Intelligent Tenders Inc.
Intelligent Tenders Inc. – Privacy Policy
Effective Date: 29 July 2025 Last Updated: 29 July 2025
This document is a template for your review and does not constitute legal advice. Engage qualified counsel to confirm compliance with all laws governing your business and data flows.
1. Scope & Applicability
This Privacy Policy explains how Intelligent Tenders Inc. ("ITI," "we," "our," or "us") collects, uses, discloses, and safeguards "Personal Information" obtained through:
intelligenttenders.com and its sub-domains (e.g., app.intelligenttenders.com);
any desktop or mobile applications we operate; and
related services, content, and communications (collectively, the "Services").
It applies to visitors, account holders, and end-users (collectively, "you").
We comply with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), the Yukon Personal Information Protection Act (YPIPA), and—where they apply—the EU/UK General Data Protection Regulation (GDPR) and California Consumer Privacy Laws (CCPA/CPRA).
2. Definitions
Personal Information – information about an identifiable individual or household, including "personal data" under the GDPR.
Processing – any operation performed on Personal Information (collection, storage, use, disclosure, deletion, etc.).
Controller – the entity that determines the purposes and means of Processing Personal Information (ITI for the Services).
3. What We Collect
Category Examples Purpose / Legal Basis*
Account Data Name, organisation, email, hashed password, billing address Contract performance; legitimate interest – account management
Profile & Preferences Avatar, language, notification settings Contract performance; legitimate interest – UX personalisation
Content Data Documents, prompts, attachments, chat transcripts, model outputs Contract performance; legitimate interest – provide & improve AI drafting
Usage Data IP address, device/browser type, timestamps, feature interactions, error logs Legitimate interest – security, analytics, debugging
Payment Data Encrypted card token, last 4 digits, transaction history (processed by Stripe) Contract performance; legal obligation – financial record-keeping
Marketing Data Newsletter opt-in status, survey responses, campaign metrics Consent (where required); legitimate interest – communicate offers
*For GDPR jurisdictions, legal bases are identified in italics.
We do not intentionally collect data from children under 16. If you believe a child has provided data, email privacy@intelligenttenders.com and we will delete it.
4. How We Use Personal Information
We process Personal Information to:
Provide, maintain, and improve the Services and customer support;
Authenticate users and secure accounts;
Generate AI-assisted drafts and recommendations;
Process transactions and manage subscriptions;
Monitor, detect, and prevent fraud, abuse, or security incidents;
Personalise content, features, and marketing communications (with opt-out options);
Conduct research, analytics, and product development (using aggregated or pseudonymised data where possible);
Satisfy legal or regulatory obligations, enforce our Terms of Use, and protect our rights.
We do not use Personal Information for automated decision-making that produces legal or similarly significant effects without human review.
5. Cookies & Similar Technologies
We use first- and third-party cookies, local storage, and pixels to:
maintain session security,
remember preferences,
measure site performance, and
serve marketing or remarketing campaigns.
Browser settings allow you to disable cookies, but some features may malfunction. EU/UK visitors receive a consent banner that offers granular controls.
6. Disclosures & International Transfers
Recipient / Location Purpose Safeguards
Cloud hosting (Vercel, AWS – Canada/USA/EU) Infrastructure & backup Standard contractual clauses (SCCs); encryption in transit/at rest
AI model providers (e.g., OpenAI, Anthropic – USA) Text generation & analysis Data Processing Addenda; no model training on customer prompts
Payment processors (Stripe – USA/CA/EU) Billing & fraud prevention PCI-DSS compliance; tokenisation
Error logging & analytics (Sentry, PostHog – EU/USA) Debugging & UX analytics IP masking, pseudonymised IDs
Professional advisors & auditors (Canada) Compliance, accounting, legal Confidentiality obligations
Government, regulators, courts Legal compliance, protect rights Narrowly tailored disclosures
Some jurisdictions where data is stored or processed may have different privacy laws. We rely on adequacy decisions, SCCs, or other lawful transfer mechanisms under GDPR, and comparable safeguards under PIPEDA.
7. Retention
We keep Personal Information only as long as necessary for the purposes outlined or as required by law (e.g., tax, audit). Upon account closure we:
immediately deactivate login access;
delete Content Data after 90 days (unless you request earlier deletion); and
retain billing records for seven years (mandatory).
Back-ups are purged on a rolling 30-day cycle.
8. Security
ITI employs administrative, technical, and physical safeguards, including:
TLS 1.3 encryption for data in transit;
AES-256 encryption for data at rest;
role-based access controls;
MFA for privileged accounts;
annual penetration testing and continuous vulnerability scanning;
ISO/IEC 27001-aligned policies and staff security training.
No system is 100% secure; you share responsibility for keeping passwords confidential.
9. Your Rights & Choices
Jurisdiction Rights
Canada (PIPEDA) Access, correction, withdraw consent for marketing, complain to OPC
GDPR (EU/UK) Access, rectification, erasure, portability, restrict/object to processing, lodge complaint with Supervisory Authority
California (CCPA/CPRA) Know/access, delete, correct, opt-out of "sharing" for cross-context ad targeting, limit use of sensitive data
To exercise any right, email privacy@intelligenttenders.com or use in-app controls. We will verify identity and respond within 30 days (45 days for CCPA). Exercising rights will never lead to discriminatory treatment.
10. Third-Party Links
The Services may contain links to external sites or services we do not control. This Policy does not govern their data practices; review their policies separately.
11. Changes to This Policy
We may amend this Policy periodically. Material changes will be highlighted via email or in-app notice at least 30 days before they take effect. The "Last Updated" date reflects the latest revision.
12. Contact & Complaints
Privacy Officer
Intelligent Tenders Inc.
P.O. Box XXXX, Whitehorse, Yukon Y1A X0X, Canada
Email: privacy@intelligenttenders.com
Tel: +1 867 555 0123
If you are unsatisfied after contacting us, you may lodge a complaint with:
Office of the Privacy Commissioner of Canada (OPC) – www.priv.gc.ca
Your provincial privacy commissioner (e.g., Yukon IPC)
Your GDPR Supervisory Authority (EU/UK users)
California Privacy Protection Agency (CPPA) (California residents)