Terms & Conditions

Bidding Brain is an AI-powered software platform designed to help organisations manage, analyse and improve their tendering and bid processes.

Our services may include:

• Tender analysis and requirement identification
• Knowledge Bank functionality
• AI-assisted drafting and response development
• Smart Assist tools
• Bid scoring and analysis
• Project and staff expertise discovery
• Bid workflow and task management
• Collaboration and commenting
• Reporting and analytics
• Integrations with third-party systems
• Other features introduced or developed from time to time.

We may update, improve or modify the platform and its functionality as the product develops.

You must provide accurate information when creating an account.

You are responsible for:

• Keeping your login credentials secure
• Ensuring only authorised users access your account
• Maintaining the confidentiality of your account information
• All activity carried out through your account.

You must notify us promptly if you believe your account has been accessed without authorisation.

You must be at least 18 years old and authorised to enter into an agreement on behalf of your organisation where the account is being used for business purposes.

Where offered, Bidding Brain may provide a free trial for a specified period.

Unless otherwise stated:

• The trial provides access to the features specified on the relevant trial page
• No payment is required to start the trial where no payment details are requested
• We may limit or modify trial availability at our discretion
• We may contact you during or following the trial regarding your use of the service.

At the end of a free trial, your access may expire unless you choose to subscribe to a paid plan.

Paid subscriptions are charged according to the plan and billing frequency selected when you subscribe.

Prices are displayed on our website and may change from time to time. Any price change will not affect a subscription period already paid for.

Where annual billing is offered, any advertised annual discount applies to the applicable annual subscription price.

Unless otherwise stated, subscriptions renew automatically at the end of each billing period.

You authorise our payment provider to charge the applicable subscription fees to your chosen payment method.

All prices are exclusive of VAT or other applicable taxes unless expressly stated otherwise.

You may cancel your subscription at any time in accordance with the cancellation process provided within your account or by contacting us.

Cancellation will normally take effect at the end of the current paid billing period.

Unless required by law or expressly agreed otherwise, we do not provide refunds for unused portions of a subscription period.

We may suspend or terminate an account where payment is overdue, these Terms are breached, or continued access presents a security or legal risk.

You retain ownership of the information, documents, data and other material you upload to Bidding Brain ("Your Content").

This may include:

• Tender documents
• Project information
• CVs
• Company information
• Previous bid submissions
• Project feedback
• Pricing or commercial information
• Other business information.

You grant us the limited rights necessary to host, process, store and display Your Content solely for the purpose of providing and improving the services to you, subject to our Privacy Policy and any applicable data processing agreement.

You are responsible for ensuring that you have the necessary rights and permissions to upload and process Your Content through Bidding Brain.

Bidding Brain uses artificial intelligence to analyse information and generate suggestions, drafts, recommendations and other outputs.

AI-generated content should be treated as assistance rather than a substitute for professional judgement.

You are responsible for reviewing and approving all AI-generated content before it is submitted to a client, customer, contracting authority or other third party.

We do not guarantee that AI-generated content will always be:

• Accurate
• Complete
• Current
• Suitable for a particular tender
• Free from errors
• Free from omissions.

You should independently verify important facts, figures, references, commitments and claims before submitting a bid.

Bidding Brain may provide scoring, recommendations, insights or suggestions relating to tender responses.

These are intended to support your decision-making and do not constitute professional, legal, financial, procurement or commercial advice.

You remain responsible for decisions regarding:

• Whether to bid
• How to respond
• The content of your submission
• Compliance with tender requirements
• Pricing and commercial commitments
• Final submission and approval.

Bidding Brain may integrate with third-party services including document management, cloud storage, communication or business systems.

Your use of third-party services is subject to the relevant third party's own terms and conditions.

We are not responsible for the availability, security or functionality of third-party services outside our reasonable control.

All intellectual property rights in Bidding Brain, including the software, platform, interface, branding, designs, documentation and underlying technology, belong to us or our licensors.

Your subscription gives you a limited, non-exclusive, non-transferable right to use Bidding Brain during your subscription period in accordance with these Terms.

You may not:

• Copy or reproduce the software
• Reverse engineer or attempt to extract the source code
• Resell or sublicense the platform
• Circumvent security or access controls
• Use the platform to build a competing product.

We recognise that information uploaded to Bidding Brain may be commercially sensitive.

We will take reasonable measures to protect confidential information and will not knowingly disclose it to third parties except where:

• Necessary to provide the services
• Required by law
• Required to protect our rights or the security of the platform
• You have given us permission to do so.

Additional confidentiality, security or data processing requirements may be agreed separately with enterprise customers.

Where we process personal data on your behalf, the parties will comply with applicable data protection legislation.

For UK customers this may include the UK GDPR and Data Protection Act 2018.

Our processing of personal data is described further in our Privacy Policy and, where applicable, a Data Processing Agreement.

We take reasonable technical and organisational measures to protect the Bidding Brain platform and customer information.

However, no online service can guarantee absolute security.

You are responsible for maintaining appropriate security practices within your organisation, including user access controls and protection of login credentials.

We aim to provide a reliable service but do not guarantee that Bidding Brain will always be available or uninterrupted.

The service may occasionally be unavailable because of:

• Planned maintenance
• Updates
• Security measures
• Third-party service interruptions
• Technical problems
• Events outside our reasonable control.

You must not use Bidding Brain:

• For unlawful purposes
• To upload material you do not have permission to use
• To attempt to compromise or disrupt the platform
• To gain unauthorised access to another user's account
• To upload malicious software
• To misuse the platform or its AI functionality.

We reserve the right to suspend access where we reasonably believe the platform is being misused.

To the maximum extent permitted by law, Bidding Brain will not be liable for indirect, incidental or consequential losses arising from your use of the service.

This may include loss of profits, revenue, business opportunity, goodwill or anticipated savings.

Nothing in these Terms excludes or limits liability where doing so would be unlawful, including liability for fraud or fraudulent misrepresentation, or for death or personal injury caused by negligence.

Subject to the preceding paragraph, our total aggregate liability arising out of or in connection with the services will not exceed the greater of £100 and the fees paid or payable by you for the services during the 12 months immediately preceding the event giving rise to the claim.

You agree to indemnify us against reasonable losses, claims and expenses arising from your misuse of the service or your breach of these Terms, including claims arising from Your Content where you did not have the necessary rights or permissions to use it.

We may update these Terms from time to time.

Where changes are material, we will take reasonable steps to notify customers.

Continued use of Bidding Brain after updated Terms take effect constitutes acceptance of the revised Terms.

We may terminate or suspend your access if you materially breach these Terms, fail to pay applicable fees, misuse the service or create a security or legal risk.

Upon termination, your right to access the platform will end.

We will handle your data in accordance with our applicable data retention and deletion policies.

These Terms are governed by the laws of Northern Ireland.

Any disputes arising from these Terms will be subject to the jurisdiction of the courts of Northern Ireland, unless applicable law requires otherwise.

If you have any questions about these Terms, please contact Bidding Brain at [email protected].