1. Who we are

BidClarity is a product of Trimax Consulting Inc., a corporation registered in British Columbia, Canada. Our registered address is in Abbotsford, BC, Canada. Privacy contact: hello@bidclarity.ai.

2. What data we collect

Intelligence profile data (provided by you at signup)

• Name and email address
• Company or trading name (optional)
• Business category codes (NAICS, up to 3 or more on add-on) and products / services description
• Years in business, government contract experience, and certifications
• Delivery geography and report cadence preference
• Annual revenue range, self-finance capacity, and bank relationship status (optional — Section 3 of intake)
• Subcontracting preference and teaming capacity (optional — Section 4 of intake)

Revenue range, financial capacity indicators, and bank relationship status are classified as financial information. We collect these fields to improve funding-source flag accuracy in your reports. We don't share them with lenders.

Fulfill data (provided by you as you manage contracts)

If you subscribe to BidClarity Fulfill or a bundle that includes Fulfill, you enter and store the following in your account to manage post-award contract delivery:

• Contract records — agency, award number, contract type, period of performance, contract value, points of contact
• Contract deliverable (CDRL) records — titles, due dates, submission formats, status
• Supplier and subcontractor records — company name, contact person, email, phone, location, and the categories they supply
• Invoice records and payment status
• Obligation tracking data — compliance events, certifications, reporting cadences tied to specific contracts
• Past performance narratives drafted from your delivered contracts

Supplier and subcontractor records may contain personal contact information about individuals at those supplier organisations. You are responsible for having a lawful basis (contract, legitimate interest, or consent as applicable under your jurisdiction's privacy law) to enter that data into BidClarity Fulfill. BidClarity processes this data as your processor to deliver the Fulfill service and never uses it for marketing, advertising, or training.

Billing data (handled by our payment processor)

Payment card details never touch BidClarity servers. All billing is processed by our PCI-compliant payment processor. We retain only your customer ID and subscription status.

Usage data (automatically collected)

• Email delivery events (open / click) from our transactional email service — used to assess report quality
• Page visit data from a third-party analytics service — aggregated, anonymised
• IP address for rate limiting and fraud prevention

3. Your documents

RFPs, proposal drafts and other files you upload or paste into BidClarity ("your documents") stay in your account. We use them to provide the service to you: scoring, compliance checks, reviews, rewrites and contract management.

• We don't train AI models on your documents, and we don't allow our AI providers to either.
• We never show your documents to other customers, and we never sell them.
• Each customer's data is kept separate from every other customer's.

4. Anonymised insights

To improve BidClarity for everyone, we may derive anonymised insights from how documents are analysed, revised and scored, and from bid outcomes you log. An insight is a general pattern, for example "evaluators in this category weighted past performance heavily". It never includes your text, your company's name, your people, your prices or the details of a bid.

• We use an insight only when at least 5 sources from at least 3 different customers support it.
• Win statistics, such as win rates by category, are shown only when they combine at least 10 outcomes from at least 3 different customers.
• This is on by default for Scout, Intelligence and Command, and off for Enterprise unless you turn it on. You can turn it off at any time in your account settings or by contacting us. Turning it off stops new insights from your account; insights already derived are stored without anything that identifies you, and remain.

5. Controlled information

Don't upload Controlled Unclassified Information (CUI), export-controlled technical data (ITAR/EAR), classified information or source selection information. BidClarity isn't designed or authorised to handle it. If a document carries these markings, we won't process it.

6. How we use your data

• Procurement matching (Intelligence): Your capability profile is submitted to BidClarity's scoring engine on each report cycle to generate match scores and rankings.
• Delivery management (Fulfill): Your contract, deliverable, supplier, and invoice records are used to generate reminders, supplier shortlists, price benchmarks, outreach drafts, and drafted past performance narratives within your account. Supplier-matching queries submit only the minimum category and geography signals needed to generate shortlists.
• Report and reminder delivery: Your email address is used to deliver intelligence reports, deliverable reminders, and account notifications through an authenticated transactional email service.
• Billing: Subscription management is handled by our PCI-compliant payment processor. BidClarity retains only your customer ID and subscription status.
• Service improvement: Anonymised insights, as described in Section 4.

We never sell subscriber data or share it with advertisers.

7. AI processing

We use third-party AI providers to produce your results. They process your content only to return results to us, and their terms don't allow them to train their models on it. They may keep it for a limited period, normally up to 30 days, for safety and abuse monitoring, and longer only where needed to investigate misuse or where the law requires.

8. Where your data is stored

Our servers are in the United States. Our service providers may process data in other countries.

9. Service providers

We use service providers for hosting and databases, backups, AI processing, email delivery, payments, error monitoring, and website hosting and analytics. Each is bound to protect your data and to use it only to provide their service to us. A current list is available on request.

10. Third-party sharing

BidClarity does not sell, rent, or trade your personal data or your Fulfill contract / supplier data to any third party for marketing or advertising purposes. Data is shared with our service providers (Section 9) only to the extent necessary to deliver the service. We do not share subscriber profile data, capability keywords, contract records, supplier records, or procurement intelligence with other BidClarity subscribers or with any external commercial entity.

We may disclose your data if required by applicable law, court order, or lawful government authority request, or to protect the rights, property, or safety of BidClarity, our subscribers, or the public.

11. How long we keep your data

• While your account is open, we keep your documents so you can use them.
• When you delete an item, it's removed from your account right away and deleted from our systems within 30 days. It's removed from our backups within 5 weeks after that.
• When you close your account, we delete your data 30 days later (so you can change your mind), except billing and legal records we're required to keep. It's removed from our backups within 5 weeks after that.
• We delete our email delivery records after 90 days.

Analytics data is retained for up to 26 months.

12. Your choices and rights

You can ask for a copy of your data, ask us to correct or delete it, turn off anonymised insights, and unsubscribe from marketing emails at any time. Use the privacy contact already on this page.

UK and EU subscribers (GDPR / UK GDPR)

Lawful basis for processing: Contract (to deliver the subscribed service) and Legitimate interest (procurement matching, supplier matching). You have the right to: access, erasure (right to be forgotten), data portability, restriction of processing, and to object to automated profiling. A Data Protection Officer is not required at BidClarity's current scale. For any GDPR-related request, contact hello@bidclarity.ai. You also have the right to lodge a complaint with your national supervisory authority (ICO in the UK, your national DPA in the EU).

Australian subscribers (Australian Privacy Act 1988)

BidClarity complies with the Australian Privacy Principles (APPs). You have the right to access and correct your personal information. Cross-border disclosures to our service providers are made under APP 8 — we take reasonable steps to ensure these parties handle your information consistently with the APPs. For any privacy request, contact hello@bidclarity.ai.

Indian subscribers (DPDP Act 2023)

BidClarity processes your personal data with your consent given at signup. As a data principal, you have the right to: access information about processing; correction and erasure of your data; and grievance redressal. For any request or grievance under the DPDP Act, contact hello@bidclarity.ai. We aim to respond within 72 hours.

California residents (CCPA / CPRA)

If you are a California resident, you have the right to: (a) know what personal information is collected, used, shared, or sold; (b) request deletion of your personal information; (c) opt out of the sale or sharing of your personal information — BidClarity does not sell or share personal information for cross-context behavioural advertising; and (d) non-discrimination for exercising your rights. To exercise your CCPA rights, email hello@bidclarity.ai with "CCPA Request" in the subject line.

13. Marketing emails

We send marketing emails only with your consent, or where Canada's anti-spam law allows it, for example after you buy from us or ask us about our service. Every email identifies us and includes our mailing address. Marketing emails and alert emails include an unsubscribe link we honour promptly. Unsubscribing from marketing doesn't stop the alerts you've asked for, and each alert type can be turned off separately.

14. Cookies

BidClarity uses a cookie consent manager. Essential cookies (session, CSRF protection) are required for the service to function. Analytics cookies from a third-party analytics service and preference cookies are only set with your consent. You can withdraw consent at any time using the cookie settings link in the footer.

15. Changes to this policy

We will notify active subscribers by email of any material changes to this Privacy Policy at least 14 days before they take effect. Continued use of BidClarity after that date constitutes acceptance of the updated policy. The current version is always available at bidclarity.ai/privacy.html.

16. Contact

For privacy-related questions, data access requests, GDPR erasure requests, or CCPA requests: hello@bidclarity.ai. Please include "Privacy Request" in the subject line. We respond within 2 business days. BidClarity does not currently have a designated Data Protection Officer (DPO) as we do not meet the thresholds requiring mandatory DPO appointment under GDPR Article 37.