Privacy Policy | BidCentra

1. Who we are

BidCentra Ltd (trading as BidCentra) is the data controller responsible for the personal data described in this policy.

Company Number: 17358442
Registered Office: Suite RA01, 195-197 Wood Street, London, England, E17 3NU
Data Protection Contact: info@bidcentra.co.uk

2. The information we collect, and why

The table below sets out every point at which BidCentra collects personal data, what we collect, why, and the legal basis we rely on.

Where we collect it	What we collect	Why	Legal basis
Tender Opportunity Digest sign-up	Name, work email, phone number, organisation, role, region(s) and service type(s), whether you have a live deadline	To send the Digest, and to call you about opportunities — only if you've ticked that box	Consent
Bid Readiness Scorecard	Name, work email, organisation, role, provider type, bidding intent, your score	To deliver your result and the emailed breakdown; to understand your starting point	Consent
Contact / booking enquiries	Name, email, phone, organisation, details of your enquiry	To respond to you and arrange a call	Legitimate interestsresponding to a direct enquiry you've made
Client onboarding, once engaged	Company and accreditation details, track record, workforce data, tender and portal details, billing details, signature	To deliver the bid-writing services you've engaged us for, and manage the contract	Performance of a contract
Invoicing and accounting	Billing contact details, payment records	To invoice you and meet our accounting and tax obligations	Performance of a contract / legal obligation
General website browsing	Technical data via cookies — e.g. IP address, device and browser type, pages visited	To understand how the site is used, and to keep it secure and working properly	Consentfor non-essential cookies; legitimate interests for essential ones — see our Cookie Notice
Job applications	Name, contact details, CV, application answers	To assess your application and manage recruitment	Legitimate interestssteps taken before entering a contract

3. The Bid Readiness Scorecard, and automated scoring

The Scorecard calculates your result using a simple, fixed points formula based on the answers you give — it is not an AI system and does not build a wider profile of you. Your score is used only to show you your result and to help us understand roughly where you stand before any conversation. It does not result in any automated decision that produces a legal or similarly significant effect on you, and you are always welcome to discuss or query your result with a person.

4. Who we share your information with

We do not sell or rent your personal data to anyone. We share it only with:

Service providers who help us run our business — for example, website hosting, email delivery, and CRM providers under contracts that require them to protect your data.
Associate bid writers engaged on a specific client project, bound by confidentiality obligations, and only with the information needed for that engagement.
Our accountant and other professional advisers, where necessary.
Regulators, law enforcement or other parties where we are legally required to disclose information.

International transfers

Some of the tools we use to run the business may store data outside the UK (for example, on servers operated by US-based service providers, or where an associate working on a project is based outside the UK — see our associate agreements). Where this happens, we put appropriate safeguards in place, such as the UK International Data Transfer Agreement or equivalent standard clauses, before any personal data is transferred.

5. How long we keep your information

We keep personal data only as long as we need it. The table below sets out our default retention periods:

Category	Retention period
Digest / Scorecard contacts who don't become clients	24 months from last contact, then deleted or anonymised, or sooner if you unsubscribe
Client contract and invoicing records	7 years from the end of the relevant financial year, in line with standard accounting and tax requirements
Client engagement and bid content	Duration of the relationship, plus a reasonable period afterwards
Unsuccessful job applications	6 months after the recruitment process ends, unless you agree we can keep your details for future roles
Cookies	Set individually per cookie — see our Cookie Notice for durations

6. Cookies

Our website uses cookies to make it work properly and, where you consent, to understand how it's used. Non-essential cookies are only set with your consent, which you can give or withdraw at any time via the cookie banner. Full details of the cookies we use and their duration are set out in our separate Cookie Notice.

7. Marketing and your choices

Our promises to you

We never sell or rent your personal data. It is used only for the purposes described in this policy.
We don't make cold calls. We will only call you about opportunities if you've explicitly told us that's okay.
Unsubscribing actually works. Every email includes a one-click unsubscribe link, and we action it immediately.

8. Your rights

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

Be informed about how your data is used (which is what this policy does)
Access the personal data we hold about you
Have inaccurate data corrected
Ask us to delete your data, in certain circumstances
Restrict or object to how we use your data
Receive your data in a portable format, where relevant
Withdraw consent at any time, where we rely on consent
Complain to the Information Commissioner's Office (ICO) if you think we've done something wrong

To exercise any of these rights, contact us at info@bidcentra.co.uk. We'll respond within one month.

You can also complain directly to the ICO at ico.org.uk or on 0303 123 1113, though we'd appreciate the chance to put things right first.

9. Keeping your information secure

We use appropriate technical and organisational measures to protect the personal data we hold, including access controls, encryption where appropriate, and confidentiality obligations on anyone who works with us. No system is completely secure, but we take this seriously and review our measures regularly.

10. Children

Our services are aimed at businesses, not children. We do not knowingly collect personal data from children.

11. Changes to this policy

We may update this policy from time to time — for example, as our services, tools or the law change. We'll update the date at the top when we do. Significant changes will be communicated clearly.

12. How to contact us

If you have any questions about this policy or how we handle your data, contact us at:

Email: info@bidcentra.co.uk
Postal Address: BidCentra Ltd, Suite RA01, 195-197 Wood Street, London, England, E17 3NU