1. Who we are

Tender Access is a service operated by Bid Systems, a specialist bid consultancy with offices in Korea and Denmark. In this policy, “we”, “us” and “our” refer to Bid Systems.

This Privacy Policy explains what information we collect when you use Tender Access, why we collect it, and the choices you have. You can contact us at any time at contact@bidsystems.eu.

2. Information we collect

When you use Tender Access to find matching tenders, you enter a company website URL. We crawl publicly available pages on that website to build a product profile. We do not require you to create an account or submit company details to see matching tenders and fit assessments.

We only collect personal contact details — such as your name, email address, and company — when you choose to submit them at the end of the flow, for example to receive an opportunity by email or to be contacted about a specific tender.

Like most websites, we also collect limited technical information automatically, including your IP address, browser type, and pages viewed, to keep the service secure and to understand how it is used.

3. How we use your information

We use the website URL you provide to generate a product profile and to match you against live public tenders published on TED (Tenders Electronic Daily), the EU’s official procurement journal.

We use contact details you voluntarily provide to send you the opportunities and assessments you request, and — where you have asked us to — to follow up about tenders that may fit your business.

We use technical and usage information to operate, secure, and improve the service. We do not sell your personal information.

4. Legal basis for processing

Where the EU General Data Protection Regulation (GDPR) applies, we process your information on the basis of your consent (for example, when you submit your contact details), our legitimate interests in operating and improving the service, and to perform a service you have requested.

5. Sharing and third parties

We rely on trusted third-party providers to host and run the service, including cloud infrastructure and email delivery providers. These providers process information on our behalf under appropriate safeguards.

We may disclose information where required by law, or to protect the rights, safety, and security of Tender Access, our users, and the public.

6. Data retention

We retain generated profiles and matching data only as long as needed to provide and improve the service. Contact details you submit are retained for as long as necessary to respond to your request and, where applicable, to maintain our business relationship, unless you ask us to delete them earlier.

7. Your rights

Depending on your location, you may have the right to access, correct, delete, or restrict the processing of your personal information, and to object to certain processing or withdraw consent. To exercise any of these rights, contact us at contact@bidsystems.eu.

8. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the date below and, where appropriate, notify you. Your continued use of Tender Access after changes take effect means you accept the updated policy.