Privacy and terms

Last updated 28 September 2026

Privacy notice

Who we are

Preferred Bidder is operated by [Company legal name] Ltd, a company registered in England and Wales (company number [number]), registered office [address]. We are the controller of the personal data described here. Contact us at hello@preferredbidder.co.uk. ICO registration number: [number].

What we collect

• Contact details you give us, such as your name, work email and company name.
• Account details, including your login and plan.
• Company information and evidence you add, such as policies, certificates, case studies and insurance documents.
• Tender information you submit, such as tender links and tender documents.
• Technical data, such as your IP address, browser type and how you use the site, used for security and to apply free usage limits.
• Payment details, which are handled by our payment provider. We don't store card numbers.

How we use it and why

• To provide the service you asked for, including fit checks, reports, alerts and the course (performance of a contract).
• To keep the service secure, prevent misuse and apply free usage limits (our legitimate interests).
• To send service messages about your account (performance of a contract).
• To send news and offers, only if you agree. You can opt out at any time (consent).
• To meet legal, tax and accounting obligations (legal obligation).

How we use AI

Our checks are designed by public sector buyers. We use AI services to help read tender documents and your evidence so we can produce your analysis and draft bid answers for you to edit. Your documents are sent to these services only to produce your results. We use paid AI services that are not permitted to use your content to train or improve their models. We do not make decisions with legal or similarly significant effects about you based solely on automated processing. You decide whether and how to bid.

Who we share it with

We never sell your data. We share it only with providers who help us run the service, under contracts that protect it:

• Cloudflare, for website hosting, data storage and email forwarding.
• Google, for AI document analysis and drafting through the paid Gemini API.
• The reviewer you choose for a buyer review. They see only the draft and tender documents you send for review, and are bound by a confidentiality agreement.
• Our payment provider, once paid plans are live.
• Professional advisers, and authorities where the law requires it.

International transfers

Some of our providers may process data outside the UK. Where they do, we rely on UK adequacy regulations or approved safeguards such as the UK International Data Transfer Agreement or Addendum.

How long we keep it

• Account data and evidence: while your account is open, then deleted within 90 days of closure.
• Free fit check records: up to 12 months.
• Enquiry emails: up to 24 months.
• Billing records: 6 years, as the law requires.

Your rights

You can ask to access, correct, delete, restrict or move your data, object to how we use it, or withdraw consent. Email hello@preferredbidder.co.uk and we'll respond within one month. If you're unhappy, you can complain to the Information Commissioner's Office at ico.org.uk.

Keeping it safe

Data is encrypted in transit, your documents are private to your account, and our staff don't open them.

Terms of use

About these terms

These terms apply when you use preferredbidder.co.uk and the Preferred Bidder service, provided by [Company legal name] Ltd. By creating an account or using the service, you agree to them. The service is for businesses, not consumers.

The service

Preferred Bidder helps you find public sector tenders, check your readiness against their requirements, and learn how public buying works. Discovering tenders is free. Other features depend on your plan.

Guidance, not a guarantee

Our analysis and course are guidance to help you decide. They are not legal advice and do not guarantee that you will be shortlisted or win. Always check the official tender documents. You are responsible for your bid, what you submit and meeting the buyer's deadlines.

Your account

Keep your login details safe and tell us if you think someone else has used your account. Free usage limits apply per person and per organisation, and we may suspend accounts created to get around them.

Your content

You own the documents and information you add. You give us permission to store and process them only to provide the service to you. Only add content you have the right to use.

Fair use

Don't misuse the service, attempt to break its security, scrape it, or resell it without our permission.

Our content

The course, reports and site content belong to us. You may use them for your own organisation's bids.

Fees and cancellation

Paid plans are billed monthly or annually in advance, plus VAT. You can cancel any time, and your plan stays active until the end of the period you've paid for. We'll give at least 30 days' notice of price changes.

Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow us to limit. Otherwise, we are not liable for indirect losses or loss of profit, revenue or contracts, and our total liability in any 12 months is limited to the fees you paid us in that period.

Changes and ending the service

We may update the service and these terms. We'll tell you about important changes. You can close your account at any time, and we may suspend accounts that break these terms.

Law

These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.

Cookies

We use only essential cookies and similar storage that the site needs to work: keeping you logged in, keeping the service secure and counting free fit checks. These don't need your consent. We don't use advertising cookies. If we add analytics later, we'll ask for your permission first.