PRIVACY POLICY
Last updated: 9th October, 2026
1. Who we are
Clearpoint Bid Solutions Ltd is a company registered in Scotland, company number SC902064, with its registered office at 28 Byron Crescent, Aberdeen AB16 7EX.
In this policy, "we", "us" and "our" mean Clearpoint Bid Solutions Ltd.
For any question about this policy or your personal data, email hello@clearpointbids.co.uk
2. What this policy covers
This policy explains how we collect, use, store and protect personal data when you visit clearpointbids.co.uk, contact us, book a consultation, complete our Tender Readiness Assessment, subscribe to our newsletter or become a client.
Our services are for organisations, and our website is not intended for anyone under 18.
3. The personal data we collect
We may collect the following personal data:
Contact form: your name, organisation, email address, phone number, the nation you bid in, your sector, the service you need, estimated contract value, submission deadline, tender link and your message.
Booking a consultation: your name, email address and chosen appointment time, together with any information you choose to provide when booking.
Tender Readiness Assessment: your name, organisation, email address, assessment answers and score. Newsletter: your email address and your marketing preferences.
Clients: contact details for relevant staff and the documents, evidence and information you share with us for tender work.
Website use: technical information such as pages visited, device type and other usage information, as described in section 9.
Public sources: business contact details of people working for care providers, such as name, job title and work email, taken from public sources including regulator registers, published contract award notices, company websites and LinkedIn.
Please do not send us personal data about service users or other individuals unless it is necessary for the tender work and you are authorised to share it.
4. How we use your data and our lawful basis
Where we rely on legitimate interests, we consider whether our interests are necessary and balanced against your rights and interests.
We do not sell your personal data.
We do not use personal data to make solely automated decisions that produce legal or similarly significant effects. Your Tender Readiness Assessment score is calculated automatically from the answers you provide, but it is general guidance only. It does not determine your eligibility for a procurement or your likelihood of winning a contract.
During tender work, clients may provide personal data relating to their employees, workers, service users or other individuals.
Our role under data protection law depends on the circumstances and how the information is being used. Where Clearpoint Bid Solutions Ltd acts as a processor on a client's behalf, we process the personal data only in accordance with the client's documented instructions and the applicable written data processing terms.
Where we determine the purposes and means of processing particular personal data, we may act as a controller and will comply with the obligations that apply to us in that capacity.
We ask clients to anonymise or pseudonymise information about service users wherever the tender permits and to share only the personal data necessary for the work.
Clients remain responsible for ensuring that they are entitled to disclose personal data to us.
We share personal data only where necessary for running our business, delivering our services or complying with the law.
This may include providers of:
Where a supplier processes personal data on our behalf, we require appropriate contractual and security protections.
We may also disclose information where required by law, regulation, court order or a competent public authority.
We do not share one client's confidential tender documents with another client.
Some members of our team and some of our technology providers may access or process personal data outside the UK.
Where UK data protection law requires safeguards for an international transfer, we use an appropriate mechanism recognised under UK data protection law. Depending on the destination and circumstances, this may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or another legally recognised safeguard.
You can contact hello@clearpointbids.co.uk for more information about the safeguards that apply to your personal data and, where applicable, how to obtain a copy of them.
We keep personal data only for as long as reasonably necessary for the purpose for which it was collected, including any legal, accounting or regulatory requirements.
Our standard retention periods are:
We may delete or anonymise information earlier where it is no longer required.
Our website uses essential technologies required for the website to operate and uses privacy-focused analytics that do not place analytics cookies on your device.
Where we introduce any non-essential cookies or similar technologies that require consent, we will ask for your consent before they are used and update this policy.
Depending on the circumstances and the lawful basis we rely on, you may have the right to:
- ask for access to the personal data we hold about you;
- ask us to correct inaccurate or incomplete personal data;
- ask us to delete your personal data;
- ask us to restrict how we use your personal data;
- object to certain uses of your personal data, including processing based on legitimate interests;
- receive certain personal data in a portable format;
- withdraw your consent at any time where we rely on consent; and
- object to direct marketing at any time.
These rights are not absolute and may not apply in every circumstance.
To exercise any of these rights, email hello@clearpointbids.co.uk
We normally respond to valid requests within 1 month, although data protection law allows this period to be extended in certain circumstances. If an extension is necessary, we will tell you.
We may ask you to confirm your identity before acting on a request. Where a request is manifestly unfounded or excessive, we may charge a reasonable fee or decline it, and we will explain why. Please tell us if your details change, so the information we hold stays accurate.
If you are unhappy with how we handle your personal data, please contact us first at hello@clearpointbids.co.uk so that we can try to resolve your concern. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
We use appropriate technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.
These measures include access controls, encrypted connections, secure storage and limiting access to team members and service providers who need the information for their work.
No method of electronic transmission or storage is completely secure, but we review the measures we use at least once a year, and whenever the information we process or the risks involved change.
Where required by data protection law, we report a personal data breach to the Information Commissioner's Office without undue delay and, where feasible, within 72 hours of becoming aware of it. Where a breach is likely to result in a high risk to your rights and freedoms, we will also inform you without undue delay.
We may update this Privacy Policy from time to time.
When we make changes, we will publish the updated version on this page and change the "Last updated" date at the top.
We do not sell your personal data.
We do not use personal data to make solely automated decisions that produce legal or similarly significant effects. Your Tender Readiness Assessment score is calculated automatically from the answers you provide, but it is general guidance only. It does not determine your eligibility for a procurement or your likelihood of winning a contract.
5. Client work and information about other people
During tender work, clients may provide personal data relating to their employees, workers, service users or other individuals.
Our role under data protection law depends on the circumstances and how the information is being used. Where Clearpoint Bid Solutions Ltd acts as a processor on a client's behalf, we process the personal data only in accordance with the client's documented instructions and the applicable written data processing terms.
Where we determine the purposes and means of processing particular personal data, we may act as a controller and will comply with the obligations that apply to us in that capacity.
We ask clients to anonymise or pseudonymise information about service users wherever the tender permits and to share only the personal data necessary for the work.
Clients remain responsible for ensuring that they are entitled to disclose personal data to us.
6. Who we share personal data with
We share personal data only where necessary for running our business, delivering our services or complying with the law.
This may include providers of:
- website hosting and maintenance;
- business email and cloud storage;
- consultation booking;
- website forms and the Tender Readiness Assessment;
- analytics;
- accounting and professional services; and
- other technology required to deliver our services.
Where a supplier processes personal data on our behalf, we require appropriate contractual and security protections.
We may also disclose information where required by law, regulation, court order or a competent public authority.
We do not share one client's confidential tender documents with another client.
7. Transfers outside the UK
Some members of our team and some of our technology providers may access or process personal data outside the UK.
Where UK data protection law requires safeguards for an international transfer, we use an appropriate mechanism recognised under UK data protection law. Depending on the destination and circumstances, this may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or another legally recognised safeguard.
You can contact hello@clearpointbids.co.uk for more information about the safeguards that apply to your personal data and, where applicable, how to obtain a copy of them.
8. How long we keep your data
We keep personal data only for as long as reasonably necessary for the purpose for which it was collected, including any legal, accounting or regulatory requirements.
Our standard retention periods are:
- Enquiries and Tender Readiness Assessment results that do not lead to work: up to 24 months from the last meaningful contact.
- Client and engagement records: normally 6 years after the engagement ends, unless a longer or shorter period is required for a particular record.
- Newsletter and marketing details: until you unsubscribe or withdraw your consent, subject to retaining limited suppression information where necessary to respect your choice not to receive further marketing.
We may delete or anonymise information earlier where it is no longer required.
9. Cookies and analytics
Our website uses essential technologies required for the website to operate and uses privacy-focused analytics that do not place analytics cookies on your device.
Where we introduce any non-essential cookies or similar technologies that require consent, we will ask for your consent before they are used and update this policy.
10. Your rights
Depending on the circumstances and the lawful basis we rely on, you may have the right to:
- ask for access to the personal data we hold about you;
- ask us to correct inaccurate or incomplete personal data;
- ask us to delete your personal data;
- ask us to restrict how we use your personal data;
- object to certain uses of your personal data, including processing based on legitimate interests;
- receive certain personal data in a portable format;
- withdraw your consent at any time where we rely on consent; and
- object to direct marketing at any time.
These rights are not absolute and may not apply in every circumstance.
To exercise any of these rights, email hello@clearpointbids.co.uk
We normally respond to valid requests within 1 month, although data protection law allows this period to be extended in certain circumstances. If an extension is necessary, we will tell you.
We may ask you to confirm your identity before acting on a request. Where a request is manifestly unfounded or excessive, we may charge a reasonable fee or decline it, and we will explain why. Please tell us if your details change, so the information we hold stays accurate.
11. Complaints
If you are unhappy with how we handle your personal data, please contact us first at hello@clearpointbids.co.uk so that we can try to resolve your concern. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
12. Security
We use appropriate technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.
These measures include access controls, encrypted connections, secure storage and limiting access to team members and service providers who need the information for their work.
No method of electronic transmission or storage is completely secure, but we review the measures we use at least once a year, and whenever the information we process or the risks involved change.
Where required by data protection law, we report a personal data breach to the Information Commissioner's Office without undue delay and, where feasible, within 72 hours of becoming aware of it. Where a breach is likely to result in a high risk to your rights and freedoms, we will also inform you without undue delay.
13. Changes to this policy
We may update this Privacy Policy from time to time.
When we make changes, we will publish the updated version on this page and change the "Last updated" date at the top.