Bid Systems
Privacy Policy
Last updated: March 2026
1) Introduction
At Bid Systems, we are committed to protecting and respecting your privacy. This policy explains how we process any personal data we collect from you, or that you provide to us, in compliance with UK GDPR.
2) Who we are
Bid Systems LTD is a managed service provider based in the United Kingdom. We specialise in delivering secure, AI-powered bid management and proposal services to business clients.
3) What data we collect
We collect and process the following data about you:
- Website usage and technical data (IP address, browser type, location).
- Contact details submitted via forms (name, email, phone number).
- Information provided during demo bookings or service enquiries.
- Communications data including email correspondence.
- Client account data and documentation required for bid management.
4) How we use data
Your data is used to provide our core managed services, including running AI-powered bid management workflows, managing bookings, and responding to project enquiries. We also use data to improve our website experience and ensure our services are delivered securely.
Under UK GDPR, we process data based on contractual necessity (to provide services), legitimate interests (to manage enquiries and business operations), and legal obligations.
6) Sharing data with third parties
We share data with trusted third-party processors necessary for our operations, including cloud hosting providers, analytics services, and payment or booking platforms.
7) International transfers
Where data is transferred outside the UK or EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses, to maintain the same level of protection.
8) Data retention
We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including any legal or reporting requirements.
9) Security measures
We implement robust technical and organisational security measures. Our AI-powered bid management tools use secure, enterprise-grade tooling to ensure client data isolation and protection.
10) Your rights
You have the right to access, correct, or delete your personal data. You may also restrict or object to certain processing activities. If you are unsatisfied with our response, you have the right to lodge a complaint with the ICO.
11) Cookies and tracking
Our website uses cookies and similar tracking technologies to improve performance, provide personalised content, and analyse our traffic patterns.
12) Contact details
If you have any questions about this privacy policy or our data practices, please contact us at: daniel@bidsystems.co.uk.
13) Policy updates
We may update this policy from time to time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes.