Privacy Policy

BidWin UK (www.bidwinuk.com)
Last updated: November 2026

1. Who we are

This website is run by Bidwin Tenders Ltd, trading as BidWin UK (“BidWin”, “we”, “us”, “our”). We are a company registered in England and Wales, company number 17436197, with our registered office at Suite LB03, Liberty House, 81–83 Victoria Road, Surbiton, Surrey, KT6 4NS.

We are the data controller for the personal information described in this policy. We take your privacy seriously and follow UK data protection law. That includes the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

ICO registration number: ZC261305. We have appointed a Data Protection Officer, who you can contact at [email protected].

If you have any questions about this policy or how we use your information, contact us:

Email: [email protected]
Post: Data Protection, Bidwin Tenders Ltd, Suite LB03, Liberty House, 81–83 Victoria Road, Surbiton, Surrey, KT6 4NS
Phone: 0330 043 7858

2. Who this policy covers

This policy explains how we collect and use personal information about:

people who visit our website
people who contact us or ask for a quote, a consultation or information
our clients and their staff, and people named in the tender documents we work on
people who sign up to our newsletter or marketing emails
suppliers, partners and anyone else we do business with

3. The information we collect

Information you give us

Contact details: name, job title, company name, email address, phone number and business address.
Enquiry details: what you tell us about your business, the tenders or contracts you are going after, and your requirements.
Client project information: documents and information you share with us so we can write or review bids. This can include company policies, case studies, financial information, CVs and staff biographies, and details of your referees and clients.
Billing information: billing contact details, invoicing and payment records. We do not store full card details. Any card payments are handled by our payment provider.
Marketing preferences: whether you want to receive updates from us.

Information we collect automatically

When you visit our website we may collect:

your IP address, browser type, device information and operating system
the pages you visit, how long you spend on them and how you arrived on our site
information collected by cookies and similar technologies (see section 10)

Information from other sources

We may get business contact details from public sources such as Companies House, LinkedIn, company websites and public procurement portals. We may also get your details through referrals from partners or existing clients.

Calls and meetings

We may record or transcribe calls and online meetings to keep accurate notes of what was agreed and to improve our service. We will tell you at the start if a call is being recorded, and you can ask us not to.

Special category data

We do not ask for special category data, such as information about health, ethnicity or religion. Sometimes tender documents contain this kind of data, for example in equality monitoring or staff CVs. We ask clients to remove or anonymise it where they can. Where it is necessary, we handle it only to deliver the service you asked for, and with extra safeguards.

4. How we use your information and our lawful basis

The law only allows us to use personal information when we have a lawful reason. The table below shows what we use your information for and the reason we rely on each time.

What we use it for	Lawful basis
Responding to enquiries and preparing quotes	Legitimate interests (responding to people who contact us). Taking steps before entering a contract.
Delivering our bid writing, bid review and tender support services	Performance of a contract
Managing our relationship with clients, including invoicing and collecting payment	Performance of a contract. Legal obligation (accounting and tax records).
Sending newsletters and marketing emails	Consent. For existing clients and people at limited companies, LLPs and public bodies (corporate subscribers), legitimate interests under PECR. Sole traders and partnerships are treated as individuals, so we only email them with their consent or as existing clients. Every email has an easy way to opt out.
Running, securing and improving our website	Legitimate interests
Website analytics and non-essential cookies	Consent
Meeting legal and regulatory requirements, and defending legal claims	Legal obligation. Legitimate interests.

Where we rely on legitimate interests, we have weighed our interests against your rights and are satisfied that your rights do not outweigh ours. You can ask us for more detail on this.

5. Confidentiality of client and tender information

Much of what our clients share with us is commercially sensitive. Beyond our data protection obligations:

we only use client information to deliver the services we have been engaged for
we do not share one client’s bid content, pricing or strategy with any other client
access is limited to the BidWin team members and approved associates working on your project, all of whom are bound by confidentiality
we are happy to sign a non-disclosure agreement before work starts

6. Who we share your information with

We never sell your personal information. We only share it where we need to, with:

Service providers who help us run the business. These include website hosting, email and document storage (for example Microsoft 365), our CRM and email marketing platform, e-signature tools, meeting note-taking tools, AI tools we use to help analyse tender documents and draft content, payment providers and IT support. We only use AI tools that do not use client content to train their models. They act only on our instructions, under a written contract.
Associate bid writers and specialists we bring in to work on your project, all under confidentiality agreements.
Professional advisers, such as accountants, lawyers and insurers.
Buyers and procurement portals, but only when you ask us to submit a bid for you.
Authorities and regulators, when the law requires it.
A buyer or successor business, if all or part of our business is sold or restructured.

7. International transfers

Some of our service providers, including our CRM and some software and AI tools, are based in or process data in the United States or other countries outside the UK. When this happens, we make sure appropriate safeguards are in place. These include a UK adequacy decision, the ICO’s International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

8. How long we keep your information

We only keep personal information for as long as we need it:

Type of information	How long we keep it
Enquiries that don’t become work	Up to 2 years from the last contact
Client records and project files	6 years after the end of our engagement (for contract and legal claim purposes), unless you ask us to delete project files sooner and the law allows it
Accounting and financial records	6 years from the end of the financial year they relate to (HMRC requirement)
Marketing list	Until you unsubscribe. We then keep a suppression record so we don’t contact you again.
Website analytics data	Up to 26 months

After these periods, we securely delete or anonymise the information.

9. Keeping your information secure

We use appropriate technical and organisational measures to protect personal information. These include encryption, access controls, multi-factor authentication, secure cloud storage and staff confidentiality obligations. No system can be completely secure. If a breach puts your rights at risk, we will tell you and the ICO where the law requires it.

10. Cookies

Our website uses cookies. These are small text files stored on your device.

Strictly necessary cookies make the website work and don’t need your consent.
Analytics cookies (for example Google Analytics) help us understand how visitors use our site. We only set them if you agree.
Marketing cookies (for example LinkedIn Insight Tag or Meta Pixel) measure advertising and are only set if you agree.

You can accept or reject non-essential cookies using the banner when you first visit. You can change your choice at any time through the “Cookie settings” link in the footer of our website. You can also control cookies in your browser settings. Our Cookies Policy gives full details of the cookies we use.

11. Your rights

Under UK data protection law you have the right to:

access the personal information we hold about you
correct information that is wrong or incomplete
delete your information in certain circumstances
restrict how we use your information in certain circumstances
object to us using your information on the basis of legitimate interests, and to direct marketing at any time
data portability, which means receiving certain information in a reusable format
withdraw consent at any time, where we rely on consent. This doesn’t affect anything we did before you withdrew it.

To use any of these rights, contact us using the details in section 1. We usually respond within one month and don’t normally charge a fee. We may need to confirm your identity first.

To stop marketing emails, click “unsubscribe” in any email or contact us.

12. Complaints

If you are unhappy with how we have handled your information, please contact us first so we can try to put it right.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator:

Website: ico.org.uk
Helpline: 0303 123 1113

13. Links to other websites

Our website may link to other websites, such as procurement portals or social media. We are not responsible for how those sites handle your information, so please read their privacy policies.