Privacy Policy | Bidgood Consultancy

Privacy Policy for Bidgood Consultancy Ltd

Last updated: [Insert Date]

Bidgood Consultancy Ltd respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, use our services, or work with us in relation to bid writing, tender support, quality management, social value consultancy and associated business services.

Who we are

Bidgood Consultancy Ltd provides bid and tender writing services, quality management support, social value consultancy and related business services.

The data controller responsible for your personal data is:

Bidgood Consultancy Ltd

Contact: Tessa Shelley

Address: West Lodge, Sturrick Lane, Great Bentley, Colchester, Essex, United Kingdom, CO7 8PS

Website: www.bidgood.uk

Email: tessa@bidgood.uk

Company registered in England and Wales.

Company number: 16947741.

For the purposes of this Privacy Policy, “we”, “us” and “our” refer to Bidgood Consultancy Ltd.

What personal data we collect

We may collect and process different types of personal information depending on how you interact with us.

This may include:

Contact details such as your name, business name, job title, postal address, email address and telephone number.

Business information such as company details, project information, tender requirements, service enquiries, supplier information, accreditation details and contract-related information.

Communication records including emails, contact form submissions, meeting notes, phone call notes and any information you choose to send to us.

Service delivery information including documents, evidence, staff profiles, competency records, case studies, audit evidence, quality management information, social value information, stakeholder feedback, beneficiary or participant information, survey responses and performance data.

Website information such as your IP address, browser type, device information, pages visited, time spent on the site and how you reached the website.

Financial and administrative information such as invoicing details, payment records and contract correspondence.

We only collect personal data that is relevant to the purpose for which it is being used.

How we collect your personal data

We may collect personal data when you:

Visit our website.

Complete a contact form.

Email, phone or message us.

Ask us to provide a quote or proposal.

Become a client, supplier, contractor or partner.

Send documents or information for bid writing, tender writing, quality management, audit, social value or consultancy support.

Engage with us through networking, events, referrals or business introductions.

We may also receive information from third parties where this is necessary to deliver our services, such as client teams, contractors, consultants, tender portals, public sector procurement platforms, professional advisers or referral partners.

How we use your personal data

We may use your personal data to:

Respond to enquiries.

Provide quotes, proposals and service information.

Deliver bid writing, tender writing, quality management, auditing, social value and consultancy services.

Prepare tender submissions, PQQs, case studies, quality responses, mobilisation plans and supporting documents.

Upload information to tender portals where instructed by you.

Carry out quality management reviews, internal audits, gap analyses, findings, recommendations and improvement plans.

Support social value strategy, reporting, measurement, evaluation and impact assessments.

Manage contracts, projects, invoicing and client relationships.

Maintain accurate business records.

Improve our website, services, systems and communications.

Meet legal, regulatory, tax, accounting and compliance obligations.

Protect our business, website and systems from fraud, misuse or security threats.

Where possible, social value data and impact reporting information will be anonymised or aggregated before being used in reports, case studies or retained insight.

Our lawful basis for processing personal data

Under UK GDPR, we must have a lawful basis for using your personal data.

Depending on the circumstances, we may rely on one or more of the following lawful bases:

Contract: where processing is necessary to provide services to you or take steps before entering into a contract.

Legal obligation: where we need to comply with the law, including tax, accounting, data protection or regulatory requirements.

Legitimate interests: where we use your data for legitimate business purposes, provided your rights and freedoms do not override those interests.

Consent: where you have given clear permission for us to use your personal data for a specific purpose, such as receiving marketing communications.

Vital interests: in rare circumstances where processing is necessary to protect someone’s life or safety.

Marketing communications

We may use your contact details to send relevant updates, insights, service information or business communications where you have consented to receive them or where we have a legitimate interest in doing so.

You can opt out of marketing communications at any time by contacting us at tessa@bidgood.uk or by using any unsubscribe option provided in our communications.

We will not sell your personal data to third parties.

Sharing your personal data

We may share your personal data where necessary with:

Tender portals, procurement platforms or client systems where you have instructed us to upload or submit information.

Professional advisers such as accountants, legal advisers or business consultants.

IT, cloud storage, email, website, CRM, backup or security providers.

Contractors, associates or delivery partners working with us under appropriate confidentiality arrangements.

Public authorities, regulators, HMRC, law enforcement or other bodies where required by law.

We will only share information where there is a valid reason to do so and we will take appropriate steps to protect your data.

International transfers

Where possible, we aim to use UK or EEA-based systems and service providers.

Some service providers may process data outside the UK or European Economic Area.

Where this happens, we will take reasonable steps to ensure appropriate safeguards are in place, such as standard contractual clauses or other recognised transfer mechanisms.

How we protect your personal data

We take data protection seriously and use appropriate technical and organisational measures to protect personal data.

These may include encrypted storage, multi-factor authentication, access controls, secure backups, secure file transfer, password protection, restricted access to documents, secure disposal and careful management of confidential business information.

However, no method of data transmission or storage is completely secure.

We will continue to review and improve our security processes where appropriate.

How long we keep your personal data

We will only keep personal data for as long as necessary for the purpose it was collected, including legal, accounting, reporting and business record requirements.

As a general guide:

Bid, tender, audit and consultancy documents may be retained for up to 6 years after the end of the client relationship or project.

Financial and legal records may be retained for 6 years to comply with tax and accounting requirements.

Social impact evaluation datasets may be retained for up to 6 years where required for reporting, quality assurance or evidence purposes, with raw data deleted after reporting where appropriate.

Contractor CVs or profile information may be retained for 1 year unless the contractor is engaged or there is a clear business reason to retain the information for longer.

Enquiry data may be retained for a reasonable period to allow us to respond and manage future communications.

We may retain anonymised insights, reports or learning outcomes for quality assurance, service improvement and evidence purposes.

Cookies and website analytics

Our website may use cookies or similar technologies to improve user experience, understand website performance and support basic analytics.

Cookies are small files placed on your device when you visit a website.

You can usually adjust your browser settings to refuse or delete cookies.

If we use analytics tools, they may collect information such as pages visited, time on site, device type, browser type and approximate location.

This information helps us understand how people use the website and improve its content and functionality.

Links to other websites

Our website may contain links to third-party websites, resources or platforms.

We are not responsible for the privacy practices, content or security of those third-party websites.

You should review their privacy policies before providing any personal data.

Your data protection rights

Under UK data protection law, you have rights in relation to your personal data.

These may include the right to:

Access the personal data we hold about you.

Ask us to correct inaccurate or incomplete personal data.

Ask us to delete your personal data in certain circumstances.

Ask us to restrict how we use your personal data.

Object to certain types of processing.

Request data portability in certain circumstances.

Withdraw consent where we rely on consent to process your data.

Complain to the Information Commissioner’s Office.

To exercise your rights, please contact Tessa Shelley at tessa@bidgood.uk.

We may need to verify your identity before responding to your request.

Data breaches

If we become aware of a personal data breach, we will investigate it promptly, take appropriate steps to reduce any risk and document the incident.

Where required by law, we will notify the Information Commissioner’s Office within 72 hours and inform affected individuals where there is a high risk to their rights and freedoms.

Children’s privacy

Our services are aimed at businesses and organisations.

We do not knowingly collect personal data from children through our website.

If we become aware that we have collected data from a child without appropriate consent or lawful basis, we will delete it where required.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or business processes.

The latest version will be published on our website with the updated date shown at the top of the page.

How to contact us

For questions about this Privacy Policy or how your personal data is used, please contact:

Tessa Shelley