Privacy Policy
Last Updated: May 28, 2026
1. Introduction
Bidzen.ai is an AI-powered RFP analysis and bid execution platform operated by GEMTECH PARAS SOLUTIONS PVT. LTD. This Privacy Policy explains how we collect, use, store, share, and protect information when you access or use Bidzen.ai, our website, platform, services, tools, dashboards, workflows, and related support services.
Bidzen.ai is designed for business users and organizations that need to discover, evaluate, analyze, manage, and prepare responses for public and private sector RFPs, tenders, bids, and contracts.
By using Bidzen.ai, you agree to the practices described in this Privacy Policy.
2. Information We Collect
We may collect the following types of information:
Account and Business Information
This may include your name, company name, designation, business email address, phone number, billing details, login credentials, user role, team structure, and subscription information.
User-Uploaded Documents and Data
You may upload RFPs, tenders, bid documents, technical documents, financial documents, eligibility documents, company credentials, certificates, checklists, supporting files, and other business records.
Tender, RFP, and Workflow Data
We may process tender/RFP details, deadlines, task assignments, document status, internal remarks, compliance checklists, bid preparation workflows, approval records, and related activity data.
Platform Usage and Analytics Data
We may collect information about how you use the platform, including login activity, pages viewed, features used, search activity, document processing activity, workflow actions, system logs, error logs, IP address, device type, browser type, and usage patterns.
Payment and Subscription Data
We may collect billing information, plan details, payment status, invoice records, tax details, and transaction references. Payment processing may be handled by third-party payment service providers.
Communications
We may collect information when you contact us for support, demos, onboarding, training, sales discussions, complaints, or service-related communication.
3. How We Use Your Information
We use your information to:
- check_circleProvide, operate, and improve Bidzen.ai.
- check_circleCreate and manage user accounts.
- check_circleAnalyze uploaded RFPs, tender documents, and related files.
- check_circleGenerate summaries, requirements, checklists, task flows, and bid preparation support.
- check_circleOrganize workflows, deadlines, approvals, and document tracking.
- check_circleProvide customer support, onboarding, training, and technical assistance.
- check_circleProcess subscriptions, invoices, payments, and renewals.
- check_circleSend service updates, security alerts, product notices, and account-related communication.
- check_circleMonitor platform performance, prevent misuse, and improve security.
- check_circleDevelop new features, analytics, and automation tools.
- check_circleComply with legal, regulatory, tax, audit, and contractual obligations.
4. AI Processing and User-Uploaded Content
Bidzen.ai uses AI and automation tools to assist users in understanding RFPs, extracting requirements, preparing checklists, organizing tasks, and supporting bid execution.
Important Notice
AI-generated outputs are for assistance only. They may contain errors, omissions, outdated interpretations, or incomplete analysis. You must independently review all AI-generated summaries, recommendations, checklists, documents, compliance outputs, and bid-related materials before relying on them or submitting them.
We do not guarantee that AI outputs will be complete, accurate, compliant, or suitable for any specific tender, RFP, bid, contract, or legal requirement.
5. Legal Basis for Processing
Where applicable, we process personal data based on one or more lawful grounds, including consent, performance of a contract, legitimate business interest, legal compliance, security requirements, and user-requested services.
For business customer accounts, the customer organization is responsible for ensuring that it has the right to upload, share, and process documents and data through Bidzen.ai.
6. How We Share Information
We do not sell your personal data.
We may share information with:
- arrow_forwardAuthorized users within your organization.
- arrow_forwardService providers who help us operate the platform, such as hosting providers, cloud infrastructure providers, analytics providers, customer support tools, email providers, and payment processors.
- arrow_forwardProfessional advisors, such as auditors, lawyers, consultants, and compliance advisors.
- arrow_forwardGovernment, regulatory, law enforcement, or judicial authorities where required by law.
- arrow_forwardBusiness successors in case of merger, acquisition, restructuring, or transfer of business assets.
All third-party service providers are expected to process data only for permitted business purposes and maintain suitable security measures.
7. Data Security
We use reasonable technical, administrative, and organizational safeguards to protect information from unauthorized access, loss, misuse, alteration, or disclosure.
These measures may include access controls, user authentication, encrypted transmission, secure hosting, activity logs, internal permission controls, and restricted access to sensitive data.
However, no platform, internet transmission, or electronic storage system is completely secure. You are responsible for maintaining the confidentiality of your login credentials and restricting unauthorized access to your account.
8. Data Retention
We retain information for as long as needed to provide services, maintain accounts, comply with legal or tax obligations, resolve disputes, enforce agreements, maintain audit records, and support business operations.
User-uploaded documents and workflow data may be retained during the subscription period and for a reasonable period after account closure unless deletion is requested and legally permitted.
We may retain anonymized or aggregated analytics data for product improvement and business analysis.
9. Confidential Business Information
Documents uploaded to Bidzen.ai may include sensitive commercial, technical, financial, legal, or tender-related information. We treat customer-uploaded business information as confidential and use it only to provide and improve the service, support the customer, comply with legal obligations, or as otherwise agreed with the customer.
You should not upload documents that you are not authorized to use, process, or share.
10. Cookies and Tracking Technologies
Bidzen.ai may use cookies, pixels, tags, local storage, and similar technologies to improve website performance, maintain sessions, remember preferences, understand usage, secure accounts, and improve services.
Types of Cookies We May Use
Essential Cookies
Required for login, authentication, security, and core platform functionality.
Performance and Analytics Cookies
Help us understand how users interact with the website and platform.
Preference Cookies
Remember settings such as language, interface preferences, or saved options.
Marketing Cookies
May be used to measure campaign performance or show relevant business communication, where permitted.
You can control cookies through your browser settings. Blocking some cookies may affect platform functionality.
11. International Data Transfers
Depending on the service providers we use, your information may be processed or stored in India or other countries. Where data is transferred outside your country, we take reasonable steps to ensure appropriate safeguards are in place as required by applicable law.
12. Your Rights
Subject to applicable law, you may have the right to access, correct, update, delete, or request information about your personal data. You may also request withdrawal of consent where processing is based on consent.
To exercise your rights, contact us at helpdesk@bidzen.ai. We may verify your identity before processing your request.
Certain requests may be limited where we must retain information for legal, contractual, audit, tax, security, or legitimate business reasons.
13. Customer Responsibility
If you are using Bidzen.ai on behalf of an organization, your organization is responsible for managing authorized users, assigning roles, uploading lawful content, obtaining necessary permissions, and ensuring that use of the platform complies with applicable law and internal policies.
14. Children’s Privacy
Bidzen.ai is a business platform and is not intended for children or personal use by minors. We do not knowingly collect personal data from children.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. The updated version will be posted on our website with a revised effective date. Continued use of Bidzen.ai after changes means you accept the updated policy.
16. Contact Us
For privacy-related questions, requests, or complaints, contact:
GEMTECH PARAS SOLUTIONS PVT. LTD.
Address: E-360, Third Floor, Nirman Vihar Metro Station Gate-4, New Delhi, 110092
Email: helpdesk@bidzen.ai
Grievance Email: Grievances@bidzen.ai
Website: www.bidzen.ai