Privacy Policy

1. Who we are

VectraBid is a UK-based software platform designed to help businesses manage and analyse tender opportunities using practical AI-powered tools.

This Privacy Policy explains how information is collected, used, stored and protected when you use VectraBid.

2. Information we collect

Depending on how you use VectraBid, we may collect and process information including:

• Account information required to create and maintain your VectraBid account
• Organisation information provided when an organisation is created or managed
• Team membership information, including roles and invitations
• Tender information and documents uploaded for analysis
• Supporting evidence and other documents uploaded to the platform
• Information relating to your use of VectraBid and the organisation's activities within the platform
• Information required to manage subscriptions, payments and purchased AI credits
• Information provided when you contact us or submit feedback or a problem report

3. How we use information

We use information to provide and operate VectraBid and to provide the features requested by our customers.

This includes using information to:

• create and manage user accounts and organisations
• manage organisation members and user roles
• process tender opportunities and uploaded documents
• provide tender analysis and related AI-powered features
• store and retrieve documents uploaded to the platform
• manage subscriptions, payments and AI credits
• send necessary account and service communications
• respond to customer enquiries, feedback and problem reports
• maintain the security and operation of the platform
• administer account closure and related refund processes

4. Tender documents and AI processing

VectraBid allows customers to upload tender documents and supporting evidence for processing and analysis.

Documents uploaded for analysis may be processed using third-party AI services used by VectraBid to provide its analysis features.

VectraBid may securely upload documents to these services when required to perform an analysis. Files used during processing are subject to the applicable processing and deletion processes used by VectraBid.

Customers should consider the information contained in documents before uploading them and should only provide information that they are authorised to provide.

5. Accounts and organisation information

VectraBid uses account and organisation information to provide access to the platform and to ensure that users can access the organisation and features to which they have been authorised.

Users may be associated with an organisation through organisation membership. A user account may be associated with more than one organisation.

Organisation roles may determine what information and features a user can access within an organisation.

6. Team invitations and communications

When an organisation invites another person to join its VectraBid organisation, the information required to send and manage that invitation is processed for that purpose.

VectraBid may also send service-related emails, including account, invitation and other communications necessary to operate the platform.

7. Payments and subscriptions

VectraBid uses third-party payment services to process subscriptions, payments and purchases made through the platform.

Payment information is processed by the relevant payment provider. VectraBid uses information relating to payments and subscriptions to maintain account billing information, manage subscriptions and provide purchased services and credits.

VectraBid may retain limited payment and refund information where necessary for financial, accounting or audit purposes.

8. Cookies and necessary technologies

VectraBid uses technologies necessary to operate the platform, including technologies used to maintain authenticated sessions and keep users signed in securely.

VectraBid does not currently use third-party advertising tracking or advertising cookies as part of the platform.

9. How long we keep information

We retain information for as long as it is required to provide the VectraBid service, operate customer accounts, meet applicable obligations, resolve issues and maintain necessary financial or audit records.

Retention periods may therefore vary depending on the type of information and the reason it is being retained.

10. What happens when an organisation closes its account

When an organisation completes the VectraBid account closure process, the organisation's operational data is permanently deleted.

This includes the organisation's tender records, uploaded tender and supporting evidence documents, organisation membership records, invitations, notifications, tender activity history, requirement comments, subscription information and applicable credit records.

Documents stored for the organisation in VectraBid's private document storage are removed as part of the closure process.

A user's VectraBid login account is not automatically deleted when an organisation closes. This is because a user may belong to more than one organisation. Closing one organisation removes the user's membership of that organisation without unnecessarily deleting their overall VectraBid account.

Limited account-closure and refund audit information may be retained after closure where necessary to maintain records of the closure process and any refunds that were processed.

11. Who we share information with

VectraBid may use trusted third-party service providers where this is necessary to provide and operate the platform.

These services include providers used for platform infrastructure and authentication, payment processing, email communications and AI-powered document analysis.

Information is shared with these providers only where required for the relevant service or purpose.

12. International processing

Some third-party service providers used by VectraBid may process information outside the United Kingdom.

Where information is transferred internationally, VectraBid will take appropriate steps to ensure that the transfer is subject to appropriate safeguards where required by applicable data protection law.

13. Your rights

Depending on your circumstances, you may have rights under applicable data protection law, including rights to:

• request access to personal information
• request correction of inaccurate information
• request deletion of personal information where applicable
• request restriction of processing in certain circumstances
• object to certain processing
• request a copy of certain information in a portable format

These rights are subject to applicable legal conditions and exemptions.

14. Security

VectraBid takes reasonable technical and organisational measures to protect information against unauthorised access, alteration, disclosure or loss.

Access to organisation information is controlled through authenticated accounts and organisation membership and role controls.

No internet-based service can guarantee absolute security, but we work to protect the information entrusted to VectraBid.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to VectraBid, the way we process information or applicable requirements.

The latest version will be made available on this page.

16. Contacting us

If you have a question about this Privacy Policy or how VectraBid handles information, please use the Contact Us form available through the Help & Support menu.