Privacy notice

BidNivo is the responsible party for personal information processed through bidnivo.co.za and the BidNivo platform. Our registered contact address is 705 Stanza Bopape Street, Arcadia, Pretoria, 0007, South Africa.

Privacy enquiries and data-subject requests may be sent to privacy@bidnivo.co.za. General support enquiries may be sent to support@bidnivo.co.za, or made by telephone or WhatsApp at +27 72 652 8423.

Depending on how you use the service, we may process identity and contact information; account credentials; company and CIPC registration information; team membership and roles; billing, subscription and transaction references; company profiles; tender documents and bid-workspace content; communications with us; device, browser, IP-address, security and service-usage records; and information contained in documents submitted for analysis.

Please do not upload personal information that is unnecessary for a tender or that you are not lawfully permitted to process.

We collect information directly from account holders and invited users, from content uploaded or created in a workspace, automatically through secure service logs and essential technologies, from payment and communication providers, and from lawful public tender sources selected for discovery.

We process information to register and authenticate users; provide tender discovery, document analysis, alerts and collaboration tools; administer trials, subscriptions and payments; communicate service and security notices; prevent fraud, repeated-trial abuse and unauthorised access; improve reliability; maintain audit trails; enforce agreements; and comply with legal obligations.

Processing is undertaken where necessary to conclude or perform an agreement, comply with law, protect a legitimate interest, pursue BidNivo’s legitimate operational and security interests, or on consent where consent is the appropriate legal basis.

BidNivo uses automated tools, including document extraction and artificial-intelligence-assisted analysis, to identify possible requirements, dates, risks and submission details. These outputs assist human decision-making and are not final procurement, legal or professional decisions. Users must verify outputs against the official tender pack and issuing authority.

We may provide the minimum necessary information to contracted hosting, database, monitoring, email, document-processing, artificial-intelligence and payment providers acting as operators or independent responsible parties, as applicable. We may also disclose information where required by law, court process or a competent regulator; to investigate fraud or security incidents; or in a lawful corporate transaction subject to appropriate safeguards.

We do not sell personal information.

Some contracted technology providers may store or process information outside South Africa. Where section 72 of POPIA applies, BidNivo uses contractual, legal and organisational safeguards intended to ensure an adequate level of protection, or relies on another lawful basis permitted by POPIA.

We apply reasonable technical and organisational measures appropriate to the nature of the information, including access controls, role-based permissions, password protection, encrypted transport, logging, provider-access restrictions and incident-management procedures. No internet service can guarantee absolute security. Account owners must safeguard credentials, remove access that is no longer required and notify us promptly of suspected compromise.

Information is retained only for as long as reasonably necessary for the service, the purpose for which it was collected, legitimate dispute and security requirements, and applicable legal, accounting or regulatory obligations. Retention may differ by record type. When retention is no longer justified, information is deleted, destroyed, de-identified or placed beyond ordinary use, subject to secure backup rotation and lawful preservation requirements.

Subject to POPIA, you may request confirmation of whether we hold your personal information; access to it; correction or deletion of inaccurate, excessive or unlawfully obtained information; objection to certain processing; withdrawal of consent where processing relies on consent; and information about a qualifying automated decision. We may require reasonable proof of identity and may refuse or limit a request where the law permits.

Transactional messages about verification, security, tender alerts, billing and material service changes form part of the requested service. Marketing communications, where used, will provide an appropriate method to object or unsubscribe. Opting out of marketing does not stop necessary account or service notices.

Please first contact privacy@bidnivo.co.za so that we can investigate. You may also lodge a complaint with the Information Regulator (South Africa) using the contact channels published at inforegulator.org.za.

We may update this notice when our service, providers or legal obligations change. Material changes will be communicated through the platform or the account email address before or when they take effect, as appropriate.