Privacy notice

Who is responsible

Bid Champions Ltd is the controller for personal information collected through this website.

What this notice covers

It covers visits to bidchampions.co.uk, use of the Tender Finder: Bid Champions mobile app, contact messages, requests for the pricing guide or a complimentary browser-edition book or field manual, direct email correspondence and related security records. A separate client contract or notice may provide additional information after an engagement begins.

The browser-only Bid Strengthening Plan does not transmit or store its answers. If you contact us afterwards, send only the information needed for the first conversation.

Tender Finder app

Tender Finder sends the keyword and filters you choose to the Bid Champions search API so it can return matching public procurement notices. The service may receive the routine connection data described below, but the app does not require an account and Bid Champions does not use search terms to build an advertising profile.

A saved shortlist is held only in the app storage on your device. Removing the app or clearing its storage removes that shortlist. The app contains no advertising, analytics, payment or cross-app tracking SDK. Opening an official notice connects your device to the named public procurement service under that service’s terms. Tapping “Win it” opens a Bid Champions web enquiry containing the public notice reference; no name, email address or message is sent unless you choose to complete and submit that form.

Information we collect

• Contact details: the name and email address supplied with a message or requested book-access record.
• Pricing access: the email address supplied to unlock the pricing guide, access time and an expiring browser-session record. Email ownership is not verified. Authorised preview-code access does not create an email lead, and the code itself is not retained in access logs.
• Enquiry information: the message and any opportunity or deadline details the sender chooses to include.
• Security and delivery data: request time, originating page, a keyed non-reversible rate-limit value and submission reference. Ordinary web-server logs may also contain an IP address, requested URL, user agent, referrer and response status.
• Tender search requests: the keyword and filters selected in Tender Finder, the requested result page and routine API connection data. A saved shortlist remains on the device and is not uploaded to Bid Champions.
• Map connection data: when you open the Contact, London office or Manchester office page, the live map frame connects your browser directly to Google and may disclose an IP address, referrer, browser and device information. Bid Champions does not receive that map-request data from Google.
• Correspondence: messages and follow-up records needed to answer an enquiry or manage an engagement.

Do not submit passwords, access tokens, confidential tender files, special-category information or personal information that is unnecessary for the request. Contact us first so an appropriate document route can be agreed.

Why information would be used

The following table summarises the principal purposes and lawful bases for the website workflow.

An operational enquiry, pricing-access request or book-access request does not subscribe the sender to a newsletter or other marketing list.

Confidential files

The public contact form does not accept files. Send a short initial message without confidential material. If documents are needed, Bid Champions will agree an appropriate exchange route and recipient with you.

Who may receive information

Access is limited to people who need the information for the stated purpose and to service providers supporting the website and business mailbox. The current website workflow uses:

• Namecheap/cPanel infrastructure for website hosting and server-side message delivery;
• Zoho Mail as the destination for the Bid Champions business mailbox; the website does not currently send enquiries into Zoho CRM;
• Google Maps, when a visitor opens the Contact, London office or Manchester office page containing a live map frame;
• security, legal, accounting or professional advisers where genuinely necessary; and
• public authorities where disclosure is required by law.

Personal information is not sold, and website enquiry content is not used as an AI-training dataset. See the AI, data and confidentiality page for the working boundary.

Locations and international transfers

Website hosting and business email providers may process information in the locations described in their service terms. Where personal information is transferred outside the UK, Bid Champions will use the applicable adequacy decision or contractual safeguard and review the provider and purpose.

How long information is kept

Ordinary contact and book-access submissions are delivered by email without a separate website submission copy. Pricing-access email records are stored encrypted for up to 30 days after the most recent request, with expired records removed by the pricing retention job. Pricing sessions last no more than seven days and may be ended earlier by locking the guide. The preview code and full session token are not written to general logs.

Delivery emails and any follow-up correspondence are retained only as long as reasonably needed to provide the resource, answer the enquiry, manage a relationship, meet legal obligations or establish and defend legal rights. Short-lived hashed rate-limit records are expired. Tender Finder shortlists remain on the device. Routine search and security requests may appear in hosting logs under the hosting retention settings.

Protected recovery copies may retain older records within the bounded backup schedule. They are not used for ordinary processing, and restored pricing records are subjected to the retention rules before use.

Your data-protection rights

Depending on the circumstances, UK data-protection law may give you rights to be informed; access your information; correct inaccurate information; request erasure or restriction; receive portable information; object to processing; and withdraw consent. These rights are not all absolute and the applicable right can depend on the lawful basis.

To make a request, email info@bidchampions.com. Describe what you are asking for and the relevant relationship or submission reference. Bid Champions may need proportionate identity evidence before disclosing information and will not ask for unnecessary identity documents.

You may also complain to the Information Commissioner’s Office. Contacting the ICO does not prevent you from raising the matter with Bid Champions first.

Automated decisions and AI

The website does not make a solely automated decision with legal or similarly significant effect. The Bid Strengthening Plan is a local, rules-based reflection tool, not a probability of winning and not a decision about access to services. Human approval remains required for facts, strategy, commitments, file handling and any client-facing output.

Security and incidents

The website uses HTTPS, server-side validation, same-origin and anti-forgery checks, a hidden bot trap, rate limiting and least-data operational logs. Pricing email records are encrypted, pricing content is checked on the server before release, and access cookies are protected from browser scripts. Ordinary contact fields go to the controlled mailbox. No internet service can promise absolute security or prevent an authorised viewer from copying pricing. If you believe information has been exposed, email info@bidchampions.com with “urgent data security issue” in the subject and no further confidential material.

Changes to this notice

A material change to purpose, processor, transfer, retention, analytics or marketing practice will be reflected here and, where required, at the collection point before the changed processing begins.

Reference guidance

This notice links to the ICO’s guidance on lawful basis, individual rights and business-to-business marketing. Those links explain the regulatory framework; they do not indicate ICO endorsement.