Privacy policy

1. Who is responsible

BidNorm is the data controller of the information described in this notice. For privacy questions or requests, email support@bidnorm.com.

This notice covers the public BidNorm website, early-access email requests and related enquiries. It does not describe the processing of customer quotations, uploaded documents or project data. We will provide the relevant service privacy information and contractual arrangements before onboarding customers for that processing.

2. Information we collect

When you request early access, we collect your email address and store the request date and its approval status. If you contact us, we also receive the contents of your message and any information you choose to include. You do not need to send quotations, documents or other people’s personal information to join the list.

Our hosting and service infrastructure may process IP addresses, browser and device information, request timestamps and error or security records when serving the website and protecting the request form. These technical records are separate from the email address you enter in the form.

Where a restricted sign-in is used, the authentication service processes the account identifiers and session information needed to authenticate that access and uses essential authentication cookies. Submitting an early-access request does not itself create a customer account or start document processing.

3. Why we use it

We use your email to record and respond to your request, assess and manage early access, and contact you about that request or an invitation. We use messages to answer enquiries and technical records to deliver, troubleshoot and secure the website and prevent abuse. We do not sell the list or send unrelated advertising.

We rely on our legitimate interests in managing interest in our own service, responding to enquiries and operating a secure website, balanced against your rights. Where you ask us to take steps towards a contract, we may rely on those requested steps. We rely on legal obligations where processing is required by law. If we introduce optional marketing that requires consent, we will obtain it separately and provide a way to withdraw it.

4. Cookies and tracking

The marketing website does not currently use advertising cookies or third-party analytics tracking. Restricted authenticated areas use necessary session cookies to maintain sign-in and protect access. We do not treat acceptance of essential cookies as consent to marketing.

You can manage cookies in your browser. Blocking authentication cookies may prevent sign-in, but a customer account is not required to request early access.

5. Providers and international processing

The request service uses application hosting, Neon for its database and Resend to send request notifications and related emails. Providers receive only information relevant to their role. Relevant information may also be accessed by the operator to administer requests and respond to you. We may disclose information where legally required.

Our application infrastructure is hosted in the United States, and providers may process information in other countries under their service arrangements. Where UK data protection law requires safeguards for a restricted transfer, an applicable adequacy arrangement or appropriate contractual safeguards must be in place. Email support@bidnorm.com for information about the arrangements relevant to your request.

Early-access email requests are not submitted to the document-extraction or AI-matching providers used for the future product workflow.

6. Retention and security

We retain request information while considering your request and managing the resulting early-access correspondence. You can ask us to remove your request at any time. We periodically review whether it is still needed; the criteria include whether your request remains active, whether you have asked to leave, and whether a continuing conversation requires the record.

We retain technical and security records only for their operational and security purposes, and correspondence only as needed to handle it or meet a legal requirement. Backup and provider copies may remain until their applicable retention cycles expire. We can explain the arrangements relevant to your information on request.

We use access restrictions, authenticated administration and encrypted connections to help protect information. No online service can guarantee absolute security.

7. Your rights and contact

Depending on the applicable conditions, you can request access, correction, deletion or restriction, object to processing based on legitimate interests, and request portability where the legal conditions apply. If we rely on consent, you can withdraw it without affecting earlier lawful processing. In particular, you can ask us to stop contacting you about early access.

Email support@bidnorm.com to make a request or raise a concern. We may need proportionate information to verify your identity. We normally respond within one month, subject to lawful extensions. You can also complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint/; you do not have to contact us first.

8. Changes

We will update this notice if the website, early-access process or handling of personal information changes, and show the updated date. Any customer document-processing service will need its own applicable privacy information and agreements; this early-access notice is not a substitute for those arrangements.