Privacy Policy

VANGOV (Pty) Ltd ("VANGOV", "we", "us", or "our") operates the BidThinker financial adjudication platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform. By accessing or using BidThinker, you consent to the practices described in this policy.

1. Information We Collect

1.1 Account Information

When you create an account, we collect:

• Full name and display name
• Email address
• Password (stored in hashed form using bcrypt — we never store plaintext passwords)
• Professional role (e.g., Quantity Surveyor, Project Manager)
• Avatar preference

1.2 Project and Tender Data

When you use BidThinker to adjudicate tenders, we process:

• Project names, client details, and descriptions
• Uploaded PDF tender documents and their extracted financial data
• Analysis results including line-item comparisons, arithmetic checks, and market-relatedness scores
• Generated adjudication reports and their contents
• Comments and annotations added to projects

1.3 Usage and Technical Data

We automatically collect certain technical information when you access the platform:

• IP address and browser type
• Pages visited and actions taken within the platform
• Date, time, and duration of access
• Device type and operating system

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the BidThinker platform
• Process and analyse tender documents on your behalf
• Generate financial adjudication reports
• Authenticate your identity and manage your account
• Process subscription payments and manage billing
• Communicate with you about your account, invoices, and platform updates
• Ensure platform security and detect or prevent unauthorised access
• Comply with applicable legal obligations

3. Data Storage and Location

Your data is stored on servers hosted within Microsoft Azure infrastructure. Primary data storage is located in the South Africa North region (Johannesburg). Backup and redundancy services may utilise other Azure regions. All data transfers between regions are encrypted using TLS 1.2 or higher.

By using BidThinker, you acknowledge that your data may be processed in jurisdictions outside your country of residence. We ensure that appropriate safeguards are in place for any such transfers.

4. Data Processing — Azure AI Services

BidThinker uses Microsoft Azure AI Document Intelligence to extract structured data from uploaded PDF tender documents. When you upload a document:

• The PDF is transmitted securely (TLS 1.2+) to Azure's servers for processing
• Azure extracts tables, text, and financial figures from the document
• The extracted data is returned to BidThinker and stored in our database
• Microsoft does not retain your document data after processing is complete

For full details, refer to Microsoft's Data Privacy and Security documentation.

5. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share data only in the following circumstances:

• Service providers: Microsoft Azure (document processing and infrastructure), payment processors for billing
• Legal compliance: When required by applicable law, court order, or governmental authority
• Protection of rights: When necessary to protect the rights, safety, or property of VANGOV, its users, or the public
• Business transfers: In connection with a merger, acquisition, or sale of all or part of our business, with appropriate confidentiality obligations
• With your consent: When you explicitly authorise us to share specific information

6. Data Security

We implement industry-standard security measures to protect your information, including:

• Encryption in transit (TLS 1.2+) and at rest
• Hashed and salted password storage using bcrypt
• Session-based authentication with secure, HTTP-only cookies
• Role-based access controls limiting data access to authorised users
• Rate limiting on authentication endpoints to prevent brute-force attacks
• Regular security reviews and updates

No method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

7. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Right of access: Request a copy of the personal information we hold about you
• Right to rectification: Request correction of inaccurate or incomplete information
• Right to erasure: Request deletion of your personal information (subject to legal retention obligations)
• Right to object: Object to certain types of processing of your personal information
• Right to data portability: Request your data in a structured, machine-readable format
• Right to lodge a complaint: File a complaint with the relevant supervisory authority in your jurisdiction

Users in South Africa may exercise rights under the Protection of Personal Information Act (POPIA) and may lodge complaints with the Information Regulator of South Africa. Users in the European Economic Area may exercise rights under the GDPR.

To exercise any of these rights, contact us at privacy@vangov.com.

8. Data Retention

We retain your personal information for as long as your account is active or as needed to provide our services. Upon account deletion, all personal data is permanently removed within 30 days, except where retention is required by applicable law or for legitimate business purposes such as resolving disputes or enforcing agreements.

For full details, see our Data Retention Policy.

9. Cookies

BidThinker uses essential cookies only — specifically a single session cookie (vangov_session) used to maintain your authenticated state. We do not use advertising cookies, tracking cookies, or any third-party analytics cookies. You may disable cookies in your browser settings, but doing so will prevent you from logging in to the platform.

10. Children and Minors

BidThinker is a professional platform intended for use by adults in a business capacity. We do not knowingly collect personal information from individuals under the age of 18. If you believe a minor has provided us with personal information, please contact us at privacy@vangov.com and we will promptly delete such information.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date above. For significant changes, we will also send an email notification to registered users. Continued use of the platform after changes are posted constitutes your acceptance of the revised policy.

12. Contact Us

For any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact:

• Email: privacy@vangov.com
• Company: VANGOV (Pty) Ltd
• Country: South Africa

We aim to respond to all privacy-related enquiries within 10 business days.