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, messages sent through the contact form, 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.

Information we collect

• Contact details: the name and email address supplied with a message.
• 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.
• 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 does not subscribe the sender to marketing.

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

The website does not retain a separate database copy of the submitted name, email or message. The resulting email and follow-up correspondence are retained only for as long as reasonably needed to answer the enquiry, manage a relationship, meet legal obligations or establish and defend legal rights. Short-lived hashed rate-limit records are automatically expired.

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, strict server-side validation, same-origin and anti-forgery checks, a hidden bot trap, rate limiting and least-data operational logs. Form fields are delivered directly to the controlled business mailbox without a separate website submission database. No internet service can promise absolute security. If you believe information has been sent to the wrong place or exposed, email info@bidchampions.com with “urgent data security issue” in the subject and do not include 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.