Privacy notice
How we handle your information
Last updated: September 2026
Who we are
Shortlist Bid provides bid and tender review and writing services. We are the data controller for the personal information described in this notice. You can contact us about privacy at hello@shortlistbid.co.uk.
What we collect
- Enquiries: your name, email address, organisation and anything you tell us when you contact us.
- Client work: tender documents, draft answers and supporting material you send us, which may include names and details of your staff, referees or case studies.
- Business records: the details needed for quotes, invoices and payments.
This website does not use cookies, analytics or advertising trackers.
How and why we use it
- To reply to your enquiry and provide a quote (taking steps at your request before a contract).
- To deliver the services you have engaged us for (performance of a contract).
- To keep accounts and meet tax obligations (legal obligation).
- To run and improve our business, including occasional follow-up with past clients (legitimate interests). You can ask us to stop at any time.
We never sell your information or use it to market other people’s products.
Who we share it with
We use a small number of trusted providers to run the business, including email hosting, website hosting, secure file storage and AI software used under business terms that do not allow your data to be used to train their models. They process information only on our instructions. Some providers may store data outside the UK; where they do, we rely on recognised safeguards such as UK adequacy regulations or approved contract clauses.
How long we keep it
- Client documents are deleted or returned within 30 days of your submission deadline, unless we agree otherwise in writing.
- Enquiries that do not lead to work are deleted after 12 months.
- Invoices and accounting records are kept for as long as tax law requires.
Your rights
You can ask to access, correct or delete your information, object to or restrict how we use it, or ask for a copy to take elsewhere. Email hello@shortlistbid.co.uk and we will respond within one month.
If you are unhappy with how we have handled your information, please tell us first. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk.