ClearBid privacy notice
Last updated 15 October 2026.
ClearBid is a trading name of Jamie Shepherd, sole trader, who is the controller of your personal data. Contact: hello@clearbiduk.com. Address: [business address]. ICO registration number: [to be added].
Who this covers
- People who use our free Bid Matcher
- People who contact us or buy from us
- People at businesses we email about our services
- People named in documents our clients send us (for example staff CVs)
- People who apply to work with us as freelance reviewers
What we collect and why
| Who | What | Why | Lawful basis |
|---|---|---|---|
| Bid Matcher users | Email, company website address, the text of your public web pages (kept 24 hours), the report we generate, and your marketing choice | To scan your public website, match you to tenders and email your report | Contract (providing the free service you asked for). Marketing emails only if you tick the box (consent) |
| Enquiries and clients | Name, company, role, email, phone, what you tell us, payment records | To reply, quote, deliver, invoice and keep tax records | Contract; legal obligation (tax records); legitimate interests (running our business) |
| Business contacts we email | Name, role, business email, company, the public contract that made you relevant, and where we found each item | To offer services relevant to your business | Legitimate interests (direct marketing). We only email limited companies, LLPs and other corporate bodies without prior consent |
| People named in client documents | What the client gives us (usually CVs and role details) | To prepare the client’s tender | We act as the client’s processor; the client’s privacy notice applies |
| Reviewer applicants | Name, contact details, CV, experience, test results, interview notes | To assess applications and engage reviewers | Steps before entering into a contract; legitimate interests |
Where we get information
Business contact details come from public sources: Find a Tender, Contracts Finder, Companies House and company websites. Bid Matcher reports use public tender and award data under the Open Government Licence.
Automated decisions and AI
We use AI to analyse tenders, draft text, score how well a business matches a tender, and help screen reviewer applications. Bid Matcher scores are automated estimates and have no legal or similarly significant effect on you. A person makes every decision about reviewer applications; you can ask for a human to review anything AI produced about you, and to explain how it was reached.
Sharing
We use service providers (processors) under written contracts:
- Anthropic (AI analysis and drafting), under its commercial terms and data processing agreement. Anthropic does not train models on our data. It keeps inputs for a limited period (currently up to 30 days) for abuse monitoring, then deletes them.
- Google (email and documents), Stripe (payments), Netlify (website hosting and the Bid Matcher), Supabase (client area database and file storage, London region), [email verification provider] (checking business email addresses are valid).
- Freelance bid reviewers based in the UK, under confidentiality and data protection agreements.
Some providers process data in the United States. Where they do, transfers are protected by the UK International Data Transfer Addendum or the UK-US data bridge. We never sell personal data.
How long we keep it
- Clients: 6 years after our last invoice (tax records)
- Tender documents: 12 months after our last work for the client
- Bid Matcher users who don’t become clients: 12 months after the report
- Business contacts who haven’t replied: 12 months after our last email
- Reviewer applicants not engaged: 6 months after the decision
- Opt-outs: kept indefinitely as a minimal suppression list (email address and date) so we never contact you again
Your rights
You can ask to see, correct or delete your data, restrict or object to our use of it, or object to marketing at any time. Reply “stop” to any email, or write to hello@clearbiduk.com. We reply within one month.
If you are unhappy with how we handle your data, please complain to us first at hello@clearbiduk.com: we acknowledge complaints within 30 days. You can also complain to the Information Commissioner’s Office (ico.org.uk).
Cookies
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