Privacy Policy
Last Updated: 28 November 2025
Bid Tender Support ("we", "our", or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
Company Name: Bid Tender Support
Registered Address: 167–169 Great Portland Street, 5th Floor, London W1W 5PF, United Kingdom
Email: [email protected]
Website: https://bidtendersupport.co.uk
2. Information We Collect
2.1 Information You Provide Directly
When you use our services or contact us, we may collect:
- Contact Information: Name, company name, email address, phone number
- Business Information: Sector/industry, local council details, company size
- Tender Details: Tender deadlines, project overview, specific requirements
- Booking Information: Calendly appointment details, call preferences
- Communication Data: Content of emails, messages, and consultation notes
2.2 Information We Collect Automatically
- Technical Data: IP address, browser type, device information, operating system
- Usage Data: Pages visited, time spent on pages, click patterns, referral sources
- Cookies: See our Cookie Policy for details
3. Legal Basis for Processing
We process your personal data under the following legal bases:
- Contract Performance: Processing necessary to perform our tender/bid writing services that you have requested
- Legitimate Interests: To improve our services, maintain security, and communicate relevant business information
- Consent: Where you have given explicit consent (e.g., marketing communications)
- Legal Obligations: To comply with UK tax, accounting, and regulatory requirements
4. How We Use Your Information
We use your personal data for the following purposes:
- Providing tender and bid writing services
- Responding to your enquiries and booking consultations
- Processing payments and maintaining financial records
- Sending service updates, project progress reports, and important notices
- Improving our website functionality and user experience
- Analysing website usage to optimize our services
- Sending marketing communications (only with your consent)
- Complying with legal and regulatory obligations
- Preventing fraud and maintaining security
5. Data Sharing and Disclosure
We do not sell your personal data. We may share your information with:
- Service Providers: Email delivery services (Cheapname SMTP), scheduling tools (Calendly), website hosting providers
- Professional Advisors: Legal, accounting, and business consultants (subject to confidentiality)
- Legal Authorities: When required by law, court order, or to protect our legal rights
All third-party processors are bound by data protection agreements and only process data according to our instructions.
6. Data Retention
We retain your personal data only as long as necessary:
- Client Data: 7 years after service completion (UK accounting requirements)
- Marketing Data: Until you withdraw consent or 2 years of inactivity
- Website Analytics: 26 months (in line with industry standards)
- Enquiry Data: 12 months if no service agreement is reached
After retention periods expire, we securely delete or anonymise your data.
7. Your Rights Under UK GDPR
You have the following rights regarding your personal data:
- Right of Access: Request a copy of your personal data we hold
- Right to Rectification: Correct inaccurate or incomplete data
- Right to Erasure: Request deletion of your data ("right to be forgotten")
- Right to Restrict Processing: Limit how we use your data
- Right to Data Portability: Receive your data in a machine-readable format
- Right to Object: Object to processing based on legitimate interests or direct marketing
- Right to Withdraw Consent: Withdraw consent at any time (where processing is based on consent)
- Right to Lodge a Complaint: Contact the Information Commissioner's Office (ICO)
To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.
8. Data Security
We implement appropriate technical and organisational measures to protect your data:
- SSL/TLS encryption for data transmission
- Secure cloud storage with encryption at rest
- Access controls and authentication requirements
- Regular security audits and updates
- Staff training on data protection practices
- Incident response and breach notification procedures
While we strive to protect your data, no internet transmission is completely secure. We cannot guarantee absolute security but continuously work to enhance our protections.
9. International Data Transfers
We primarily store and process data within the UK/EEA. Where we use service providers outside these regions (e.g., Calendly), we ensure:
- Appropriate safeguards are in place (Standard Contractual Clauses)
- The provider complies with UK GDPR-equivalent protections
- Data transfer impact assessments have been conducted
10. Children's Privacy
Our services are intended for business use and not directed at individuals under 18 years old. We do not knowingly collect data from children. If you believe we have inadvertently collected data from a child, please contact us immediately.
11. Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Updates will be posted on this page with a revised "Last Updated" date. Significant changes will be communicated via email where appropriate.
12. Contact Us & Complaints
For any questions, concerns, or to exercise your rights regarding your personal data:
Email: [email protected]
Address: Bid Tender Support, 167–169 Great Portland Street, 5th Floor, London W1W 5PF, UK
If you are not satisfied with our response, you have the right to lodge a complaint with the UK's supervisory authority: