Privacy Policy

1. Who we are

HatuaBid Limited provides an AI-assisted tender assessment, compliance and bid-preparation platform. For questions about this policy or your information, contact info@hatuabid.com or call +254 794 789 789.

2. Information we may collect

• Account details, including name, business email, company name and authentication information.
• Company workspace information and documents voluntarily uploaded to the Confidential Company Document Library.
• Tender packs, addenda, clarifications, assessments, bidder decisions and documents prepared through the platform.
• Credit, billing and transaction records required to administer purchased services.
• Support messages and screenshots submitted for assistance.
• Security and technical information, such as session records, device or browser information, timestamps and system logs.

3. Why we use information

We use information to create and protect accounts, operate company workspaces, process tender documents, produce AI-assisted findings, match tender requirements to company evidence, administer credits, provide support, maintain audit records, prevent misuse and improve service reliability.

We process information only for a stated and lawful purpose, and aim to collect no more than is reasonably necessary for that purpose.

4. AI processing and service providers

Tender and company information may be processed by vetted hosting, storage, document-processing and AI service providers acting for HatuaBid. Information may be processed outside Kenya where necessary to deliver the service. HatuaBid will use appropriate contractual, technical and organisational safeguards and will not sell tender documents or personal information.

5. Confidential tender and company documents

Uploaded documents remain associated with the signed-in company workspace. Account users must have authority to upload them. HatuaBid applies access controls and security measures, but no online service can promise absolute security. Users should not upload passwords, banking credentials or unrelated personal information.

6. Retention and deletion

Information is kept only for as long as reasonably required to provide the service, maintain security and audit records, resolve disputes or meet legal obligations. Tender and company documents may be retained while the account is active or until an authorised user deletes them, subject to backup cycles and lawful retention requirements. More detailed self-service retention and export controls will be introduced before public launch.

7. Your rights

Subject to applicable law, you may ask to be informed about processing, access your personal information, correct inaccurate information, object to certain processing, request deletion of information that is no longer lawfully required, or raise a complaint with Kenya’s Office of the Data Protection Commissioner.

8. Security and incidents

HatuaBid uses account authentication, company-workspace separation, access controls and operational monitoring. If a reportable data incident occurs, HatuaBid will investigate and make notifications required by applicable law.

9. Changes and contact

We may update this policy as HatuaBid develops. Material changes will be communicated through the platform or registered email. Questions and privacy requests may be sent to info@hatuabid.com.