How BidPilot handles your information
Effective date: 4 October 2026
BidPilot is an independent software service currently operating as a free pilot from Galway, Ireland. This policy explains how personal information is collected and used when you access BidPilot. Questions and privacy requests can be sent to support@gotbidpilot.com.
Information we collect
We collect account details such as your email address, account role and authentication information. We also process company profile details, tender workspaces, prompts, bid drafts, Evidence Library documents, tender documents, outcome letters, feedback and other information you choose to upload.
Technical information needed to provide and secure the service may also be collected, including sign in time, browser, operating system, device category, a masked internet address, approximate city or country derived from that address, error logs and security events. BidPilot does not collect precise GPS location for sign in history.
Why we use this information
We use information to create and secure accounts, save your work, analyse documents when requested, generate drafting assistance, provide support, prevent misuse, investigate faults and improve the pilot.
Our legal bases
Processing is generally necessary to provide the service you request and to take steps connected with our agreement with you. We also rely on legitimate interests to secure, maintain and improve BidPilot, provided those interests do not override your rights. We rely on legal obligations where records must be retained by law. Where consent is legally required, you may withdraw it at any time.
AI processing and service providers
BidPilot uses contracted technology providers for hosting, authentication, database and file storage, artificial intelligence processing and service communications. These currently include Supabase for account and data services, OpenAI for requested artificial intelligence analysis and generation, and deployment or email providers used to operate the website.
Only the content needed to perform a requested task is sent for artificial intelligence processing. BidPilot does not allow the AI to submit a bid, make a procurement decision or award a contract. You must review every generated output before using it.
International transfers
Some providers may process information outside Ireland or the European Economic Area. Where this occurs, we use provider terms and legally recognised safeguards such as an adequacy decision or Standard Contractual Clauses where required.
Storage and retention
Account and workspace information is retained while your account remains active and for a reasonable period afterwards where needed for security, legal obligations, dispute resolution or backup recovery. Privacy safe sign in history is automatically limited to 90 days. Uploaded evidence remains until you delete it or request account deletion. Backup copies may remain temporarily until routine backup cycles complete.
Keeping information secure
We use access controls, account authentication, private company workspaces and service provider security measures. No internet service can guarantee complete security. Use a strong unique password, enable multifactor authentication where available and do not upload passwords, unnecessary personal information or documents you are not authorised to use.
Your rights
Subject to the General Data Protection Regulation and Irish law, you may request access, correction, deletion, restriction, portability or objection to certain processing. You may also withdraw consent where processing relies on consent. Contact us using the email above. We may need to verify your identity before completing a request.
You may complain to the Irish Data Protection Commission at dataprotection.ie.
Your responsibilities
You must have permission to upload and process tender, employee, client and company documents. If you use BidPilot for another organisation, that organisation may be the data controller and may have separate obligations to its staff, clients and other people whose information appears in uploaded documents.
Changes to this policy
We may update this policy as the pilot develops. The effective date will be changed and important changes will be communicated through BidPilot or by email where appropriate.