Privacy Policy

1. Who we are

KimonBids is a product of Kimon Services (UK) Ltd, a company registered in England and Wales. In this policy "we", "us", and "our" refer to Kimon Services (UK) Ltd. We are the data controller for personal data collected through the KimonBids platform and website.

2. What data we collect

We collect the following categories of personal data:

• Account information: name, email address, company name, job title
• Profile information: business sector, capabilities, certifications, typical contract values
• Usage data: pages visited, features used, search queries, tender interactions
• Communication data: emails and messages you send to us
• Payment information: processed by our payment provider; we do not store card details
• Technical data: IP address, browser type, device information, cookies

3. How we use your data

We use your personal data to:

• Provide and improve the KimonBids platform
• Match your profile against tender opportunities
• Send you relevant tender alerts and platform notifications
• Process your subscription and manage your account
• Provide customer support
• Comply with legal obligations
• Send marketing communications (where you have consented or we have a legitimate interest)

4. Legitimate Interests and Cold Outreach

Where we contact business decision-makers about KimonBids without prior consent, we rely on the legitimate-interest basis under PECR Regulation 22 (the corporate-subscriber exception) and Article 6(1)(f) of the UK GDPR. The controller for this processing is Kimon Services (UK) Ltd, registered at 71-75 Shelton Street, London, WC2H 9JQ and listed in the Information Commissioner's Office data-protection register under number ZB664518. A full Legitimate Interests Assessment is held on file and reviewed quarterly.

Safeguards we apply to every cold message: a PECR sole-trader classifier blocks sole traders, partnerships, limited partnerships, Scottish partnerships, and personal mailbox addresses (gmail.com, hotmail.com, outlook.com, yahoo.com, btinternet.com, icloud.com, and similar) before the email is ever queued; our suppression registry records a single bounce or complaint and applies it globally across all channels; every cold email carries a one-click unsubscribe header and a visible link in the body; and corporate domains the Companies House record does not identify as a corporate subscriber are not contacted.

You have the right to object under Article 21 of the UK GDPR. To object, write to privacy@kimonbids.com and we will suppress your email address permanently across every channel, including any future re-acquisition of the same address.

5. Legal basis for processing

We process your personal data under the following legal bases:

• Contract performance: to provide the services you have subscribed to
• Legitimate interests: to improve our platform, prevent fraud, and send relevant marketing
• Legal obligation: to comply with applicable laws and regulations
• Consent: for optional marketing communications and non-essential cookies

6. Data sharing

We do not sell your personal data. We share data only with:

• Service providers who help us operate the platform (cloud hosting, email delivery, payment processing, analytics)
• Law enforcement or regulators where legally required
• Professional advisers (legal, financial) bound by confidentiality obligations

All third-party processors are bound by data processing agreements and GDPR-compliant data protection standards.

7. Data retention

We retain your personal data for as long as your account is active. If you cancel your account, we retain your data for 30 days to allow export, then delete it. We may retain some data for longer where required by law or for legitimate business purposes such as tax records (typically 7 years).

8. Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Request deletion of your data (right to erasure)
• Restrict or object to processing
• Data portability
• Withdraw consent at any time where processing is based on consent
• Lodge a complaint with the Information Commissioner's Office (ICO)

To exercise any of these rights, contact us at privacy@kimonbids.com.

9. Cookies

We use cookies and similar technologies to operate the platform and understand how it is used. For full details, see our Cookie Policy.

10. Security

We implement appropriate technical and organisational measures to protect your personal data, including encryption in transit and at rest, access controls, and regular security reviews.

11. Changes to this policy

We may update this policy from time to time. We will notify you of material changes by email or via a notice on the platform. Continued use of KimonBids after changes are posted constitutes acceptance of the updated policy.

12. Contact us

For any questions about this policy or how we handle your data, contact us at privacy@kimonbids.com or write to: Kimon Services (UK) Ltd, 71-75 Shelton Street, London, WC2H 9JQ.