Privacy Policy

Ai Bid Expert respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use and protect personal data when you visit our website, contact us, request a quote, upload tender information or use our services.

This policy applies to the website: https://aibid-expert.vercel.app/

1. Who we are

Ai Bid Expert provides AI-assisted bid writing, bid review and tender support services for UK organisations.

For the purposes of UK data protection law, Ai Bid Expert is the data controller for the personal information we collect through this website and in connection with our services.

Contact details

Ai Bid Expert
The Quad, Atherleigh Business Park, Atherton, Manchester M46 0SY
Email: hello@aibidexpert.ai
Phone: 0161 560 1138

2. Personal information we collect

We may collect the following types of personal information:

Information you provide to us

When you contact us, request a quote, upload a tender or send us an enquiry, we may collect:

• Your name
• Company name
• Email address
• Phone number
• Message details
• Tender documents, bid information or supporting files you choose to upload
• Information about your organisation, tender opportunity, deadlines, requirements and services requested

Information collected automatically

When you visit our website, we may collect technical and usage information such as:

• IP address
• Browser type and version
• Device type
• Pages visited
• Referral source
• Approximate location
• Time and date of visit
• Website interaction data

We use tools such as Google Analytics 4 and Google Search Console to understand how people find and use our website.

3. How we use your personal information

We use your personal information to:

• Respond to enquiries
• Provide quotes and information about our services
• Review tender requirements and uploaded documents
• Deliver bid writing, bid review and bid management services
• Communicate with you about your project
• Manage client relationships
• Improve our website, services and marketing
• Monitor website performance and search visibility
• Protect our website and business from misuse, fraud or security risks
• Comply with legal, regulatory and accounting obligations

4. Our lawful bases for processing

Under UK GDPR, we must have a lawful basis for using your personal data.

We rely on the following lawful bases:

• Responding to enquiries and quote requests: We use your contact details and enquiry details on the basis of our legitimate interests.
• Providing services to clients: We use contact details, tender information and business information where necessary to perform a contract or take steps before entering into a contract.
• Reviewing uploaded tender documents: We use tender files, project details and organisation information where necessary to perform a contract or on the basis of our legitimate interests.
• Website analytics and performance monitoring: We use usage data, device data and analytics identifiers on the basis of consent where required for non-essential cookies, or legitimate interests where consent is not required.
• Improving our website and services: We use enquiry trends, service usage and website behaviour on the basis of our legitimate interests.
• Legal, tax and accounting compliance: We use invoices, communications and transaction records where necessary to comply with legal obligations.
• Marketing to business contacts: We use business contact details on the basis of consent or legitimate interests, depending on the circumstances.

5. Google Analytics 4

We use Google Analytics 4, also known as GA4, to understand how visitors use our website. GA4 may collect information about your device, browser, interactions with the website, approximate location and pages visited.

We use GA4 to:

• Measure website traffic
• Understand which pages are used
• Improve website performance
• Assess marketing effectiveness
• Identify technical issues and user experience improvements

Where analytics cookies are not strictly necessary, we will request consent before using them where required by law.

You can learn more about how Google uses information from sites and apps that use its services by visiting Google’s privacy information pages.

6. Google Search Console

We use Google Search Console to monitor how our website appears in Google Search and to understand search performance.

Google Search Console may provide us with information such as:

• Search queries that led to website impressions or clicks
• Pages shown in Google Search
• Click-through rates
• Average positions
• Indexing and technical search performance information

7. Cookies

Our website may use cookies and similar technologies.

Cookies are small files placed on your device. They help websites function, improve user experience and provide analytics information.

We may use:

• Strictly necessary cookies required for the website to work
• Analytics cookies used to understand website performance, such as GA4
• Functionality cookies used to remember preferences
• Marketing cookies, if introduced in future, used to measure or personalise marketing

You can control cookies through your browser settings. Where required, we will ask for your consent before placing non-essential cookies.

8. Tender documents and uploaded files

If you upload tender documents or send us tender-related information, we may process the information in those documents to assess your requirements and provide bid writing, bid review or bid management support.

Tender documents may include confidential business information. Please do not upload or send unnecessary personal data, special category data or sensitive information unless it is required for the service.

We will use uploaded documents only for the purpose of assessing, quoting for or delivering the services you request.

9. Who we share your information with

We may share personal information with trusted third parties where necessary, including:

• Website hosting providers
• Email and communication platforms
• Analytics providers, including Google
• CRM or enquiry management systems
• Professional advisers, such as accountants or legal advisers
• Subcontractors, consultants or bid professionals involved in delivering services
• Law enforcement, regulators or public authorities where required by law

We only share personal data where we have a lawful basis to do so and where appropriate safeguards are in place.

10. International transfers

Some of our service providers, including Google, may process data outside the UK.

Where personal data is transferred internationally, we will rely on appropriate safeguards, such as UK-approved contractual protections or adequacy regulations, where required by data protection law.

11. How long we keep your information

We keep personal information only for as long as necessary.

Typical retention periods are:

• Enquiry and quote information: up to 24 months
• Client and project records: up to 7 years for legal, tax and accounting purposes
• Tender documents and uploaded files: for the duration of the project, then for a reasonable period afterwards unless otherwise agreed
• Analytics data: according to our analytics settings and Google’s applicable retention controls
• Marketing preferences: until you unsubscribe or ask us to remove your details

We may retain information for longer where required for legal, regulatory or dispute-resolution purposes.

12. Your rights

Under UK data protection law, you may have the right to:

• Access the personal data we hold about you
• Ask us to correct inaccurate or incomplete data
• Ask us to delete your data
• Object to certain types of processing
• Ask us to restrict processing
• Ask for your data to be transferred to another organisation
• Withdraw consent where processing is based on consent
• Complain to the Information Commissioner’s Office

To exercise your rights, contact us at:

hello@aibidexpert.ai

13. Marketing communications

We may contact business users about our services where we have a lawful basis to do so.

You can opt out of marketing communications at any time by using the unsubscribe link in an email, where available, or by contacting us at:

hello@aibidexpert.ai

14. Security

We take reasonable technical and organisational measures to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.

However, no website, email system or online transmission is completely secure. Please take care when sending confidential or commercially sensitive tender information.

15. Links to other websites

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices, content or security of third-party websites.

16. Complaints

If you are unhappy with how we handle your personal data, please contact us first at:

hello@aibidexpert.ai

You also have the right to complain to the UK Information Commissioner’s Office.

Website: https://ico.org.uk/
Phone: 0303 123 1113

17. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated “Last updated” date.