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 solely to improve funding-source flag accuracy in your reports. They are never shared with lenders or third parties.

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 Stripe)

Payment card details never touch BidClarity servers. All billing is processed by Stripe, a PCI DSS Level 1 certified payment processor. We retain only your Stripe 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. 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. The profile is submitted as a one-time query per cycle — it is not retained between cycles.
• Delivery management (Fulfill): Your contract, deliverable, supplier, and invoice records are used to generate reminders, supplier shortlists, price benchmarks, outreach drafts, and auto-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 Stripe, a PCI DSS Level 1 certified payment processor. BidClarity retains only your Stripe customer ID and subscription status.
• Service improvement: Anonymised, aggregated accuracy metrics to improve the scoring and matching engines. Individual profile, contract, or supplier data is never used for this purpose.

We never: sell subscriber data; share it with advertisers; use it to train external AI models; or use it for any purpose not listed above.

4. AI processing disclosure

BidClarity's scoring and matching engines rely on third-party AI inference services to generate match scores, action plans, proposal drafts, supplier shortlists, benchmark analyses, and auto-drafted past performance narratives. Queries are submitted as structured, one-time requests per report or workflow cycle and are not retained by the inference provider between cycles. Our contracts with AI inference providers prohibit the use of your data to train their foundation models.

The categories of third-party providers we use are listed in the Subprocessors table below. A current list of the specific providers, with their names and locations, is available to subscribers and prospective enterprise subscribers on request at hello@bidclarity.ai.

5. Subprocessors

BidClarity uses a small number of vetted third-party service categories to deliver the service. Specific provider names and locations are available on request under NDA for enterprise evaluation, or for any subscriber exercising access rights under applicable privacy law.

Category	Purpose	Region
AI inference	Match scoring, supplier matching, proposal and narrative drafting	United States
Application hosting and database	Running the BidClarity application and storing subscriber data	United Kingdom
Static frontend hosting	Serving the public website and portal assets	United States / global CDN
Transactional email	Authenticated delivery of reports, reminders, and account notifications	United States
Stripe	Payment processing and subscription management (PCI DSS Level 1)	United States
Website analytics	Anonymised, aggregated page and session analytics	United States

Stripe is identified by name because subscribers interact with Stripe's checkout directly at payment. All other subprocessors are listed by category to reduce exposure of BidClarity's technical architecture. Cross-border transfers to US and UK subprocessors are conducted under standard contractual clauses (SCCs), the UK International Data Transfer Agreement (IDTA), or adequacy decisions as applicable under GDPR, UK GDPR, and Canadian privacy law. A current subprocessor list with provider names is available on request. We will provide 30 days' advance notice by email of any material change to subprocessors whose change could affect subscriber data.

6. 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 subprocessors (listed in Section 5) 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.

7. Data retention

Your subscriber profile (Intelligence) is retained for the duration of your subscription plus 30 days post-cancellation, then permanently deleted. Your Fulfill contract records, supplier records, invoice records, and past performance narratives are retained for the duration of your subscription plus 30 days, then permanently deleted — after which they are irrecoverable. You are responsible for exporting any records you wish to retain before cancellation. Billing records are retained as required by applicable tax law (7 years in Canada). Email delivery logs are retained for 90 days. Analytics data is retained per Google's standard retention settings (26 months, anonymised).

8. Your rights

All subscribers

• Access your data: email hello@bidclarity.ai to request a copy of your subscriber profile and Fulfill records
• Correct your data: update your profile at bidclarity.ai/profile-update at any time; edit Fulfill records directly in your Fulfill portal
• Delete your data: cancel your subscription and request deletion — we will delete your profile, Fulfill contract records, and supplier records within 30 days

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 subprocessors 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.

9. 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.

10. 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.

11. 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.