Welcome to the Tendertrace privacy policy. We respect your privacy and are committed to protecting your personal data. This privacy policy explains how we look after your personal data when you use our website, and tells you about your privacy rights and how the law protects you.

1. Introduction

Tendertrace Pty Ltd (“Tendertrace,” “we,” “us,” or “our”) is committed to protecting your privacy and ensuring you have a positive experience on our website and platform. This Privacy Policy explains how we collect, use, disclose, and otherwise process personal data when you use our website (tendertrace.com), mobile applications, and related services (collectively, the “Service”).

Tendertrace Pty Ltd is the data controller responsible for the personal data described in this privacy policy. Tendertrace (referred to as “we”, “us”, or “our is registered in Australia (ACN 647 897 425)

If you have any questions about this privacy policy, including any requests to exercise your legal rights in relation to your personal data, please contact us using the details set out below.

Email: privacy@tendertrace.com
Postal Address: Tendertrace Pty Ltd, 526/368 Sussex St, Sydney NSW 2000 Australia

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO) at www.ico.org.uk if you are in the UK, or the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au if you are in Australia. We would appreciate the opportunity to deal with your concerns before you approach either regulator, so please contact us in the first instance.

2. The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We collect data from you directly, from your organisation, and from public sources.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes name, email address, work phone number and the company you work for.
• Contact Data includes email address and telephone numbers.
• Technical Data includes information about your IP address, browser type, device type and other data about the devices you use to access our Site.
• Usage Data includes information about how you use our Site.
• Marketing and Communications Data includes your preferences in receiving marketing from us.

3. How is your data collected?

We use different methods to collect personal data from and about you including through:

• Direct interactions. You may give us your Identity and, Contact Data by filling in forms or by corresponding with us by post, phone or email or by using our Site. You may give us with your Marketing and Communications Data when interacting with us.
• Automated technologies and indirect interactions. As you interact with our Site, we will automatically collect Technical and Usage Data. We collect this personal data by using cookies and other similar technologies. Please see our cookie policy for further details.
• Third parties or publicly available sources. We receive personal data about you from various third parties and public sources including government procurement data published by Australian and UK procurement portals and used in accordance with applicable government data frameworks

4. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal obligation.

The section below contains information about the lawful basis that we will rely on to process your personal data.

Purposes for which we will use you personal data

We have set out below a description of all the ways we process your personal data, and which of the legal bases we rely on to do so.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Lawful bases for processing

• Purpose/Activity: To register you as a new prospect or customer
  Type of Data: Identity, Contact, Marketing and Communications
  Lawful Basis: Performance of a contract with you
• Purpose/Activity: To operate and provide our Platform and deliver products and services to our customers
  Type of Data: Identity, Contact, Procurement and Commercial, Technical, Usage, Marketing and Communications
  Lawful Basis: (a) Performance of a contract with you; (b) Necessary for our legitimate interests (to develop and grow our business, invite users to use our services, and analyse how customers use our Platform)
• Purpose/Activity: To manage our relationship with you, including notifying you about changes to terms or privacy policy
  Type of Data: Identity, Contact, Marketing and Communications
  Lawful Basis for Processing (Including Basis of Legitimate Interest): (a) Performance of a contract with you; (b) Necessary to comply with a legal obligation; (c) Necessary for our legitimate interests (to keep our records updated)
• Purpose/Activity: To administer and protect our business and Platform
  Type of Data: Identity, Contact, Technical, Usage
  Lawful Basis for Processing (Including Basis of Legitimate Interest): (a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud); (b) Necessary to comply with a legal obligation
• Purpose/Activity: To deliver relevant content and marketing to you and measure or understand the effectiveness of the marketing we serve to you
  Type of Data: Identity, Contact, Technical, Usage, Marketing and Communications
  Lawful Basis for Processing (Including Basis of Legitimate Interest): Necessary for our legitimate interests (to analyse how customers use our Platform, to develop it, to grow our business and to inform our marketing strategy)
• Purpose/Activity: To process and deliver government procurement intelligence including tender alerts, competitive analysis, and market insights
  Type of Data: Identity, Contact, Procurement and Commercial, Technical, Usage
  Lawful Basis for Processing (Including Basis of Legitimate Interest): (a) Performance of a contract with you; (b) Necessary for our legitimate interests (to provide AI-powered procurement intelligence services and improve our platform capabilities)
• Purpose/Activity: To use data analytics to improve our Platform, products/services, marketing, customer relationships and experiences
  Type of Data: Technical, Usage, Procurement and Commercial
  Lawful Basis for Processing (Including Basis of Legitimate Interest): Necessary for our legitimate interests (to define types of customers for our products and services, to keep our Platform updated and relevant, to develop our business and to inform our marketing strategy)
• Purpose/Activity: To make suggestions and recommendations about services that may interest you
  Type of Data: Identity, Contact, Technical, Usage, Marketing and Communications
  Lawful Basis for Processing (Including Basis of Legitimate Interest): Necessary for our legitimate interests (to develop our products/services and grow our business)
• Purpose/Activity: To enhance our Platform and user experience
  Type of Data: Technical, Usage
  Lawful Basis for Processing (Including Basis of Legitimate Interest): Necessary for our legitimate interests (to define types of customers for our Platform, to keep our Platform updated and relevant, to develop our business and to inform our marketing strategy)
• Purpose/Activity: To comply with legal, audit or financial obligations
  Type of Data: Identity, Contact, Technical, Usage
  Lawful Basis for Processing (Including Basis of Legitimate Interest): (a) Necessary for our legitimate interests (to manage, develop and grow our business); (b) Necessary to comply with a legal obligation

Marketing

We will only send you marketing communications where you have consented or where we have a lawful basis to do so. You can manage your marketing preferences at any time by logging into your Tendertrace account to adjust notification settings, clicking the unsubscribe link in any marketing email, or contacting us at privacy@tendertrace.com.

Cookies

We occasionally use cookies on our Site. See our cookie policy for more details.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to have an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. Disclosure of your personal data

When required for the purpose stated above, we may share your personal data with:

• Business partners, suppliers, service providers and sub-contractors who assist in running our business.
• Professional advisers (lawyers, accountants, auditors, insurers), who provide us with professional services.
• Regulators based in the UK. Australia and other jurisdictions when required.
• Analytics and search engine providers that assist us in the improvement and optimisation of our site.
• Potential acquirers or merger partners in the event of a business change. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

All third parties must respect the security of your personal data and treat it in accordance with the law. We do not permit them to use your data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

International transfers

We may share your personal data with our service providers based outside Australia and the UK. Whenever we transfer your personal data, we ensure a similar degree of protection is afforded to it by ensuring appropriate contractual safeguards are in place.

6. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

7. Data retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

8. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights are described in detail below.

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

• If you want us to establish the data’s accuracy.
• Where our use of the data is unlawful but you do not want us to erase it.
• here you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
• You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.