1. Who we are
BidSage AI (“BidSage AI”, “we”, “us”, or “our”) operates the website at https://bidsageai.com and provides an AI-assisted platform that reads government tender and RFP documents and produces eligibility, compliance, risk, and deadline analysis along with draft bid proposals. We are an AI-first product team based in India. This policy describes how we act as the data fiduciary for the personal data we process. For any privacy question or request, contact us at admin@bidsageai.com.
2. Information we collect
We keep data collection to what we genuinely need to run the service:
- Account information — if you create an account, your name and email address, and authentication metadata needed to sign you in.
- Documents you upload — the tender, RFP, or bid-related PDFs and files you submit for analysis, together with the text extracted from them and the reports we generate for you.
- Usage analytics — basic, aggregated information about how the product is used (for example pages viewed, features used, approximate device and browser type, and error logs) so we can keep the service reliable and improve it.
- Communications — the content of emails or messages you send us when you request support, sales information, or exercise a data right.
We do not ask for, and you should not upload, sensitive personal information that is not relevant to a tender (for example financial account credentials or government identity numbers). You are responsible for ensuring you are permitted to upload any document you submit.
3. How your documents are processed
When you upload a document, its text is extracted and sent to trusted third-party AI providers solely to generate the analysis and draft proposal you requested. We want to be explicit about the limits of this processing:
- Your document content is used only to produce your output — it is not used to train public or foundation AI models.
- We do not sell, rent, or trade your documents or personal data to anyone.
- We share content with sub-processors (such as our AI and cloud hosting providers) only to the extent needed to deliver the service, under contractual confidentiality and data-protection terms.
BidSage AI is an AI assistant. AI-generated analysis can contain errors or omissions, so you must review the original tender document before submitting any bid; outcomes are not guaranteed.
4. Why we process your data (purpose & legal basis)
Under the DPDP Act, 2023, we process your personal data on the basis of your consent and, where applicable, for legitimate uses connected to providing a service you have asked for. Specifically, we process data to:
- create and secure your account and authenticate your sign-in;
- analyse the documents you upload and generate your reports and drafts;
- provide customer support and respond to your requests;
- maintain, debug, secure, and improve the service; and
- comply with applicable legal obligations.
Where we rely on your consent, you may withdraw it at any time; withdrawing consent does not affect processing already carried out, and some features may stop working without the data they depend on.
5. Data retention & deletion
We retain your personal data only for as long as it is needed for the purposes above or as required by law. Uploaded documents and generated reports are kept so you can access them within your account; you can delete them, and when you delete a document or close your account we delete the associated content from active systems within a reasonable period, subject to short-lived backups that are overwritten on a rolling basis. If you have no account, a one-off analysis is not stored beyond what is needed to return your result. You can request deletion at any time by writing to admin@bidsageai.com.
6. Your rights under the DPDP Act, 2023
As a Data Principal under India’s DPDP Act, 2023, you have the right to:
- Access — obtain confirmation of, and a summary of, the personal data we process about you;
- Correction — have inaccurate or incomplete personal data corrected, updated, or completed;
- Erasure — request deletion of your personal data where it is no longer needed for the purpose it was collected;
- Grievance redressal — raise a complaint about how we handle your data and receive a response; and
- Nominate — nominate another individual to exercise your rights in the event of death or incapacity.
To exercise any of these rights, or to reach our Grievance Officer, email admin@bidsageai.com. We will respond within the timelines required under applicable law. If you remain unsatisfied, you may escalate to the Data Protection Board of India.
7. Security
We use reasonable technical and organisational measures to protect your data, including encryption of data in transit, access controls and authentication, the principle of least privilege for internal access, and contractual safeguards with our sub-processors. No method of transmission or storage is completely secure, but we work to protect your information and to notify affected users and the relevant authority of a personal-data breach as required by law.
8. Cookies
We use a small number of essential cookies to keep you signed in and to keep the site secure (for example authentication and session cookies). These are necessary for the service to function. We do not use cookies to sell your data. Any analytics we use are configured to help us understand product usage in aggregate, and you can control cookies through your browser settings.
9. Children
BidSage AI is a business tool intended for users aged 18 and over. It is not directed at children, and we do not knowingly collect personal data from anyone under 18. If you believe a minor has provided us with personal data, please contact us so we can delete it.
10. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices or in the law. When we make material changes, we will update the “Last updated” date above and, where appropriate, notify you. Continued use of the service after an update means you accept the revised policy.
11. Contact us
For any privacy question, data-rights request, or grievance, contact us at admin@bidsageai.com. For general product or billing support, you can also reach us at support@bidsageai.com.