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Privacy Policy

BidPilot Pty Ltd — ABN 98 699 078 914

1. About this policy

BidPilot Pty Ltd ("BidPilot", "we", "us", "our") provides a software platform that automates tender pricing and Award compliance for the commercial cleaning industry. We are committed to protecting your privacy and handling your personal information openly and transparently.

This policy explains how we collect, hold, use and disclose personal information, and how you can access or correct it. We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

By using our website or platform, you agree to the handling of your personal information as described in this policy.

2. What personal information we collect

The personal information we collect depends on how you interact with us. It may include:

  • Identity and contact details: name, job title, business name, email address, phone number and postal address.
  • Account information: username, password and account preferences.
  • Billing information: billing contact details and payment records. Card payments are processed by our third party payment provider, and we do not store full card numbers on our systems.
  • Content you upload: tender documents, pricing inputs, schedules and other materials you submit to the platform. These may contain personal information about your staff or other individuals.
  • Usage and technical data: IP address, device and browser type, pages viewed, actions taken in the platform, and log data.
  • Communications: records of your enquiries, support requests and correspondence with us.

We do not generally collect sensitive information. If we ever need to, we will only collect it with your consent or where the law allows.

3. How we collect personal information

We collect personal information in a number of ways, including:

  • Directly from you when you register for an account, request a demo, contact us, or use the platform.
  • Automatically through cookies and similar technologies when you use our website or platform (see section 9).
  • From third parties such as your employer, business partners or service providers, where it is reasonable to do so.

Where it is lawful and practical, you can deal with us anonymously or using a pseudonym. In most cases we need to identify you to provide our services.

4. Why we collect, hold, use and disclose personal information

We use personal information to:

  • Provide, operate and improve the platform and our services.
  • Set up and manage your account, and authenticate users.
  • Process payments and manage billing.
  • Generate tender pricing, Award compliance outputs and related deliverables.
  • Respond to your enquiries and provide customer support.
  • Send you service related communications, updates and, where permitted, marketing (see section 8).
  • Maintain the security and integrity of our systems.
  • Meet our legal, regulatory and contractual obligations.

We only use personal information for the purposes for which it was collected, for a related purpose you would reasonably expect, or where you have consented or the law otherwise permits.

5. Who we disclose personal information to

We may disclose personal information to:

  • Service providers who help us operate our business, including cloud hosting, data storage, analytics, payment processing, customer support and communications providers.
  • Artificial intelligence and machine learning providers whose models we use to process content within the platform. Content sent to these providers is used to generate your outputs and is handled under our agreements with them.
  • Professional advisers such as lawyers, accountants and auditors.
  • Authorities and regulators where required or authorised by law.
  • A purchaser or successor in the event of a sale, merger or restructure of our business.

We do not sell your personal information.

6. Overseas disclosure

Some of the service providers and AI providers we use store or process data outside Australia, including in [the United States and other countries]. Where we disclose personal information overseas, we take reasonable steps to ensure it is handled consistently with the APPs, including through contractual protections with those providers.

By using the platform, you acknowledge that your personal information may be stored or processed overseas.

7. Data security

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. These steps include access controls, encryption in transit, secure hosting and staff confidentiality obligations.

No method of transmission or storage is completely secure. While we work hard to protect your information, we cannot guarantee absolute security.

8. Direct marketing

We may send you marketing communications about our products and services where you have consented or where it is otherwise permitted. You can opt out at any time by using the unsubscribe link in our emails or by contacting us using the details below. We will action your request within a reasonable period.

9. Cookies and analytics

We use cookies and similar technologies to operate the website, remember your preferences, and understand how the platform is used. You can manage or disable cookies through your browser settings, although some features may not work properly if you do.

We may use analytics tools such as [analytics provider] to help us improve our website and services.

10. How long we keep your information

We keep personal information only for as long as we need it for the purposes described in this policy, or as required by law. When we no longer need it, we take reasonable steps to destroy or de-identify it.

11. Accessing and correcting your information

You can ask us to access the personal information we hold about you, or to correct it if it is inaccurate, out of date or incomplete. Contact us using the details below. We will respond within a reasonable period.

We may need to verify your identity before acting on your request. In some cases we may decline access or correction where the law allows, and if so we will explain why.

12. Complaints

If you have a concern or complaint about how we have handled your personal information, please contact us first using the details below. We will acknowledge your complaint and aim to resolve it within a reasonable period.

If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC):

13. Changes to this policy

We may update this policy from time to time. The current version will always be available on our website, and the "Last updated" date shows when it was last changed. We encourage you to review it periodically.

14. Contact us

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

BidPilot Pty Ltd (ABN 98 699 078 914)