Privacy Policy

Last updated: May 2026

1. Introduction

This document sets out the privacy policy of BidContext Pty Ltd ABN 37 696 828 412 (referred to in this privacy policy as we, us or our).

We take our privacy obligations seriously and this privacy policy explains how we collect, hold, use and disclose personal information.

This privacy policy applies to personal information collected by us through our website, platform, communications and related services.

We may update this privacy policy from time to time by publishing an updated version on our website. We encourage you to check our website regularly to ensure you are aware of our current privacy practices.

You can contact us using the details below if you have any questions, concerns or complaints about this privacy policy or our handling of personal information.

2. Types of Personal Information We Collect

The personal information we collect may include the following:

name;
company name, business details, ABN, job title, role information and organisation details;
mailing address, street address and other contact details;
email address and telephone number;
billing, transaction and payment-related information, including billing contact details and information relating to invoices, payments and subscriptions;
account, login, authentication and access-related details, including user role, permissions and account status;
information about your organisation, tender activities, procurement activities, bids, proposals, projects or business circumstances;
information contained in enquiries, forms, questionnaires, demo requests, onboarding materials, support requests, feedback, surveys, issue reports, communications and correspondence with us;
information contained in documents, files, prompts, inputs, instructions, messages and other content uploaded to, submitted to or generated through our platform by or on behalf of our customers;
information about third parties contained in documents, materials or other content uploaded to our platform by or on behalf of our customers, such as personnel profiles, resumes, contact details, project information or other personal information included in tender or knowledge base materials;
device, browser, network and usage information, including IP address, browser type, device type, approximate location, referring pages, page views, session activity, usage data, analytics data, cookie data and standard web log information;
information about your interactions with our website, platform, emails and services, including feature usage, activity history and support history; and
any other personal information provided to us via our website, platform, online presence or otherwise.

3. How We Collect Personal Information

We may collect personal information either directly from you, or from third parties.

We may collect personal information directly from you where you:

contact us through our website;
request a demo, pilot, proposal or other information about our products or services;
create an account, are invited to use our platform, accept an invitation to join an organisation workspace, or otherwise use our platform;
submit an enquiry, form, questionnaire or other request to us;
communicate with us by email, telephone, video call, SMS, in-platform messaging, social media or otherwise;
interact with our website, platform, services, content or communications;
make a payment to us or through our payment providers;
provide feedback, support requests, bug reports or other enquiries to us; or
otherwise provide personal information to us in connection with our website, platform or services.

We may also collect personal information from third parties, including from:

our customers and their authorised users;
service providers that assist us with hosting, authentication, analytics, payments, communications, support and other operational functions;
publicly available sources; and
documents, materials, prompts, files, messages and other content uploaded to our platform by or on behalf of our customers.

We may also collect personal information automatically when you use or access our website or platform, including through cookies, web analytics tools and similar technologies that help us understand usage, remember preferences, maintain sessions, improve performance and analyse how our website and platform are used.

If you do not wish information to be stored as cookies, you can disable cookies in your web browser, although this may affect the functionality of our website or platform.

4. Use of Your Personal Information

We collect, hold, use and disclose personal information for the following purposes:

to provide our website, platform, products, services and related information to you;
to create, administer, maintain, authenticate, support and secure accounts, organisation workspaces and access to our platform;
to provide onboarding, support, customer service, technical assistance and account management;
to operate, deliver and support the features and functionality of our platform, including document handling, search, retrieval, analysis, drafting, collaboration and related workflow features;
to process prompts, inputs, uploaded materials, support requests and other interactions submitted through our platform;
for record keeping, administrative, billing, payment, subscription, authentication, fraud prevention and internal business purposes;
to communicate with you about our products, services, updates, support matters, security matters and other operational issues;
to enable, maintain, improve, monitor and optimise the operation, functionality, performance, security and user experience of our website and platform;
to analyse usage, generate analytics, develop insights, troubleshoot issues, and improve and optimise our products and services, including using aggregated or de-identified information where permitted by law;
to provide personal information to our employees, contractors, consultants, agents and service providers where reasonably necessary for them to perform services for us;
to comply with legal obligations, resolve disputes, enforce our agreements and protect our legal rights and interests;
to send you marketing and promotional messages and other information that may be of interest to you, in accordance with applicable laws, including the Spam Act 2003 (Cth). You can opt out of receiving marketing communications from us by using the opt-out facility provided, such as an unsubscribe link; and
for any other purpose notified to you at the time of collection or otherwise permitted by law.

We may disclose personal information to third party service providers, contractors and other recipients who assist us to operate our website, platform and business, including providers involved in hosting, cloud infrastructure, authentication, analytics, communications, customer support, payments, software tools and artificial intelligence or related technology services.

Some of these third party service providers may be located in Australia or overseas. We may disclose personal information to recipients located outside Australia, including in the United States and other countries in which our service providers operate or store data. Where we do so, we will take reasonable steps to ensure that such recipients handle personal information in a manner consistent with applicable privacy laws.

5. Disclosure to Third Party Service Providers and Overseas Recipients

We may disclose personal information to third party service providers, contractors and advisers who assist us to operate our website, platform and business, or to provide products and services to you.

These may include providers of hosting, cloud infrastructure, authentication, analytics, communications, customer support, payment processing, issue tracking, internal notifications, software tools and related technology services.

Some of these recipients may be located in Australia and some may be located overseas. In particular, personal information may be disclosed to, processed by or stored with service providers located in the United States and other countries in which our service providers operate.

Where we disclose personal information to overseas recipients, we will take reasonable steps to ensure that those recipients handle the information in a manner consistent with applicable privacy laws.

We may also disclose personal information where required or authorised by law, to enforce our agreements, to protect our rights and interests, or in connection with a corporate transaction such as a restructure, merger, investment or sale of assets.

6. AI Services and Subprocessors

Our platform uses artificial intelligence and related technology services to support features such as document analysis, search, retrieval, drafting, question answering and other workflow functionality.

To provide these features, we may disclose or make available limited personal information or other content contained in customer materials, prompts, inputs or platform interactions to third party AI, search, hosting and related technology service providers.

We use third party sub-processors and service providers to support the operation of our platform, including providers of infrastructure, authentication, analytics, payments and AI-related services.

We do not use customer content to train our own general or shared artificial intelligence models unless we expressly state otherwise.

Third party service providers may process personal information in accordance with their own services and contractual arrangements with us, to the extent reasonably necessary to provide their services to us.

7. Data Retention and Deletion

We retain personal information for as long as reasonably necessary for the purposes for which it was collected, including to provide our website, platform and services, comply with legal obligations, resolve disputes, enforce agreements and maintain appropriate business and security records.

If an account, organisation workspace or service is closed or terminated, we may retain personal information for a reasonable period afterward to complete administrative processes, comply with legal obligations, maintain backups, resolve disputes, enforce our agreements and protect our legitimate business interests.

We may delete, de-identify or otherwise remove personal information when it is no longer reasonably required for these purposes, subject to any legal obligation or lawful basis to retain it.

Information may remain in backups, logs or archival systems for a limited period before it is permanently deleted.

8. Security

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure.

We use a range of technical, administrative and organisational safeguards designed to protect personal information, which may include access controls, authentication measures, secure cloud infrastructure, encryption in transit, monitoring and other security measures appropriate to the nature of the information we hold.

However, no method of electronic transmission or storage is completely secure, and we cannot guarantee the security of personal information.

9. Links

Our website may contain links to other websites. Those links are provided for convenience and may not remain current or be maintained. We are not responsible for the privacy practices of those linked websites and we suggest you review the privacy policies of those websites before using them.

10. Requesting Access or Correcting Your Personal Information

If you wish to request access to the personal information we hold about you, please contact us using the contact details set out below including your name and contact details. We may need to verify your identity before providing you with your personal information. In some cases, we may be unable to provide you with access to all your personal information and where this occurs, we will explain why. We will deal with all requests for access to personal information within a reasonable timeframe.

If you think that any personal information we hold about you is inaccurate, please contact us using the contact details set out below and we will take reasonable steps to ensure that it is corrected.

11. Complaints

If you wish to complain about how we handle your personal information, please contact us using the details provided below and include your name, contact details and the particulars of your complaint. We will investigate your complaint and respond within a reasonable timeframe.

If you are not satisfied with our response, you may be able to make a complaint to the Office of the Australian Information Commissioner.

12. Contact Us

For further information about our privacy policy or practices, or to access or correct your personal information, or make a complaint, please contact us using the details set out below:

Name: BidContext Pty Ltd

Email: hello@bidcontext.ai

Our privacy policy was last updated on May 2026.