes. We may change our list price at any time for new customers. Any increase to an existing customer who is not on a founding rate takes effect only after at least 30 days' notice, and you may cancel before it applies. If we change the shape of the plan itself — for example moving from per-seat pricing to a flat monthly price — we will give you at least 30 days' notice, tell you what your account would cost under both, and let you cancel before it takes effect.

Refunds. If Keybid is broken for you and we cannot fix it, write to us and we will sort out a refund. We would rather return a month's money than keep a customer who is not getting value.

10. Acceptable use

You agree not to: (a) probe, scan, or test the vulnerability of the Service or defeat any security or authentication measure; (b) access another customer's data; (c) upload malicious code; (d) use the Service to send spam or unlawful communications; (e) reverse-engineer, scrape, or resell the Service; (f) present AI-drafted correspondence as independently prepared professional advice; (g) submit content designed to manipulate our automated systems or the AI models behind them; or (h) use the Service in violation of applicable law, including public-bidding and procurement law.

Requests carrying known attack signatures are refused and recorded, and a source that trips that check repeatedly is blocked automatically for a short period. Serious or repeated intrusion attempts may be reported to law enforcement.

11. Third parties we rely on

Keybid runs on other companies' infrastructure. Today that is hosting (Render), AI language-model processing (Anthropic, when the AI engine is enabled), outbound email (Resend, when email sending is enabled), and card processing (Stripe or another hosted payment page, when billing is live). The current list, and what each one receives, is in our Privacy Policy, which we keep accurate.

If you connect an email account or forward mail to your Keybid intake address, your relationship with that mail provider stays governed by its own terms. If one of these providers has an outage, Keybid has an outage.

12. Disclaimers

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE," WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY, AND NON-INFRINGEMENT.

WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED OR ERROR-FREE, OR THAT ANY FLAG, EXTRACTED QUANTITY, SHEET LIST, DRAFT, OR WIN-PROBABILITY FIGURE IS ACCURATE OR COMPLETE. WE SPECIFICALLY DO NOT WARRANT THAT KEYBID WILL IDENTIFY EVERY COST DRIVER, SPECIFICATION, ADDENDUM, OR REQUIREMENT IN A PLAN SET, AND SECTION 5 EXPLAINS WHY IT WILL NOT.

13. How we have split the risk

In plain language: Keybid costs about a hundred and twenty dollars a seat a month. The jobs you bid are worth hundreds of thousands or millions. We cannot price this product to carry the risk of your jobs, and we are not pricing it as if we do. That is the trade, it is why the price is what it is, and Section 5 tells you exactly where the tool's limits are so you can decide with your eyes open.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, AND SUBJECT TO THE CARVE-OUTS BELOW:

(a) NEITHER PARTY IS LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST BIDS, LOST BUSINESS, OR COST OVERRUNS ON A JOB, EVEN IF ADVISED THAT SUCH DAMAGES WERE POSSIBLE.

(b) EACH PARTY'S TOTAL LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THE SERVICE OR THESE TERMS, WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE AND NEGLIGENT MISREPRESENTATION), OR ANY OTHER THEORY, WILL NOT EXCEED THE GREATER OF (i) THE AMOUNTS YOU PAID US IN THE TWELVE MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM, OR (ii) ONE HUNDRED U.S. DOLLARS.

What these limits do not touch. Nothing in this section limits or excludes liability for: fraud or fraudulent misrepresentation; willful misconduct or willful injury to a person or property; death or personal injury; gross negligence; a party's obligation to pay amounts owed; your indemnity obligations in Section 15; or anything else that applicable law does not permit to be limited. If you are in California, nothing here purports to limit liability that California Civil Code section 1668 does not allow to be limited.

We have written these carve-outs deliberately rather than trying to disclaim everything. A limit that reaches too far tends to get thrown out entirely, and a limit that is honest about what it does not cover is one we can both live with.

14. Time limit on claims

Any claim arising out of or relating to the Service or these Terms must be brought within one year after the party bringing it knew, or with reasonable diligence should have known, of the facts giving rise to it. We have written this to run from discovery rather than from the date of the event, because a problem with a plan read may not surface until a job is well underway. Where applicable law does not permit a shortened period, the statutory period applies instead.

15. Indemnification

You will defend and indemnify us against third-party claims to the extent they arise from your Customer Data, your use of the Service in breach of these Terms, or your violation of law, including procurement and bidding regulations. We will tell you promptly about any such claim, let you control the defense, and cooperate with you. You do not have to indemnify us for anything caused by our own breach, negligence, or misconduct.

16. Suspension and termination

You may stop using the Service and cancel at any time. Export your data first — the Export control gives you everything in one file.

We may suspend or terminate access for breach of these Terms, a genuine security risk, non-payment, or a legal requirement. Except where a delay would create real risk, we will give you notice and a chance to fix the problem first. After termination you have 30 days to export, unless the law requires otherwise.

Sections 5, 6, 7, 12, 13, 14, 15, 17, and 19 survive termination.

17. Governing law and disputes

Talk to us first. Before anything formal, email ryan@keybid.ai describing the problem and what you want. Most things end here. If it is not resolved within 30 days, either of us can proceed.

Governing law. These Terms are governed by the laws of the State of Nevada, without regard to conflict-of-law rules.

Arbitration. Any dispute that is not resolved informally will be settled by binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, before one arbitrator, seated in Clark County, Nevada, or by video or on the documents if you prefer. Judgment on the award may be entered in any court with jurisdiction.

Individual basis. Claims are brought on an individual basis. Neither of us will bring a class, collective, or representative action, and the arbitrator may not consolidate claims without both parties' consent. If this paragraph is found unenforceable as to a particular claim, that claim proceeds in court in Clark County, Nevada, and the rest of this Section 17 still applies to everything else.

Costs. Where the arbitration filing fee is more than it would cost you to file the same claim in a Nevada court, we pay the difference. That is our cost regardless of who wins.

Carve-outs. Either of us may bring a claim in small-claims court, and either of us may ask a court for an injunction to stop misuse of intellectual property or unauthorized access to systems or data.

You can opt out of arbitration. Email us within 30 days of first accepting these Terms with your company name and the words "opt out of arbitration." Nothing else changes if you do, and we will not treat you differently for it. If you opt out, disputes go to the state or federal courts in Clark County, Nevada, and we both consent to that jurisdiction.

18. Responsible disclosure

If you believe you have found a security vulnerability, report it to us privately and give us reasonable time to fix it before disclosing publicly. Good-faith research within this policy will not be treated as a violation of Section 10, and we will not pursue you for it.

19. The rest of it

Changes. We may update these Terms. For a change that affects your rights, we will post a notice in your board's activity feed and update the date at the top of this page at least 14 days before it takes effect. Keep using Keybid after that and the new version applies; if you would rather not, cancel and export.

Entire agreement. These Terms and the Privacy Policy are the whole agreement between us about the Service, and they replace any earlier version, including any beta terms you accepted before this date.

Severability. If any part of these Terms is unenforceable, that part is limited or removed to the smallest extent necessary and the rest stays in force.

No waiver. If we do not enforce something right away, we have not given it up.

Assignment. You may assign these Terms to a company that buys your business, with notice to us. We may assign them to a successor or to the Keybid entity if the product moves to its own company.

Force majeure. Neither of us is liable for a delay or failure caused by something genuinely outside our control, including a provider outage, network failure, or natural disaster.

Notices. Notices to you go to the email on your account or into your board's activity feed. Notices to us go to ryan@keybid.ai.

Contact. Anything at all: ryan@keybid.ai.

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