This single document is in two parts. Part A — Privacy Policy explains what personal data we collect through our enquiry form and how we look after it. Part B — Terms of Use sets out the terms on which you may use the form and the website.
Privacy Policy
This Privacy Policy explains how we collect, use, store and protect the personal data you give us when you complete the enquiry form on bidwin-ai.com. We are committed to handling your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
Bidwin-AI is a bid and tender-writing service operated by Cosens Consult ("we", "us", "our"). For the purposes of data protection law, Cosens Consult is the data controller responsible for your personal data.
| Data controller | Cosens Consult |
|---|---|
| Address | Upper Brook Street, Oswestry, SY11 2TL, United Kingdom |
| Contact for privacy matters | support@bidwin-ai.com |
2. What information we collect
We only collect the information you choose to give us through the enquiry form. This is:
- Your name — so we can address you personally in our reply.
- Your email address — so we can respond to your enquiry.
- General details about your bidding activity and operations — the information you provide about how your organisation approaches bids and tenders, so we can give you a relevant and useful response.
We do not ask for any special category data (such as information about health, ethnicity or beliefs), and we ask that you do not include such information in the free-text parts of the form. We do not knowingly collect information from anyone under the age of 18.
3. Why we use your information, and our lawful basis
We use the information you provide for one purpose only: to respond to your enquiry by email and to provide you with the information you have requested about the Bidwin service.
We do not use your information for marketing, advertising, automated decision-making or profiling, and we do not sell or rent it to anyone.
Our lawful basis for processing your personal data is your consent under Article 6(1)(a) of the UK GDPR, which you give by ticking the consent box on the form before you submit it.
4. Your consent and how to withdraw it
By ticking the consent box and submitting the form, you confirm that you are happy for us to use the information you have provided to contact you by email about your enquiry, in the way described in this policy.
You can withdraw your consent at any time by emailing support@bidwin-ai.com. Withdrawing consent will not affect the lawfulness of anything we did before you withdrew it. If you withdraw consent, we will stop using your information for this purpose and delete it, unless we are required to keep it for legal reasons.
5. Where your information is stored and who can see it
The information you submit is received and held only within our support email application, which we use to read and reply to enquiries. We do not store it in any other online service, cloud application, customer-relationship system or database.
Your information is accessible only to the people within our business who need it to respond to your enquiry. We do not share it with third parties for their own purposes. The only circumstances in which we would disclose it are:
- to our email service provider, strictly as part of operating our email system (acting as our processor); or
- where we are required to do so by law, by a court, or by a regulator.
Our email provider may process data on servers located outside the UK. Where that happens, the transfer is protected by appropriate safeguards as required by the UK GDPR.
6. How long we keep your information
We keep enquiry emails for a maximum of 30 days, after which they are deleted — unless you go on to become a customer of the Bidwin service. If you become a customer, we will keep the relevant information for as long as is necessary to provide the service to you and to meet our legal and accounting obligations, and we will tell you separately how we handle customer data at that point.
7. Your rights under the UK GDPR
You have the following rights in relation to your personal data:
- Access — to ask for a copy of the information we hold about you.
- Rectification — to ask us to correct information that is inaccurate or incomplete.
- Erasure — to ask us to delete your information ("the right to be forgotten").
- Restriction — to ask us to limit how we use your information.
- Objection — to object to our use of your information.
- Portability — to ask us to provide your information in a portable format.
- Withdraw consent — to withdraw your consent at any time, as described in section 4.
To exercise any of these rights, email support@bidwin-ai.com. We will respond within one month. Exercising your rights is free of charge in most cases.
8. Cookies
Our website uses only the cookies that are strictly necessary for the site and the enquiry form to work. We do not use advertising, tracking or third-party analytics cookies that require your consent.
9. Security
We take reasonable technical and organisational measures to protect your information against unauthorised access, loss or misuse, including access controls on the email account in which your enquiry is held. No method of transmission over the internet is completely secure, but we take care to limit the information we collect and the time we keep it.
10. Complaints and contacting us
If you have any questions or concerns about how we handle your information, please contact us first at support@bidwin-ai.com and we will do our best to put things right.
You also have the right to complain to the UK supervisory authority, the Information Commissioner's Office (ICO):
| Information Commissioner's Office | Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF |
|---|---|
| Helpline | 0303 123 1113 |
| Website | ico.org.uk |
Terms of Use
These Terms of Use govern your use of the website bidwin-ai.com and, in particular, the enquiry form on it. By using the form, you agree to these terms. If you do not agree, please do not use the form.
1. Permitted use of the form
The enquiry form is provided so that you can ask us about the Bidwin service and request information from us. You may use it only for that purpose. You agree not to:
- use the form for any unlawful, fraudulent or abusive purpose;
- submit content that is offensive, defamatory, or infringes anyone else's rights;
- impersonate another person or organisation, or submit another person's details without their permission; or
- attempt to interfere with, disrupt or gain unauthorised access to the website or its systems.
2. Information you provide
You agree that the information you give us through the form is accurate to the best of your knowledge, and that the email address you provide is one you are entitled to use. The information you submit is handled in line with Part A (Privacy Policy) above.
3. No contract or guarantee of response
Submitting the form is an enquiry only. It does not create any contract between us, and it does not oblige us to provide any service. While we aim to respond to genuine enquiries, we do not guarantee that we will reply or that we will reply within any particular time. Any information we give you in response is general information about our service and is not professional, legal or bid-specific advice unless we agree otherwise in writing.
4. Intellectual property
The content of the website — including text, design, logos and the "Bidwin-AI" name — belongs to us or our licensors and is protected by intellectual property law. You may view it for your own information, but you may not copy, reproduce or reuse it for any other purpose without our written permission. The information you submit through the form remains yours; you grant us permission to use it only as set out in the Privacy Policy.
5. Availability and third-party links
We aim to keep the website available but we do not guarantee it will be uninterrupted or error-free, and we may suspend, withdraw or change it without notice. The website may contain links to third-party sites; we are not responsible for the content or privacy practices of those sites.
6. Disclaimer and liability
The website and the form are provided "as is". To the fullest extent permitted by law, we exclude all warranties and we are not liable for any loss or damage arising from your use of, or inability to use, the website or the form, or from reliance on any general information we provide.
Nothing in these terms limits or excludes our liability where it would be unlawful to do so — including liability for death or personal injury caused by our negligence, or for fraud or fraudulent misrepresentation. Nothing in these terms affects your statutory rights as a consumer.
7. Changes to these terms
We may update this document from time to time. The version published on the website, with the "Last updated" date shown at the top, is the version that applies. Please check it from time to time.
8. Governing law and jurisdiction
This document and any dispute arising out of or in connection with it are governed by the law of England and Wales, and are subject to the exclusive jurisdiction of the courts of England and Wales.