Privacy Policy

Effective Date: October 27, 2025

PRIVACY POLICY

This Privacy Policy for Birdmouth LLC. ("we," "us," or "our"), describes how and why we might access, collect, store, use, and/or share ("process") your personal information when you use our services ("Services"), including when you:

  • Visit our website at birdmouth.io, or any website of ours that links to this Privacy Policy

  • Engage with us in other related ways, including any sales, marketing, or events

Questions or concerns? Reading this Privacy Policy will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services.

 

SUMMARY OF KEY POINTS

What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use.

Do we process any sensitive personal information? We do not intentionally collect or process sensitive personal information, such as data regarding racial or ethnic origin, political opinions, religious beliefs, sexual orientation, or health-related information.

Do we collect any information from third parties? We may collect information from public databases, marketing partners, social media platforms, and other outside sources.

How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so.

In what situations and with which parties do we share personal information? We may share information in specific situations and with specific third parties. Payment processors (e.g., Stripe) to complete transactions. Analytics providers (e.g., Google Analytics) to improve our Services. Legal authorities if required by law (e.g., subpoenas).

What are your rights? Depending on your jurisdiction, you have rights concerning your personal information, such as access, rectification, deletion, and withdrawal of consent.

How do you exercise your rights? The easiest way to exercise your rights is by submitting a data subject access request, or by contacting us. We will consider and act upon any request in accordance with applicable data protection laws.

 

1. WHAT INFORMATION DO WE COLLECT?

Additional Category: Information collected from inbound emails and attachments

In addition to information you provide directly through our website or application, we may collect information you send to us via email. When you or a third party reply to an email sent from Birdmouth (including suppliers who have not yet created a Birdmouth account), we may collect and process the contents of the email, including any attachments. Attachments may include documents such as quotes, orders, or other materials related to your business.

These emails and attachments are processed through secure third-party providers, including Cloudflare (for secure file upload and conversion), Render.com (for file preparation and processing), and OpenAI (for document parsing and structured data extraction). The results of these processes are stored within Birdmouth’s application database (Bubble) for the purpose of facilitating communication, quotes, and orders between builders and suppliers.

By replying to an email sent from Birdmouth, you authorize Birdmouth and its service providers to receive, process, and store the contents of your message and attachments for the purpose of providing its Services.

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Sensitive Information. We do not process sensitive information.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information automatically collected

In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many businesses, we also collect information through cookies and similar technologies.

 

2. HOW DO WE PROCESS YOUR INFORMATION?

We process inbound email data (including attachments) to extract relevant information such as quote numbers, totals, and expiration dates, in order to maintain communication threads, populate project records, and improve the accuracy of our Services.

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

  • To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.

  • To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.

  • To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.

  • To fulfill and manage your orders. We may process your information to fulfill and manage your orders, payments, returns, and exchanges made through the Services.

  • To identify usage trends. We may process information about how you use our Services to better understand how they are being used so we can improve them.

  • To comply with our legal obligations. We may process your information to comply with our legal obligations, respond to legal requests, and exercise, establish, or defend our legal rights.

 

3. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

We share certain data with service providers who process data on our behalf to deliver specific functionality within our Services. These include:
- Cloudflare, Inc. (for secure inbound email file handling and storage)
- Render.com (for server-side processing and document extraction)
- OpenAI, L.L.C. (for document parsing and structured data analysis)
- Bubble.io (for application hosting and data storage)

Each third party processes information solely as needed to deliver contracted functionality and is bound by confidentiality and data protection obligations consistent with this Privacy Policy.

In Short: We may share information in specific situations described in this section and/or with the following third parties.

We may need to share your personal information in the following situations:

  • Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

  • Affiliates. We may share your information with our affiliates, in which case we will require those affiliates to honor this Privacy Policy. Affiliates include our parent company and any subsidiaries, joint venture partners, or other companies that we control or that are under common control with us.

  • Business Partners. We may share your information with our business partners to offer you certain products, services, or promotions.

 

4. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

In Short: We use cookies and similar tracking technologies to enhance your experience, understand how you use our Services, and deliver relevant content and advertising.

What Are Cookies? Cookies are small text files stored on your device when you visit a website. They help websites remember information about your visit, like your preferred language and other settings. Cookies can be "first-party" (set by us) or "third-party" (set by others like analytics providers or advertising partners).

Types of Cookies We Use:

  • Essential Cookies – Necessary for the core functionality of our website and services (e.g., secure login, navigation, order processing).

  • Performance & Analytics Cookies – Help us understand how users interact with our website (e.g., which pages are visited most often) so we can improve performance.

  • Functional Cookies – Enable enhanced functionality and personalization (e.g., remembering your preferences or previous interactions).

  • Advertising Cookies – Used to deliver advertisements relevant to you and measure their effectiveness. These may be set by us or third-party partners.

Third-Party Technologies

We may allow selected third parties (e.g., Google Analytics, Meta, or other partners) to place cookies on our website to assist with analytics, ad targeting, and performance monitoring. These parties may collect information about your online activities across different websites and services over time.

Managing Cookies:

You can control and manage cookies in various ways:

  • Browser Settings: Most browsers allow you to refuse or delete cookies. Visit your browser’s help section for specific instructions.

  • Consent Tools: Depending on your location, you may see a cookie banner when you first visit our website that allows you to accept or reject different categories of cookies.

  • Do Not Track (DNT): Although we do not currently respond to DNT signals, you can use browser privacy settings or extensions to limit tracking.

More Information:

For more detail on how we use cookies and your options, please contact us at support@birdmouth.io.

 

5. IS YOUR INFORMATION TRANSFERRED INTERNATIONALLY?

Some processing (such as through OpenAI and Render.com) may involve transfers to the United States or other jurisdictions where our service providers operate. We take steps to ensure appropriate safeguards are in place consistent with applicable data protection laws.

In Short: We may transfer, store, and process your information in countries other than your own.

Our servers are located in the United States. If you are accessing our Services from outside, please be aware that your information may be transferred to, stored by, and processed by us in our facilities and in the facilities of the third parties with whom we may share your personal information (see "WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?" above), in and other countries.

If you are a resident in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, then these countries may not necessarily have data protection laws or other similar laws as comprehensive as those in your country. However, we will take all necessary measures to protect your personal information in accordance with this Privacy Policy and applicable law.

 

6. HOW LONG DO WE KEEP YOUR INFORMATION?

In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Policy, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements).

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

 

7. DO WE COLLECT INFORMATION FROM MINORS?

In Short: We do not knowingly collect data from or market to children under 18 years of age.

We do not knowingly collect, solicit data from, or market to children under 18 years of age, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at support@birdmouth.iosupport@birdmouth.io.

 

8. WHAT ARE YOUR PRIVACY RIGHTS?

In Short: You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.

Withdrawing your consent: If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS POLICY?" below.

However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can:

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.

 

9. CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Policy.

 

10. DO WE MAKE UPDATES TO THIS POLICY?

In Short: Yes, we will update this Policy as necessary to stay compliant with relevant laws.

We may update this Privacy Policy from time to time. The updated version will be indicated by an updated "Revised" date at the top of this Privacy Policy. If we make material changes to this Privacy Policy, we may notify you either by prominently posting a Policy of such changes or by directly sending you a notification. We encourage you to review this Privacy Policy frequently to be informed of how we are protecting your information.

 

11. HOW CAN YOU CONTACT US ABOUT THIS POLICY?

To request deletion of any email or document processed through our inbound system, please contact support@birdmouth.io with the subject “Inbound Data Deletion Request.”

If you have questions or comments about this Policy, you may email us at support@birdmouth.io or by post at:

4 Serpentine Dr, Highlands, New Jersey 07732

 

12. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please fill out and submit a data subject access request.