These Terms of Service ("Terms") govern your access to and use of the services provided by AI Bid Expert, a trading name of the Procter Street group of companies, registered in England and Wales ("AI Bid Expert", "we", "us", or "our"). By engaging our services, you ("Client" or "you") agree to be bound by these Terms.

Please read these Terms carefully before engaging our services. If you do not agree with any part of these Terms, you must not use our services.

These Terms apply to all clients, including businesses, public-sector organisations, and sole traders. Where you are contracting as a consumer, additional statutory rights may apply under the Consumer Rights Act 2015 and associated legislation.

1. Definitions

In these Terms, the following definitions apply:

• "Client" means the individual, company, or organisation that engages AI Bid Expert for services.
• "Services" means AI-assisted bid writing, bid review, bid management, strategy support, framework application support, and any related consultancy as described in the agreed scope of work.
• "AI Tools" means the proprietary artificial intelligence technology used by AI Bid Expert to assist in generating, structuring, and refining bid content.
• "Deliverables" means all written outputs, drafts, frameworks, and documents produced by AI Bid Expert for the Client.
• "Confidential Information" means any non-public information disclosed by either party in connection with the Services.
• "Fee" means the charges payable by the Client as agreed in the relevant proposal, quotation, or order confirmation.
• "Tender" means the procurement opportunity, invitation to tender, or framework application submitted by or on behalf of the Client.

2. Our Services

2.1 Service Description

AI Bid Expert provides professional bid writing and consultancy services that combine AI-assisted technology with human expert review. Our services include:

• AI Bid Writing — AI-assisted drafting of tender responses, starting from £1,500 per submission.
• Bid Review — Expert review and improvement of client-prepared bids, starting from £295 per review.
• Bid Writing — Fully bespoke bid writing by experienced professionals, at £250 per page (guide price).
• Bid Management & Strategy — Strategic oversight and management of the bidding process, at £50 per hour (guide price).

Specific deliverables, timescales, and fees will be confirmed in a written quotation or proposal for each engagement.

2.2 AI-Assisted Output

You acknowledge that our Services make use of proprietary AI Tools to assist in generating and structuring content. All AI-generated content is reviewed, refined, and quality-assured by our experienced bid specialists before delivery. Notwithstanding this, you accept that AI-generated content may require further review, adaptation, or verification by you prior to submission.

AI Bid Expert does not guarantee that any Tender submission will be successful. Win outcomes depend on many factors beyond our control, including the Client's underlying suitability, the competition, and the procuring authority's evaluation.

2.3 Human Expert Review

All Deliverables produced using AI Tools are reviewed by at least one experienced bid specialist before being provided to the Client. Our team collectively holds over 200 years of combined bidding experience across multiple sectors.

3. Client Responsibilities

The Client agrees to:

• Provide accurate, complete, and timely information, documents, and supporting materials required for the delivery of the Services.
• Review all Deliverables carefully before submission and satisfy themselves as to the accuracy, completeness, and compliance of all content.
• Ensure they hold, or have obtained, all necessary rights, licences, and permissions in respect of any information, documents, or materials provided to AI Bid Expert.
• Not use the Services for any unlawful, fraudulent, or misleading purpose.
• Notify AI Bid Expert promptly of any changes to tender requirements, deadlines, or scope.
• Comply with the terms and conditions of any relevant procurement framework, contracting authority, or regulatory body.

AI Bid Expert shall not be liable for any loss or damage arising from inaccurate, incomplete, or late information provided by the Client.

4. Acceptable Use

The Client must not:

• Use the Services to produce content that is false, misleading, discriminatory, defamatory, or in breach of any applicable law or regulation.
• Reverse-engineer, copy, resell, or sublicence our AI Tools, methodologies, or any proprietary processes.
• Submit materials to AI Bid Expert that infringe a third party's intellectual property rights.
• Attempt to gain unauthorised access to our systems, data, or infrastructure.

AI Bid Expert reserves the right to suspend or terminate the Services immediately, without liability, if the Client breaches any provision of this clause.

5. Fees and Payment

5.1 Fees

Fees are as set out in the applicable quotation or proposal. All prices are exclusive of VAT unless otherwise stated. VAT will be charged at the prevailing rate where applicable.

5.2 Payment Terms

Unless otherwise agreed in writing:

• A deposit of 50% of the agreed Fee is payable prior to commencement of work.
• The remaining balance is payable upon delivery of the final Deliverables or within 14 days of invoice, whichever is earlier.
• For ongoing or retained engagements, invoices are issued monthly in advance unless otherwise agreed.

5.3 Late Payment

Without prejudice to any other rights, AI Bid Expert reserves the right to charge interest on overdue amounts at a rate of 8% per annum above the Bank of England base rate, in accordance with the Late Payment of Commercial Debts (Interest) Act 1998. We also reserve the right to suspend Services where payment is not received by the due date.

5.4 Expenses

Any pre-approved out-of-pocket expenses incurred in connection with the Services (for example, travel or courier costs) will be charged to the Client at cost and supported by receipts.

6. Intellectual Property

6.1 Client Materials

All documents, data, and information provided by the Client remain the property of the Client. The Client grants AI Bid Expert a non-exclusive licence to use such materials solely for the purpose of delivering the Services.

6.2 Deliverables

Upon receipt of full payment, AI Bid Expert assigns to the Client all intellectual property rights in the Deliverables produced specifically for that Client's Tender. AI Bid Expert retains the right to use anonymised and aggregated insights derived from its work for the purposes of improving its AI Tools and internal processes.

6.3 AI Bid Expert Proprietary Materials

All templates, methodologies, processes, software, AI Tools, and know-how used or developed by AI Bid Expert in providing the Services remain the exclusive property of AI Bid Expert and are not assigned to the Client. Nothing in these Terms transfers ownership of our AI Tools or proprietary processes.

7. Confidentiality

Each party agrees to hold the other party's Confidential Information in strict confidence and not to disclose it to any third party without the prior written consent of the disclosing party, except:

• As required by law, regulation, or court order.
• To employees, contractors, or advisers who need to know it for the purposes of delivering the Services and who are bound by equivalent confidentiality obligations.

This obligation of confidentiality survives termination of the engagement for a period of five (5) years.

AI Bid Expert will not use Client Confidential Information for any purpose other than delivering the agreed Services.

8. Data Protection

8.1 UK GDPR Compliance

AI Bid Expert processes personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Our full Privacy Policy is available at https://aibid-expert.vercel.app and sets out how we collect, use, and protect personal data.

8.2 Data Security

AI Bid Expert uses secure, in-house AI infrastructure. Client data is not shared with third-party AI providers. We apply appropriate technical and organisational measures to protect Client data against unauthorised access, loss, or disclosure.

8.3 Data Retention

We retain Client data only for as long as necessary to deliver the Services and fulfil our legal obligations, after which it is securely deleted or anonymised in accordance with our data retention policy.

8.4 Data Processing Agreement

Where AI Bid Expert processes personal data on behalf of the Client as a data processor, the parties may be required to enter into a Data Processing Agreement. Please contact us at hello@aibidexpert.co.uk to request one.

9. Liability and Disclaimers

9.1 No Guarantee of Success

AI Bid Expert does not guarantee that any bid, tender, or framework submission will be successful. The outcome of a procurement process is subject to many factors outside our control. Our obligation is to provide Services with reasonable skill and care, not to guarantee any particular result.

9.2 Limitation of Liability

To the fullest extent permitted by law:

• AI Bid Expert's total aggregate liability to the Client, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall not exceed the total Fees paid by the Client in respect of the specific engagement giving rise to the claim.
• AI Bid Expert shall not be liable for any indirect, consequential, special, or punitive loss or damage, including loss of profit, loss of contracts, loss of data, or reputational damage.

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be lawfully excluded.

9.3 Client Review Responsibility

The Client is solely responsible for reviewing, approving, and submitting all Deliverables. AI Bid Expert shall not be liable for any loss arising from errors or omissions in Deliverables that have been approved and submitted by the Client without notifying AI Bid Expert of any concerns.

10. Termination

10.1 Termination by the Client

The Client may terminate an engagement by providing written notice. Where work has commenced, the Client remains liable for:

• The full Fee for any Deliverables already completed or delivered.
• A pro-rata Fee for work in progress at the point of termination.
• Any non-recoverable costs or expenses incurred.

10.2 Termination by AI Bid Expert

AI Bid Expert may terminate the engagement immediately by written notice if:

• The Client breaches any material provision of these Terms and, where the breach is capable of remedy, fails to remedy it within 7 days of written notice.
• The Client becomes insolvent, enters administration, or is subject to a winding-up order.
• The Client fails to make payment by the due date.

10.3 Effect of Termination

Upon termination, all accrued payment obligations remain due. Each party shall return or destroy the other's Confidential Information on request, subject to any legal obligation to retain it.

11. Warranties

AI Bid Expert warrants that:

• It has the right to provide the Services and enter into this agreement.
• The Services will be performed with reasonable skill and care by suitably qualified personnel.
• It will comply with all applicable laws and regulations in providing the Services.

The Client warrants that:

• It has the authority to engage AI Bid Expert and provide the materials and information it supplies.
• It will use the Deliverables only for lawful purposes and in compliance with the relevant procurement regulations and authority requirements.

12. Force Majeure

Neither party shall be in breach of these Terms or liable for any failure or delay in performing its obligations where such failure or delay results from events, circumstances, or causes beyond its reasonable control, including but not limited to acts of God, pandemic, government action, civil unrest, or telecommunications failure. The affected party shall notify the other as soon as practicable.

13. Amendments

AI Bid Expert reserves the right to amend these Terms from time to time. Where changes materially affect the Client's rights or obligations, we will provide at least 30 days' written notice. Continued use of our Services following such notice constitutes acceptance of the revised Terms.

For ongoing engagements, changes to fees or scope require the written agreement of both parties.

14. Governing Law and Jurisdiction

These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes) shall be governed by and construed in accordance with the law of England and Wales.

The parties irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms.

15. General

• Entire Agreement: These Terms, together with any agreed proposal or scope of work, constitute the entire agreement between the parties and supersede all prior agreements, representations, and understandings relating to the subject matter.
• Severability: If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
• Waiver: Failure by either party to enforce any provision of these Terms shall not constitute a waiver of that party's rights.
• Third Parties: These Terms do not confer any rights on any third party under the Contracts (Rights of Third Parties) Act 1999.
• Notices: Notices under these Terms must be in writing and sent to hello@aibidexpert.co.uk or the Client's registered address or email address.

Contact Us

If you have any questions about these Terms, please contact us:

AI Bid Expert

Email: hello@aibidexpert.co.uk

Website: https://aibid-expert.vercel.app

LinkedIn: linkedin.com/company/ai-bid-expert

Location: Manchester, England

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