Privacy Policy

Data controller: TenderNexa.

Legal entity, registered address, privacy email and Data Protection Officer: These details will be added once confirmed by TenderNexa.

Until those details are published, privacy questions should be directed through the official TenderNexa support/contact channel shown on the website.

Depending on how you use TenderNexa, we may collect the following categories of information:

• Account information: name, email address, phone number, username, company name, role and account credentials.
• Business information: company registration details, KRA PIN or other business identifiers, address/location, industry, products or services, capabilities, experience, certifications and procurement preferences.
• Verification information: identification or business-registration information where required for a feature or verification process.
• Documents and user content: tender documents, proposals, quotations, certificates, licences, company profiles, supporting documents and other material you upload to your workspace.
• Payment information: billing details, transaction history, invoices, payment status and refund/chargeback information. Full card details should be handled by the applicable payment provider rather than stored by TenderNexa.
• Technical information: IP address, browser/device information, pages and features used, search activity, error logs and security-related information.
• Communications: support requests, feedback, surveys and communications with TenderNexa.
• AI feature information: information and documents you submit for tender matching, summarization, analysis, recommendations or other AI-assisted features.
• Cookies and similar technologies: information needed to keep the Service functioning, remember preferences, measure performance and, where applicable, support optional analytics or marketing.

We may use information to:

• create and manage accounts;
• provide tender discovery, matching, analysis, alerts and workflow features;
• process subscriptions and payments;
• store and organize documents and workspace information;
• provide customer support;
• protect accounts, detect fraud, investigate security incidents and prevent misuse;
• maintain, troubleshoot and improve the Service;
• personalize recommendations and tender alerts;
• send transactional and, where permitted, marketing communications;
• comply with legal obligations and respond to lawful requests; and
• establish, exercise or defend legal claims.

Where applicable, TenderNexa may process personal data on the basis of performance of a contract, compliance with a legal obligation, consent, or legitimate interests, depending on the purpose and applicable law.

Where processing relies on consent, you may withdraw consent, although withdrawal does not affect processing that was lawful before withdrawal or processing that can continue on another lawful basis.

If you choose to publish a business profile or other information publicly, some information may be visible to other users and may be indexed by search engines.

Do not publish personal or confidential business information unless you intend it to be publicly available.

You remain responsible for the information you choose to publish and should review available visibility settings before publishing.

You retain ownership of documents and other content you upload.

TenderNexa may store, process and analyze uploaded content as necessary to provide the Service, including tender matching, document analysis, checklists and bid-workspace features.

Private workspace documents are intended to be accessible only to you and authorized team members or collaborators, subject to your account settings and the Service’s access controls.

TenderNexa will not intentionally disclose private uploaded documents to third parties except as necessary to provide the Service, where you authorize disclosure, where a service provider processes data on TenderNexa’s behalf, or where disclosure is required or permitted by law.

You are responsible for ensuring that you have the rights and permissions necessary to upload and use documents.

TenderNexa may collect, organize, reformat and display information from public or authorized procurement sources.

TenderNexa may identify a source, reference number, dates, status and verification information where available.

Information originating from an official procurement authority remains subject to that authority’s records and updates. TenderNexa does not guarantee that an opportunity remains open or that every amendment, cancellation, extension or other change will be reflected immediately.

Users should always review the original official tender notice and documents before relying on tender information or submitting a bid.

TenderNexa may use essential cookies to keep users signed in, maintain security and operate core features.

Where optional analytics, advertising or similar technologies are used, TenderNexa may provide appropriate notice and consent or preference controls as required by applicable law.

You can also control cookies through your browser. Blocking essential cookies may affect some features.

TenderNexa may use AI to match businesses with tenders, summarize documents, identify potential requirements, answer questions, generate checklists and provide other procurement-related assistance.

AI features may process company-profile information, tender documents, search queries, preferences, feedback and other information needed to provide the requested feature.

AI outputs can contain errors or omissions. TenderNexa does not treat AI recommendations as legal, financial, procurement or other professional advice.

TenderNexa should not be represented as using personal or business content to train external AI models unless that practice has actually been implemented and disclosed.

Any use of user content for model training or broader model improvement should be subject to the actual AI-provider arrangements and any consent or notice required by applicable law.

Subscriptions may be paid using payment methods made available by TenderNexa, such as M-Pesa or cards.

Payment details may be processed by third-party payment providers. TenderNexa will only retain payment information that it actually receives and needs for billing, reconciliation, support, fraud prevention or legal obligations.

Payment providers may have their own privacy policies and terms, which also apply to their processing of payment information.

TenderNexa may use third-party providers for hosting, infrastructure, payments, email and notifications, analytics, AI services, customer support, security and other functions necessary to operate the Service.

The specific providers and processing locations will be identified in TenderNexa’s internal vendor records and, where appropriate or required, disclosed in an updated version of this Privacy Policy.

TenderNexa should not name a provider, claim a certification, or state a processing location unless that information has been confirmed.

Depending on the providers used by TenderNexa, information may be processed or stored in Kenya or other countries.

Where personal data is transferred internationally, TenderNexa will apply safeguards required by applicable data protection law.

The countries, providers and transfer mechanisms should be updated in this policy once TenderNexa’s actual infrastructure and vendor arrangements are confirmed.

TenderNexa retains information only for as long as reasonably necessary for the purposes described in this policy, including providing the Service, maintaining records, resolving disputes, preventing fraud, complying with legal obligations and enforcing agreements.

Exact retention periods for account data, uploaded documents, payment records, support records, logs and backups will be set according to TenderNexa’s actual operational and legal requirements.

Some information may need to be retained after account closure because of legal, accounting, security, dispute-resolution or other legitimate requirements.

Backup copies may remain for a limited period after deletion while they cycle out of normal backup systems.

TenderNexa uses reasonable technical and organizational measures intended to protect personal and business information against unauthorized access, loss, misuse, alteration or disclosure.

Security measures may include access controls, authentication, secure transmission, restricted administrative access, logging, backups and other safeguards appropriate to the Service.

Specific encryption standards, certifications, penetration-testing schedules and other technical claims will only be stated once confirmed.

No online service can guarantee absolute security. You are responsible for protecting your account credentials and promptly reporting suspected compromise.

Subject to applicable law, you may have rights relating to your personal data, including the right to access, correct, delete, restrict or object to certain processing, request data portability, and withdraw consent where processing is based on consent.

You may also have the right to complain to the relevant data protection authority.

Some rights are subject to legal exceptions or conditions. TenderNexa may need to verify your identity before responding to a request.

To request access, correction, deletion, restriction, portability or other privacy assistance, contact TenderNexa through the privacy/support contact published on the website.

When requesting access or deletion, provide enough information for TenderNexa to identify your account and understand the request. TenderNexa may request reasonable identity verification to protect your information.

TenderNexa will handle valid requests within the time required by applicable law.

TenderNexa may send essential service communications such as account confirmations, password resets, payment notices, security alerts and important service updates.

Where required, marketing communications will be sent based on consent or another lawful basis. You can unsubscribe from marketing communications at any time.

Unsubscribing from marketing does not stop essential service or security communications.

If you use TenderNexa through a Business or Enterprise account, account owners or administrators may control access to shared workspaces and documents.

Your organization may have its own rules concerning information you upload to a company account. TenderNexa is not responsible for access decisions made by an organization’s administrator.

Organizations should promptly remove access for users who no longer require it.

TenderNexa is intended for business and procurement users and is not directed to children.

We do not knowingly collect personal data from children in circumstances where collection would be unlawful. If you believe a child has provided personal information improperly, contact TenderNexa so the matter can be reviewed.

TenderNexa may contain links to government portals, procurement websites, payment services and other third-party services.

Those third parties operate under their own privacy policies and terms. TenderNexa is not responsible for the privacy practices of third-party websites or services.

If TenderNexa becomes aware of a personal data breach, it will assess and respond to the incident and make notifications to affected individuals or regulators where required by applicable law.

Any notification will depend on the nature of the incident, the information affected and applicable legal requirements.

TenderNexa may update this Privacy Policy when its services, technology, legal obligations or data practices change.

The updated version will be published on the TenderNexa website with a revised “Last Updated” date. Where required by law, TenderNexa will provide additional notice or obtain consent.

Official privacy contact details will be added once TenderNexa’s legal entity, registered address, privacy email and other contact details are confirmed.

Until then, users should use the official TenderNexa support/contact channel displayed on the website for privacy questions or requests.