BidBetter POPIA & Privacy
Your information. Protected and handled responsibly.
BidBetter is committed to protecting personal information and processing it responsibly in line with the principles of South Africa's Protection of Personal Information Act, 4 of 2013 (POPIA).
This page explains what personal information BidBetter may collect, why it is processed, how it is protected, the service providers that may process information on our behalf, and the rights available to users regarding their personal information.
This page is a plain-language trust explainer. It is designed with POPIA principles in mind and is not a certification or government approval. The Privacy Policy, Terms of Use and Security page remain authoritative where applicable.
What we may collect
Information we may collect
Depending on how you interact with BidBetter, the platform may process the following categories of personal information.
Account information
- Name and surname
- Email address
- Phone number
- Company name
- Role or job title
- Login and account information
Tender preferences
- Service categories
- Keywords
- Provinces
- Saved tenders
- Alert preferences
- Procurement interests
Workspace information
- Notes
- Tasks
- Comments
- Tender preparation content
- Bid Response Pack information
- Briefing questions
- Workflow activity
- Submission information
Documents
- Tender documents
- Company documents
- Compliance documents
- Other files users voluntarily upload
AI interactions
- Questions submitted to Ask Tender AI
- Tender-analysis requests
- AI-generated analysis
- AI-generated preparation content
Technical information
- Browser and device information
- IP address where applicable
- Session and security logs
- Usage information
- Cookies and similar technologies where applicable
Billing (where applicable)
- Subscription details
- Billing information
- Payment references
BidBetter does not unnecessarily collect or store full payment-card details itself. Card information is handled by BidBetter's third-party payment provider where applicable.
Purpose of processing
Why BidBetter processes personal information
Information is processed for clearly defined purposes connected to providing and improving the BidBetter platform.
BidBetter does not process personal information for unspecified or unrelated business purposes. Purpose limitation is maintained across the platform.
Responsible party and operator
Our role when processing information
For BidBetter's own service purposes
For information BidBetter collects to create and operate user accounts, manage subscriptions, communicate with users, provide alerts and operate the platform, BidBetter generally determines the purposes and means of processing.
On behalf of business customers
For information business customers voluntarily upload into their tender workspaces relating to their own employees, suppliers, subcontractors, clients or other individuals, BidBetter may process that information on behalf of the customer as part of delivering the platform.
Depending on the type of information and how it enters the platform, BidBetter may process personal information for its own service purposes or process information on behalf of business customers using the platform.
AI processing
AI and your information
How AI features use information
- BidBetter uses AI-powered features to analyse tender documents and respond to tender-related questions.
- Information you submit to AI features may be processed by technology providers supporting those features.
- BidBetter seeks to limit information sent to providers to what is necessary for providing the requested functionality.
- Avoid uploading unnecessary sensitive personal information into tender workspaces or AI prompts.
BidBetter periodically reviews the privacy and data-handling commitments of the technology providers supporting its AI functionality. Where model-training or data-use positions are updated by a provider, this page will be reviewed accordingly.
For technical detail, see the Security and Data Handling page.
Data hosting and cross-border
Where information may be processed
BidBetter relies on cloud and technology service providers to operate the platform. Depending on the service being used, personal information may be processed or stored outside South Africa.
Where cross-border processing occurs, BidBetter seeks to use reputable providers and appropriate contractual, technical and organisational safeguards to protect information.
This disclosure is consistent with the Security and Data Handling page and applies equally here.
Third-party providers
Service providers
BidBetter may use trusted third-party providers for areas relevant to operating the platform.
Provider-specific detail is available on the Security and Data Handling page.
Information security
How we protect information
BidBetter uses reasonable technical and organisational measures designed to protect information against unauthorised access, loss, misuse, alteration, disclosure and destruction.
No online platform can guarantee absolute security, but BidBetter works to apply safeguards proportionate to the nature of the information processed.
Retention
How long we keep information
BidBetter retains personal information only for as long as reasonably necessary to provide the service, comply with legal obligations, resolve disputes, maintain legitimate business records and protect the platform.
Retention periods may differ depending on the type of information and the purpose for which it is processed.
Data-subject rights
Your privacy rights
Subject to applicable law, users may request the following in relation to their personal information.
Consent and communications
Marketing communications
Service communications
BidBetter may send service-related communications necessary to operate your account, such as security notices, billing information, tender alerts you request and important product notifications.
Marketing communications
Marketing communications are handled separately. Where consent is required, users may choose whether to receive promotional communications and can withdraw that choice at any time. Marketing consent is not automatically bundled into account creation.
Age suitability
Children's information
BidBetter is designed for businesses and professionals participating in procurement activities and is not intended for use by children. BidBetter does not knowingly collect personal information from children.
Incident response
Security incidents
If a security incident occurs
Where BidBetter becomes aware of a security incident involving personal information, it will investigate and take reasonable steps to contain and address the incident. Where applicable legal notification obligations arise, BidBetter will follow the required notification process.
Specific notification timelines are not promised here unless verified as part of a formal incident-response policy.
Regulator
Questions and complaints
Users should first contact BidBetter with privacy-related concerns. Where a concern cannot be resolved directly, individuals have the right to approach South Africa's Information Regulator where appropriate.
Information Regulator (South Africa)Contact details are not copied here to avoid publishing out-of-date information. Refer to the official Information Regulator website for current details.
Contact us about privacy
Privacy questions and requests.
Use BidBetter's existing support channel to submit a privacy request, ask a privacy question or raise a concern. A dedicated privacy email is not published until formally configured.