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BidMatchAI Privacy Policy

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Effective Date: August 4, 2025
Last Updated: August 4, 2025

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1. Introduction

BidMatchAI Inc. (“BidMatchAI”, “we”, “us”, or “our”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, transfer, and protect the personal information you provide to us when using our platform (www.bidmatchai.com) and related services (the “Service”).

We comply with international data protection laws, including but not limited to:

  • The European Union General Data Protection Regulation (“GDPR”)

  • The Personal Information Protection and Electronic Documents Act (“PIPEDA”) in Canada

  • The California Consumer Privacy Act (“CCPA”)

  • The Turkish Personal Data Protection Law (“KVKK”)

By accessing or using our services, you consent to the data practices described in this Privacy Policy.

2. Information We Collect

We collect and process various types of personal and business information including:

2.1 Personal Identification Information

  • Full name

  • Email address

  • Phone number

2.2 Business Information

  • Company name

  • Product catalog data (including uploaded files)

  • HS/GTIP codes and target market details

2.3 Technical Data

  • IP address

  • Device information (type, browser, operating system)

  • Usage and session data collected via cookies and similar tracking technologies

2.4 Financial Data

  • Payment transaction details processed securely through third-party providers (e.g., Stripe)

2.5 Communication Data

  • Emails, messages, support requests, and feedback you send us

2.6 Marketing Preferences (optional)

  • Subscription preferences, consent for marketing communications

3. How We Collect Your Data

  • When you register and create an account

  • Via contact forms, RFQ submissions, and platform dashboard interactions

  • Through third-party analytics services such as Wix, Stripe, and Google Analytics

  • Via cookies and similar tracking technologies (see Cookie Policy)

We never collect data unlawfully or without your explicit consent.

4. Use of Your Data

Your data is processed solely for the following purposes:

  • To provide and manage your account and the services you subscribe to

  • To deliver trade intelligence, analytics, supplier-buyer matching, and reports

  • To process payments and billing

  • To send you important service-related notifications and marketing communications (if consented)

  • To improve and personalize our services and user experience

  • To ensure platform security and prevent fraud or misuse

  • To comply with legal and regulatory obligations

5. Legal Bases for Processing

We process your personal data on one or more of the following lawful grounds:

  • Performance of a contract (e.g., providing requested services)

  • Your explicit consent (for marketing communications or international data transfers)

  • Compliance with legal obligations (e.g., tax, accounting)

  • Legitimate interests of BidMatchAI (e.g., service security, fraud prevention), balanced against your rights

6. Data Sharing and Disclosure

We share your data only when necessary and with trusted parties, including:

  • Third-party service providers: Wix (hosting), Stripe (payment processing), Google (analytics), and other contractors who support our services under strict confidentiality agreements

  • Legal authorities: When required by law, court orders, or government requests

  • Business partners and subcontractors: Under contractual obligations to protect your data

We do not sell, rent, or trade your personal information to third parties for unrelated commercial purposes.

7. International Data Transfers

Your data may be stored or processed in Canada, the United States, the European Union, Israel, or other countries where our service providers have servers. These countries may not have the same data protection laws as your country.

We ensure all international transfers are compliant with relevant laws such as GDPR Article 46 Standard Contractual Clauses or equivalent safeguards. By using our services, you consent to the cross-border transfer of your personal data.

8. Data Retention

We retain your personal data only as long as necessary to fulfill the purposes outlined in this Privacy Policy or to comply with legal obligations:

  • User account data: retained until account deletion

  • Financial and billing data: retained for 5 to 10 years as required by law

  • Marketing data: retained until you withdraw consent

  • Technical logs: retained for up to 1 year

After these periods, data is securely deleted or anonymized.

9. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

  • SSL encryption on data transmission

  • Role-based access controls

  • Regular security audits and monitoring

  • Use of industry-standard security certifications for third-party providers (ISO/IEC 27001, SOC 2, etc.)

However, no system is completely immune to risk. BidMatchAI is not liable for data breaches caused by factors beyond its control.

10. Your Rights

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

  • Access: Request a copy of the data we hold about you

  • Rectification: Request corrections to inaccurate or incomplete data

  • Erasure: Request deletion of your personal data (subject to legal restrictions)

  • Restriction: Request limitations on how we use your data

  • Portability: Receive your data in a commonly used, machine-readable format

  • Withdraw Consent: Revoke your consent for marketing or data transfers

  • Object: Object to processing based on legitimate interests

  • Complain: File complaints with data protection authorities

Requests can be submitted via email to privacy@bidmatchai.com and will be handled within 30 business days.

11. Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Authenticate users

  • Analyze site usage and performance

  • Personalize content and advertisements

You can control cookie settings via your browser. For detailed information, please see our Cookie Policy.

12. Children’s Privacy

Our services are intended for individuals aged 18 and over. We do not knowingly collect personal data from children under 18. If we learn that we have inadvertently collected such data, we will delete it immediately.

13. Automated Decision-Making and Profiling

BidMatchAI uses AI and automated tools strictly for internal optimization. No binding automated decisions or profiling affecting users are performed. All analytics and recommendations are advisory and non-binding.

14. No Guarantees and Limitation of Liability

All information, reports, analytics, and recommendations provided by BidMatchAI are for guidance purposes only. We do not guarantee accuracy, completeness, or commercial success.

You assume full responsibility for decisions made based on the platform’s data. BidMatchAI is not liable for any damages arising from your use or reliance on our services, including indirect or consequential losses.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal requirements or improvements. Changes will be posted on the platform and, where appropriate, notified via email. Continued use after changes constitutes acceptance of the updated policy.

16. Contact Information

For questions or concerns regarding this Privacy Policy or your data, please contact:
BidMatchAI – Privacy Officer
Email: privacy@bidmatchai.com
Website: www.bidmatchai.com
Jurisdiction: Ontario, Canada

Acknowledgment and Consent

By using BidMatchAI’s platform and services, you acknowledge that you have read, understood, and agreed to this Privacy Policy and consent to the processing of your personal data as described herein.

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