Privacy Policy

1. Introduction

TenderHub ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data when you use our platform and services.

2. Data We Collect

We collect the following types of data:

• Account data: name, email address, and company details you provide when registering.
• Usage data: information about how you interact with the platform, including tenders viewed, searches saved, and features used.
• Payment data: subscription information processed securely through Stripe. We do not store full card details on our servers.
• Contact inquiries: name, email, and message content submitted via our contact form.

3. How We Use Your Data

Your data is used to:

• Provide and maintain the TenderHub platform and its features.
• Process subscription payments and manage your account.
• Send tender alerts, daily digests, and task reminders based on your preferences.
• Respond to your inquiries and provide customer support.
• Improve our services and develop new features based on usage patterns.

4. Legal Basis for Processing

We process your personal data under the following lawful bases as defined in the UK GDPR: performance of a contract (providing the service you subscribed to), legitimate interests (improving the platform and preventing fraud), and your explicit consent (marketing communications and optional features).

5. Data Sharing

We do not sell your personal data. We share data only with trusted third-party processors who help us operate the platform — including Stripe (payment processing) and cloud hosting providers — all of whom are bound by data processing agreements. We may also disclose data where required by law.

6. AI-Powered Features & Data Processing

TenderHub includes AI-assisted features that help you draft bid responses, identify evidence gaps, and learn from past performance. When you use these features, the following data is processed by our AI provider:

• Tender details: title, organisation, description, budget, and category of the tender you are bidding for.
• Requirements: the titles, descriptions, types, and minimum thresholds of tender requirements.
• Your evidence: titles, descriptions, and types of evidence stored in your Evidence Vault.
• Historical bid responses: text from responses you have marked as style references, plus win/loss feedback notes you have recorded.

This data is sent to a third-party large language model (LLM) provider to generate draft bid responses. The LLM provider processes this data solely to return generated content to you. We do not use your data to train AI models.

Your choices: AI-assisted features are optional. You can choose not to use them and draft bid responses manually. You can delete any AI-generated response at any time, and you can remove style reference responses or win/loss feedback from your account to exclude them from future AI processing. To opt out entirely, simply avoid using the "Generate AI Response" function.

AI-generated content is a starting point for your bid writer to review and refine. You remain responsible for the accuracy and completeness of all submitted bid responses.

7. Data Retention

We retain your personal data for as long as your account is active, and for a reasonable period thereafter to comply with legal obligations, resolve disputes, and enforce our agreements. You may request deletion of your data at any time.

8. Your Rights

Under the UK GDPR, you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate or incomplete data.
• Request deletion of your personal data ("right to be forgotten").
• Restrict or object to the processing of your data.
• Request a portable copy of your data.
• Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, please contact us at support@tender-hub.co.uk.

9. Security

We implement appropriate technical and organisational measures to protect your personal data, including encryption in transit and at rest, access controls, and regular security reviews. However, no method of transmission over the internet is 100% secure.

10. Cookies

We use essential cookies to operate the platform and authenticate your session. We do not use third-party advertising or tracking cookies. You can control cookies through your browser settings.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through the platform. The updated policy takes effect upon posting.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at support@tender-hub.co.uk or visit our contact page.