BreadWeb ProposalPilot Public Policy

ProposalPilot Policy

A transparent policy explaining what ProposalPilot is allowed to help with, what it must not be used for, how AI-generated proposal material must be reviewed, and where customer responsibility remains.

This page is written for customers, reviewers, and public visitors. It is not legal advice, procurement advice, accounting advice, or a substitute for your final compliance review.

Read allowed use What is not allowed

1. Purpose and scope

ProposalPilot is a BreadWeb feature for opportunity-response support. It helps customers organize opportunity information, prepare review-ready draft materials, and reduce proposal-preparation friction. This policy governs customer use of ProposalPilot, including manual opportunities, SAM.gov matching, forwarded opportunity emails, uploaded opportunity documents, AI-generated drafts, billing records, refunds, and support review.

Human control remains required. ProposalPilot is a drafting and analysis assistant. It is not a contracting officer, attorney, accountant, pricing authority, compliance certifier, grant officer, or authorized signer for your organization.

2. What ProposalPilot is

ProposalPilot may help with:

  • Opportunity classification, such as RFI, RFQ, RFP, Sources Sought, grant, commercial RFP, or unknown notice type.
  • Draft proposal packs, including executive summary, proposal text, cover letter, technical/management approach, compliance checklist, clarifying questions, pricing guidance, risk notes, and fit summary.
  • Manual opportunity intake from pasted text, customer-provided source links, and uploaded opportunity documents.
  • SAM.gov matching based on customer business profile and saved criteria.
  • Review support, including identifying missing items, assumptions, gaps, and follow-up questions.

ProposalPilot is designed to support preparation, not to replace your business judgment or final submission process.

3. Allowed use

Allowed: Use ProposalPilot to prepare honest, reviewable, customer-controlled proposal materials from information you are authorized to provide.
  • Entering your real business name, NAICS codes, capability statement, services, certifications, past performance, pricing posture, and proposal style.
  • Pasting opportunity text from notices, customer emails, RFPs/RFQs/RFIs, public opportunity pages, or internal opportunity notes you are permitted to use.
  • Uploading opportunity documents you are allowed to store and use for proposal preparation.
  • Generating drafts for human editing, compliance review, pricing review, and final approval.
  • Using copy/download features to move draft material into Word, Google Docs, Outlook, Gmail, or your proposal template.
  • Requesting refund review when there is a good-faith billing, payment, or non-delivery concern.
Example of good use:
“Our company provides help desk support, Microsoft 365 administration, and cloud migration services. We have completed municipal help desk projects, but we do not hold a federal clearance. Generate an RFQ response that emphasizes verified support experience and lists clearance as a question/gap.”

4. What is not allowed

Not allowed: Do not use ProposalPilot to deceive agencies, customers, prime contractors, partners, grantors, or platforms.
  • No auto-submission. ProposalPilot must not be used to automatically submit bids, proposals, quotes, applications, grants, messages, forms, or offers.
  • No scraping or bot activity. Do not use ProposalPilot to bypass website terms, platform controls, login systems, rate limits, or restricted-access portals.
  • No false claims. Do not claim certifications, clearances, licenses, socioeconomic statuses, contract vehicles, contract awards, agency experience, past performance, insurance, bonding, pricing, or personnel that are not true and supportable.
  • No unauthorized documents. Do not upload confidential, classified, controlled, private, or third-party documents unless you have authority to use them in ProposalPilot.
  • No fraudulent submissions. Do not use drafts to misrepresent eligibility, pricing, identity, ownership, performance history, or technical capability.
  • No prohibited content. Do not use ProposalPilot for illegal, harmful, deceptive, infringing, abusive, or rights-violating activity.
  • No final-price invention. Do not treat AI pricing guidance as a final quote unless your authorized pricing process confirms the inputs and final numbers.
Example of prohibited use:
“Write that we hold a Top Secret clearance and have performed this exact work for the Department of State,” when that information was not truthfully provided and supportable.

5. Customer responsibility

You are responsible for reviewing and approving any material you use. Before submission, you should verify:

  • All submission deadlines, portal rules, required forms, representations, certifications, and formatting requirements.
  • All factual statements about your organization, team, experience, pricing, availability, certifications, insurance, licenses, contract vehicles, and compliance posture.
  • All pricing assumptions, labor categories, quantities, schedules, tax, shipping, travel, and basis-of-estimate inputs.
  • Whether an opportunity should be pursued, declined, questioned, challenged, or held for partner review.
Important: An AI-generated draft can be useful and still contain assumptions, gaps, outdated phrasing, or unsupported claims. Treat every draft as a starting point, not a final response.

6. AI limits and verification

ProposalPilot uses AI to draft and organize content. AI can misunderstand instructions, miss details, overgeneralize, or produce language that sounds more certain than the evidence supports.

AI-generated drafts should be checked for:

  • Unsupported claims or overly broad “we have extensive experience” language.
  • Incorrect opportunity type or response format.
  • Missing compliance items, required forms, attachments, page limits, or submission steps.
  • Pricing assumptions that require finance, sales, leadership, or legal review.
  • Statements that need customer-provided proof before use.

BreadWeb does not guarantee that a draft will win, qualify, comply, or be accepted by any agency, customer, platform, or reviewer.

7. Organization claims and grounding

ProposalPilot relies on the business profile and customer-provided opportunity context to ground company-specific language. Customers should keep their profile truthful, current, and specific.

Good profile input

“We provide Microsoft 365 administration, help desk support, SharePoint workflow automation, and Azure migration support for small and mid-sized organizations.”

Unsafe unsupported claim

“We are certified in every required framework and have agency past performance,” unless that is true, current, and documented.

When evidence is missing, customers should edit the draft to say “Assumption for review,” “Confirm whether,” or remove the claim entirely.

8. Opportunity sources

ProposalPilot may support multiple input paths:

  • Manual opportunities: You paste the opportunity text and optional source URL, deadline, budget, and instructions.
  • Uploaded opportunity documents: You upload RFP/RFQ/RFI documents, SOW/PWS/SOO, instructions, forms, or evaluation criteria.
  • Forwarded emails: You forward opportunity alerts or posts to your configured ProposalPilot forwarding address.
  • SAM.gov matching: BreadWeb-managed public opportunity data is matched against your saved criteria. Normal customers do not need to provide a personal SAM.gov API key.

ProposalPilot is not designed for unauthorized scraping or automated posting/submission on third-party platforms.

9. Attachments, data, and privacy

Customers should upload only documents they are authorized to use. Do not upload classified information, controlled unclassified information, protected health information, payment card data, private credentials, secrets, or third-party confidential material unless you have authority and the data is appropriate for the ProposalPilot environment.

Document handling expectations

  • Text-like opportunity files may be used as AI context where supported.
  • PDF, DOCX, XLSX, and other complex files may be stored/listed without deep parsing unless the system explicitly supports reliable extraction.
  • Uploading a document does not mean ProposalPilot has verified every line, table, attachment, amendment, or submission instruction.

10. Billing, credits, and refunds

ProposalPilot billing is handled through Stripe. A ProposalPilot credit is intended to be consumed only when a valid proposal pack is successfully generated and stored.

  • Failed provider/configuration output should remain non-billable.
  • Missing required business-profile grounding should block generation before AI is called and should not consume a credit.
  • Refunds are reviewed using available payment, usage, connector, and draft evidence.
  • Billing portal changes, invoices, subscriptions, one-time passes, refund requests, and disputes are handled through the visible ProposalPilot billing/support flow.
  • Plan changes: Upgrades to a higher subscription plan take effect immediately and may include prorated charges or credits for the remaining billing period. Downgrades to a lower plan take effect at the end of the current billing period, and the current plan remains available until then.

Refund approval is not automatic. BreadWeb reviews evidence and applicable policy before approving, rejecting, or requesting more information.

11. Enforcement and platform protection

BreadWeb may limit, suspend, remove, refuse, or investigate ProposalPilot access, content, uploads, generation requests, billing actions, or support requests when needed to protect customers, third parties, BreadWeb, payment integrity, legal compliance, or platform reliability.

Examples include suspected fraud, misuse, unauthorized data, repeated unsupported claims, payment abuse, chargeback abuse, malicious files, scraping/bot activity, or attempts to use ProposalPilot for prohibited activity.

12. Policy changes and support

BreadWeb may update this policy as ProposalPilot grows, legal requirements change, customer needs evolve, or operational safeguards improve.

For help, use the ProposalPilot instructions and billing/refund pages or contact BreadWeb support through the normal support channel shown on BreadWeb.