Privacy Policy

Introduction

SwiftBid ("we", "us", "our"), operated via swiftbid.co.uk, is committed to protecting and respecting your privacy. This policy explains how we collect, use, store, and share your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that you have read and understood this privacy policy. If you have questions, please contact us using the details at the end of this document.

1. What Data We Collect

We may collect and process the following categories of personal data:

• check_circle Identity data: your name, job title, and company name provided during account registration.
• check_circle Contact data: your email address and telephone number.
• check_circle Financial data: payment card details processed securely by our payment provider, Stripe. We do not store your full card details on our servers.
• check_circle Document data: tender documents, bid materials, and company information you upload for processing.
• check_circle Technical data: IP address, browser type, operating system, and usage patterns collected via cookies and analytics.

2. How We Use Your Data

We use your personal data for the following purposes:

• check_circle To provide and deliver our AI-powered bid writing services, including processing your uploaded documents through our AI agent pipeline.
• check_circle To manage your account, process payments, and communicate about your orders.
• check_circle To improve our services, diagnose technical issues, and perform analytics.
• check_circle To comply with legal obligations and enforce our terms of service.

3. Legal Basis for Processing

Under UK GDPR, we rely on the following lawful bases for processing your personal data:

• check_circle Contract performance: processing is necessary to fulfil our contract with you when you purchase our bid writing services.
• check_circle Legitimate interests: to improve our services, prevent fraud, and ensure network security, where these interests are not overridden by your rights.
• check_circle Consent: where you have provided consent for marketing communications. You may withdraw consent at any time.
• check_circle Legal obligation: where we are required to process data to comply with applicable law.

4. Data Retention

We retain your uploaded documents and generated bid outputs for 30 days after delivery of the completed bid. After this period, all document data is permanently and irreversibly deleted from our systems, including any backups.

Account information (name, email, payment history) is retained for as long as your account is active, or as required to comply with legal obligations such as tax and accounting requirements (typically 6 years under HMRC guidance).

5. Third Parties

We share your data with the following categories of third-party service providers, each bound by contractual obligations to protect your data:

• check_circle AI processing providers: your uploaded documents are processed by third-party AI services to generate bid content. Documents are processed in isolated sessions and are not used to train AI models.
• check_circle Payment processing (Stripe): Stripe handles all payment transactions. Stripe's privacy policy is available at stripe.com/privacy.
• check_circle Infrastructure providers: we use Cloudflare for hosting and content delivery, which may process technical data such as IP addresses.

We do not sell your personal data to any third party.

6. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• check_circle Right of access: you may request a copy of the personal data we hold about you (a Subject Access Request).
• check_circle Right to rectification: you may request that we correct inaccurate or incomplete personal data.
• check_circle Right to erasure: you may request deletion of your personal data where there is no compelling reason for continued processing.
• check_circle Right to data portability: you may request your personal data in a structured, commonly used, machine-readable format.
• check_circle Right to restrict processing: you may request that we limit processing of your data in certain circumstances.
• check_circle Right to object: you may object to processing based on legitimate interests or for direct marketing purposes.

To exercise any of these rights, please contact us at privacy@swiftbid.co.uk. We will respond within one calendar month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

7. Cookies

Our website uses cookies and similar technologies to enhance your experience. For full details on the cookies we use and how to manage your preferences, please see our Cookie Policy.

8. Contact for Data Requests

For any privacy-related enquiries, data requests, or to exercise your rights under UK GDPR, please contact our data protection team: