Confidentiality Standard

Your Bid Documents Stay Confidential

ProfitIQ Construction Advisors understands that bid documents, project information, pricing discussions, estimating concerns, and contractor decision-making may involve sensitive business information. We treat client-provided information as confidential and use it only to complete the requested document review and decision-support services.

This Confidentiality Standard explains how ProfitIQ handles information submitted by clients and prospective clients.

1. Confidentiality Principles

ProfitIQ is built on trust, discretion, and professional handling of client information.

ProfitIQ will:

  • Use client information only for the requested project review or related communication.

  • Treat bid documents, project materials, and client communications as confidential.

  • Avoid sharing client information with outside parties unless authorized by the client.

  • Take reasonable steps to protect submitted documents and related project information.

  • Limit access to client information to those involved in completing the requested work.

ProfitIQ does not sell, publish, or disclose client bid documents, project information, or business discussions for unrelated purposes.

2. Information Treated as Confidential

The following information is treated as confidential when submitted to ProfitIQ:

  • Bid documents

  • Drawings and specifications

  • Addenda

  • Owner requirements

  • Bid forms

  • Project schedules

  • Contractor notes or concerns

  • Links to plan rooms or document folders

  • Pricing discussions

  • Go/no-go considerations

  • Internal business concerns shared by the client

  • Project-related emails or communications

This also includes information provided through the Project Brief, contact forms, email, file-sharing links, or other client communications.

3. Client Document Protection

ProfitIQ handles submitted documents as client confidential information.

Client documents are used to perform the requested review, prepare findings, and communicate with the client about the project. ProfitIQ does not use client documents for unrelated work or disclose them to outside parties without client authorization.

Clients should only submit documents they are authorized to share with ProfitIQ.

4. Use of AI-Assisted Tools

ProfitIQ may use AI-assisted tools, document review tools, software, spreadsheets, and other technology to help organize, analyze, summarize, or review project information.

AI-assisted tools are used to support review efficiency and consistency. They do not replace professional judgment, contractor judgment, legal review, engineering review, architectural review, or estimating responsibility.

ProfitIQ remains responsible for the final deliverable provided to the client. Clients remain responsible for final bid decisions and for verifying project requirements before bidding.

Where practical, ProfitIQ uses tools and workflows intended to protect confidentiality and limit unnecessary exposure of client information.

5. Secure Storage and Access

ProfitIQ takes reasonable steps to store client documents and project information securely.

These steps may include:

  • Using password-protected devices and accounts.

  • Limiting access to project files.

  • Using reputable cloud storage, email, and document tools.

  • Avoiding unnecessary duplication of client files.

  • Keeping project files organized by client and project.

No method of electronic storage or transmission is completely risk-free. However, ProfitIQ uses reasonable care to protect submitted information.

6. File Retention and Deletion

ProfitIQ retains project files only as long as reasonably necessary for the requested review, client communication, business records, quality control, or legal/accounting purposes.

Upon request, ProfitIQ can delete client-provided project documents from active working files, subject to any reasonable business, legal, accounting, or recordkeeping needs.

ProfitIQ may retain final deliverables, engagement records, invoices, emails, and limited internal records as part of normal business operations.

7. Scope Boundaries

ProfitIQ provides document review and decision-support services. ProfitIQ does not provide legal, engineering, architectural, estimating, bonding, insurance, or contractor-of-record services.

ProfitIQ’s review is based on the documents and information provided by the client. ProfitIQ does not guarantee that every issue, risk, inconsistency, omission, or project requirement will be identified.

Clients remain responsible for:

  • Reviewing all bid documents.

  • Confirming scope and pricing.

  • Submitting questions or RFIs when needed.

  • Evaluating bonding, insurance, labor, materials, schedule, and capacity.

  • Making final bid, pricing, and contract decisions

8. Incident Response

If ProfitIQ becomes aware of an accidental disclosure, unauthorized access, or other potential exposure of client information, ProfitIQ will take reasonable steps to respond.

Depending on the situation, those steps may include:

  • Investigating what happened.

  • Taking action to limit further exposure.

  • Notifying affected clients when appropriate.

  • Correcting the process that contributed to the issue.

  • Documenting the incident and response.

9. Client Responsibilities

Clients also play an important role in protecting project information.

Clients should:

  • Share only documents they are authorized to provide.

  • Avoid sending unnecessary sensitive information.

  • Use secure links when possible.

  • Notify ProfitIQ if documents are subject to special confidentiality requirements.

  • Inform ProfitIQ if documents must be deleted after review.

  • Communicate any restrictions on use, storage, or sharing before work begins.

If a project is subject to a formal non-disclosure agreement, restricted plan room terms, government procurement rules, or other confidentiality requirements, the client should notify ProfitIQ before submitting documents.

10. Questions About Confidentiality

Questions about this Confidentiality Standard may be directed to:

ProfitIQ Construction Advisors
Email: Kim@KimAndersonCPA.com

This Confidentiality Standard is intended to describe ProfitIQ Construction Advisors’ business practices for handling client information. It is not intended as legal advice and does not replace a written confidentiality agreement, non-disclosure agreement, or project-specific legal requirement.