Privacy Policy

Last Updated: April 15, 2025

BidPrompt ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our web-based software, BidPrompt, designed to streamline tender documentation processes for Gram Panchayats in India. By accessing or using BidPrompt, you agree to the terms of this Privacy Policy.

1. Information We Collect

We collect the following types of information to provide and improve our services:

a. Personal Information

When you log in to BidPrompt using Google Login via Firebase Authentication, we collect the following personal information from your Google account, with your consent:

• Name: To personalize your experience.
• Email Address & UID: To identify and communicate with you.

b. Tender-Related Data

BidPrompt allows you to create and manage tender-related documents, such as notices, tender forms, comparative statements, and registers. The data you input, including but not limited to:

• Details of notices and tender forms.
• Comparative statements and other registers.
• Any additional notes or information related to tenders.

This data is stored securely in Firebase Database to ensure seamless access and management within the platform.

c. Usage Data

We may collect information about how you interact with BidPrompt, including:

• IP address.
• Browser type and version.
• Pages visited and time spent on the platform.
• Device information (e.g., operating system).

This data helps us analyze usage patterns and improve the platform's performance.

2. How We Use Your Information

We use the collected information for the following purposes:

• To Provide Services: Authenticate users, store and retrieve tender-related data, and enable document creation and management.
• To Improve BidPrompt: Analyze usage data to enhance functionality, user experience, and performance.
• To Communicate: Send important updates, notifications, or respond to your inquiries via email.
• To Ensure Compliance: Ensure that the platform adheres to legal and regulatory requirements, including those applicable to Gram Panchayat tender processes in India.
• To Secure the Platform: Detect and prevent unauthorized access or fraudulent activities.

3. Legal Basis for Processing

We process your personal information based on the following legal grounds, as applicable under the Information Technology Act, 2000, and other relevant Indian laws:

• Consent: By logging in via Google and using BidPrompt, you consent to the collection and use of your personal information as outlined in this policy.
• Contractual Necessity: Processing is necessary to provide you with access to BidPrompt's features and services.
• Legal Obligation: To comply with applicable laws and regulations in India.
• Legitimate Interests: To improve our services, ensure security, and prevent fraud, where such interests do not override your rights.

4. How We Share Your Information

We do not sell, trade, or otherwise transfer your personal information to third parties, except in the following circumstances:

• Service Providers: We use Firebase (a Google service) for authentication and data storage. Firebase processes your data in accordance with its own Data Processing Terms and Privacy Policy.
• Legal Requirements: We may disclose your information if required by law, court order, or government authority in India, such as to comply with tender-related regulations or investigations.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction, with appropriate safeguards in place.

5. Data Security

We take reasonable measures to protect your information from unauthorized access, loss, misuse, or alteration, including:

• Using Firebase's secure infrastructure for authentication and data storage.
• Implementing encryption for data in transit and at rest, where applicable.
• Regularly reviewing and updating our security practices.

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your personal and tender-related data for as long as necessary to:

• Provide you with access to BidPrompt's services.
• Comply with legal obligations, such as record-keeping requirements under Indian law.
• Resolve disputes or enforce agreements.

If you delete your account, we will remove your personal information from our systems, except where retention is required by law or for legitimate business purposes (e.g., audit logs).

7. Your Rights

Under applicable Indian laws, including the Information Technology Act, 2000, and the Digital Personal Data Protection Act, 2023 (if in force), you have the following rights regarding your personal information:

• The right to access your personal data held by us
• The right to update or correct inaccuracies in your data
• The right to request deletion of your personal data, subject to applicable legal obligations

To exercise these rights, please contact us at support@bidprompt.in. We will respond to your request within a reasonable timeframe, as required by law.

8. Third-Party Links

BidPrompt may contain links to third-party websites or services (e.g., Google Firebase). We are not responsible for the privacy practices or content of these third parties. We encourage you to review their privacy policies before interacting with them.

9. International Data Transfers

As BidPrompt uses Firebase, your data may be stored or processed in servers located outside India, such as in the United States. Firebase complies with international data protection standards, and we ensure that any data transfers are conducted in accordance with applicable Indian laws and regulations.

10. Cookies and Tracking Technologies

BidPrompt may use cookies or similar technologies to enhance your experience, such as maintaining your session or analyzing usage patterns. You can manage cookie preferences through your browser settings. Note that disabling cookies may affect the functionality of the platform.

11. Children's Privacy

BidPrompt is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information, we will take steps to delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated policy will be posted on this page with a revised "Last Updated" date. We encourage you to review this policy periodically.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Email: support@bidprompt.in
Address: West Bengal, India

We are committed to addressing your concerns promptly and in accordance with applicable laws.