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Privacy Policy

Last updated: 13 October 2026

This policy covers the Scenaxis Bid Tool at bidtool.scenaxis.com. Visitors to our website bid.scenaxis.com are covered by the website privacy notice.

1. Controller

Scenaxis Group Ltd (company number 17338410, registered in England and Wales), First Floor Office 3, Hornton Place, London W8 4LZ, United Kingdom, is the controller of the personal data of the people who use the tool. Contact: supportbidtool@scenaxis.com.

For the personal data your company puts into the tool about other people (your team, freelancers and partners, and anyone named in tender documents), your company is the controller and we act as its processor: we use that data only to provide the service, on your company's instructions.

2. What we collect

• Account details: name, work email, company name, password (stored securely by our authentication provider), your role in the company and the company you joined by invitation.
• Billing details: handled by Stripe; we do not store card numbers. We receive the name on the payment card and the billing email and address.
• Content you add: tender documents and Q&A, clarifications and addenda (kept as files, up to 50 MB each), assessments, tender summaries and change lists, comments, deliverables, budgets, settings, and the people you add to your team with their email address, role, rates and hours.
• Activity in the tool: who made or reviewed a change, wrote a comment or sent an email, and when; log-in times and usage counts.
• Emails sent from the tool: the recipients and content of emails your company sends to its team, and of reminders to a pitch lead.
• Support messages you send us by email, in the tool or on WhatsApp, with the page and tool version they were sent from.

3. Why we use it (lawful basis)

To provide the service under our contract with your company; to bill you; to keep the service secure; and to send you emails about your account and subscription. We do not use your data for marketing, we never sell it, and we never use it to train AI models.

4. Who processes it for us

• Supabase (database, log-in and storage of the documents you upload), hosted in London, UK.
• Netlify (hosting of the tool).
• Stripe (payments).
• Resend (account emails, reminders and the emails your company sends to its team, from noreply@scenaxis.com).
• Anthropic (AI analysis of the documents you upload, including tender summaries and change lists, through Netlify). Anthropic does not use them to train its models and deletes them within 30 days, except where content is flagged for misuse.
• WhatsApp (Meta), only if you choose to contact support on WhatsApp.

4a. Support access

Our support staff can see account details, subscription status and usage counts. They can see your uploaded content only while your company has switched on support access in Help & support (read-only, for up to 7 days, can be switched off at any time). Each view is logged with the staff member's email and time, and the log is visible to you.

4b. Who in your company sees what

Everyone in your company who has been invited can see its tenders, documents, summaries, comments and team details. Viewers and commenters cannot change them. Companies under one Agency subscription are kept separate: people only see the companies they belong to.

5. International transfers

Your account, content and stored documents are kept by Supabase in London, UK. Stripe, Netlify, Anthropic, Resend and WhatsApp are based in the United States or process data there. These transfers are protected by the UK–US data bridge or by the UK International Data Transfer Agreement / Addendum in each provider's data processing agreement.

6. How long we keep it

• Your account, content, stored documents and support messages: while your subscription is active, and for 180 days after it ends (read-only), then permanently deleted.
• Deleting a tender deletes its stored documents straight away. Deleting a file you added deletes it straight away.
• Invoices and billing records: 6 years, as required by UK tax law (kept by Stripe).
• You can ask us to delete your company's account and data earlier by emailing supportbidtool@scenaxis.com.

7. Your rights

You can ask to access, correct, delete or export your data, or object to processing, by emailing supportbidtool@scenaxis.com. If your request is about data your company put into the tool, we will pass it to your company and help it respond. You can complain to the Information Commissioner's Office (ico.org.uk).

8. Cookies

We only use the browser storage needed to keep you logged in and remember your settings. We do not use analytics or advertising cookies in the tool.

Scenaxis Group Ltd · Registered in England and Wales, company number 17338410 · First Floor Office 3, Hornton Place, London W8 4LZ, United Kingdom · supportbidtool@scenaxis.com