Privacy Policy
This Privacy Policy explains how Canada Tender Match handles personal information in connection with the Service. It should be read together with the Terms of Service and, where applicable, the Subscription & Cancellation Policy.
1. Information we collect
Depending on how you use the Service, we may collect account identifiers such as your name, business or organization name and email address; login, security and account-activity information such as timestamps, page/feature interactions, password hashes and IP/security logs; Free-access administration information such as email-verification date, a count of meaningful live searches across tender search and Free Contract Intelligence previews, de-duplicated search fingerprints, upgrade-offer status and paywall status; business-profile information such as descriptions, services, keywords, exclusions, service areas and procurement categories; tender and research preferences such as saved tenders, saved searches, followed organizations, buyer/supplier watchlists and Contract Intelligence watch terms; customer-support communications; and subscription identifiers and payment status received from Stripe. We do not intend to store complete payment-card numbers or card security codes.
2. Private workspace and customer content
If you use workspace features, the Service may store information you choose to enter, including Bid Library text, pursuit notes, tasks, external/manual opportunities, tender titles/descriptions/requirements and official links you enter for External Tender Check, credential or policy/reference information, estimated or actual bid values, bid outcomes, win/loss notes, pursuit Team Room comments, task assignments and team/workspace activity. This content is used to provide the features you request, including private matching against your business profile, and is not treated as public procurement source data or automatically published to other customers. You should not use Canada Tender Match to store unnecessary highly sensitive personal information such as social insurance numbers, online-banking credentials, payment-card security codes, medical records, classified information or passwords for unrelated services.
RFP Document Analyzer. When you upload a solicitation or addendum for analysis, the uploaded file is read from the server's temporary upload location for that request and is not intentionally copied into persistent Canada Tender Match file storage. The extracted text is analyzed to display likely requirements and changes. Raw document text is not intentionally retained after the request; only checklist items that you expressly choose to add to a pursuit, together with ordinary audit metadata about the feature action, are stored. If text extraction is unavailable, you may paste the relevant text instead.
3. Why we use information
We use information to create and administer accounts; personalize tender matching; provide Bid Fit Assessment, document analysis/addendum comparison, workspace and Contract Intelligence features; save and monitor opportunities; send requested alerts and weekly monitoring reports; process and administer subscriptions; secure the Service and prevent abuse; provide customer support; maintain operational, audit and legal records; understand customer activation and service usage; administer Free-account live-search limits and determine introductory-upgrade eligibility; diagnose retention or product issues; improve functionality; communicate relevant product or subscription information where permitted; and comply with legal obligations.
4. Email, unsubscribe and interaction measurement
Account, security, billing, tender-alert, research-alert, monitoring-report and other permitted emails may be sent through our email infrastructure. Promotional product or discount emails are sent only where the account has the applicable marketing consent or another lawful basis, and that optional marketing consent is not required to create a Free account. Non-essential messages include a one-click unsubscribe link and a link to email preferences. When you click a Canada Tender Match link in an email, the Service may record the account, campaign, destination path, timestamp and limited security information such as IP address and browser/user-agent data before redirecting you to the requested page. We use this first-party click information to understand whether alerts and onboarding are useful and to identify activation or retention issues. We do not rely on invisible email-open pixels for this feature. Essential security, billing or account-administration messages may still be sent when reasonably necessary.
5. Payment processing
Payments are processed by Stripe. Payment information entered into Stripe-hosted interfaces is handled under Stripe's own privacy and security practices. Canada Tender Match receives identifiers, billing events and subscription/payment status needed to administer access, reconcile billing and address payment issues.
6. Cookies, local storage and optional advertising measurement
The Service uses essential session cookies required for login, security and account functionality. We also offer an optional Google Ads measurement setting that helps us understand whether advertising leads to a paid subscription. Optional measurement is not required to use Canada Tender Match and is loaded only after you choose to allow it. Google may process device/browser information, IP-derived information, page or conversion activity and may set or read cookies or similar identifiers according to its own privacy practices. Your cookie choice is stored in your browser so the site can remember it. You can refuse optional measurement or reopen Cookie Settings from the site footer to change your choice.
7. Service providers and processing outside Canada
Canada Tender Match uses service providers for functions such as hosting/infrastructure, email delivery, payment processing, security and optional advertising measurement. Personal information may therefore be processed or stored outside Canada and may be subject to the laws of the jurisdiction where it is processed. Our current administrative record identifies the following countries or jurisdictions for outside-Canada processing: United States. The recorded purposes are: Website hosting and infrastructure, payment processing, email delivery, security, and optional advertising measurement where enabled.. These details may change as providers change; current questions may be directed to the Privacy Officer listed below.
8. Disclosure
We may disclose information to service providers that help us operate the Service and only to the extent reasonably necessary for those functions; when required by law or valid legal process; to protect rights, safety, security or the integrity of the Service; or in connection with a legitimate business sale, financing, reorganization or transfer, subject to applicable privacy obligations. We do not sell customer personal information to advertisers.
9. Public-source procurement, external portal links and Contract Intelligence data
Open-tender and Contract Intelligence records come from approved public-sector sources and are kept conceptually separate from your private business profile and workspace content. For an approved notification-based source, Canada Tender Match may process authenticated procurement-notification emails delivered to its own service mailbox to extract public tender metadata; unrelated mailbox messages are not treated as tender source records. We may store source identifiers, published buyer/supplier names, published values, dates, links, categories and transformation metadata so records can be refreshed, attributed, searched and verified. Those public records remain subject to the applicable source licence, terms or legal basis and are not treated as your confidential customer content. Links to non-integrated official procurement portals are navigation aids; Canada Tender Match does not automatically collect the linked portal merely because it is listed or because you save a source URL in your workspace.
10. Retention
We retain account and workspace information while an account is active and for a reasonable period afterward where needed for account restoration, disputes, security, legal obligations or legitimate business records. Billing/subscription and audit records may be retained longer where reasonably necessary for tax, accounting, fraud-prevention, dispute or legal purposes. Security and engagement logs are kept only for a reasonable operational period unless a longer period is needed to investigate abuse, a security incident or a legal matter. Uploaded RFP/addendum files are not intentionally retained as stored files after analysis; checklist items you choose to save follow normal workspace retention. Deleted information may remain temporarily in encrypted backups until those backups rotate. Retention periods can vary by category and legal requirement.
11. Security and privacy incidents
We use reasonable technical and organizational safeguards appropriate to the Service, including HTTPS, password hashing, CSRF protection, restricted server-side configuration, access controls, audit logging, encrypted customer backups and operational monitoring. No internet service can guarantee absolute security. If a privacy or security incident occurs, we will investigate, take reasonable containment/remediation steps and provide notices or regulatory reports where required by applicable law.
12. Access, correction, export and deletion
You can update many profile and alert settings through your account and can use the available account export to obtain a copy of supported account/workspace information. Eligible users can also use the self-service deletion control in Account & Billing; organization-owner deletion is blocked while an active or unresolved Stripe subscription remains connected. You may request access to or correction of personal information, or ask questions about deletion and retention, by contacting the Privacy Officer. Requests may be subject to identity verification and exceptions or retention duties permitted by applicable law.
13. Privacy Officer
Privacy Officer — Canada Tender Match
Privacy email: support@canadatendermatch.com
14. Policy changes
We may update this Privacy Policy as the Service, service providers or legal requirements change. The current version and effective date will be posted here. Material changes will be communicated where appropriate, and additional consent will be sought where required by applicable law.