Privacy Policy

1. Who We Are

BidPilot ("we", "us", "our") is a procurement intelligence platform operated by BidPilot Ltd, registered in England and Wales. Our registered address is London, United Kingdom. For data protection enquiries, contact us at support@bidpilothq.com.

2. What Data We Collect

We collect the minimum data necessary to provide our service:

Account Information: Name, email address, and company name provided during registration.

Uploaded Documents: Tender documents (PDF, DOCX, XLSX) you upload for analysis. These are processed in-memory and are not stored permanently. Documents are automatically deleted from our processing pipeline immediately after analysis is complete.

Usage Data: Anonymous, aggregated analytics such as page views and feature usage to improve the platform. We do not track individual user behaviour across third-party sites.

3. How We Process Your Documents

When you upload a tender document:

Documents are transmitted over 256-bit TLS (SSL) encrypted connections. They are parsed in-memory by our AI extraction pipeline. No document content is written to persistent storage. All document data is permanently purged from memory upon completion of the analysis session. Generated reports are rendered client-side in your browser. We do not retain copies of your uploaded files or generated reports on our servers.

4. AI Processing & Model Training

We do not use your documents or data to train AI models. Your tender documents are processed solely to generate your analysis report. Document content is never fed into training datasets, fine-tuning pipelines, or any machine learning optimisation process. We use third-party AI providers (such as Google Gemini) for text extraction under strict data processing agreements that prohibit the use of customer data for model training.

5. Data Retention & Deletion

Uploaded documents: Deleted immediately after processing (typically within seconds). Account data: Retained while your account is active. You may request deletion of your account and all associated data at any time by emailing support@bidpilothq.com. We will process deletion requests within 30 days.

6. Your Rights Under UK GDPR

Under the UK General Data Protection Regulation, you have the right to:

Access the personal data we hold about you. Request correction of inaccurate data. Request deletion of your data. Object to processing of your data. Data portability — receive your data in a structured format. Lodge a complaint with the Information Commissioner's Office (ICO) if you believe your rights have been violated.

To exercise any of these rights, contact support@bidpilothq.com.

7. Cookies

We use only essential cookies required for the platform to function (session management). We do not use advertising cookies, tracking pixels, or third-party marketing cookies. Analytics data is collected anonymously through privacy-respecting tools.

8. Third-Party Processors

We work with a limited number of trusted sub-processors, including cloud hosting (Vercel), AI processing (Google Cloud), and payment processing (Stripe). All sub-processors are bound by data processing agreements and are compliant with UK GDPR or equivalent international standards.

9. International Transfers

Where data is processed outside the UK, we ensure adequate safeguards are in place, including Standard Contractual Clauses (SCCs) and adequacy decisions recognised by the UK Government.

10. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated via email to registered users. The "Last updated" date at the top of this page reflects the most recent revision.