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.

Limited preview administration: We store an organization's Free Preview classification, any recorded acknowledgement and transition effective time, and when a personalized preview starts and expires. These timestamps are used to provide and enforce the disclosed one-time preview and prevent resetting it through account or subscription changes. Such data is part of normal account administration and is subject to the retention, security and individual-access terms elsewhere in this 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; authentication-provider identifiers such as a Google Account subject identifier when you choose Sign in with Google; login, security and account-activity information such as timestamps, page/feature interactions, password hashes where a password is used, and IP/security logs; Free-access administration information such as email-verification date, a count of meaningful live searches used for service analytics and introductory-upgrade eligibility, de-duplicated search fingerprints, upgrade-offer status and legacy Free-access status fields retained for operational compatibility; 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.

Sign in with Google. If you choose Google authentication, Google provides Canada Tender Match with an ID token containing the stable Google account identifier and basic account information needed for authentication, such as verified email address and, when available, name and Google Workspace hosted-domain information. Canada Tender Match uses this information to sign you in, create or link your Canada Tender Match account, and securely match team invitations. We do not request access to your Gmail messages, Google Drive files, contacts, calendar or other Google Workspace content for this feature.

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; authenticate users and securely link supported third-party sign-in methods; personalize tender matching; provide Bid Fit Assessment, document analysis/addendum comparison, workspace, Contract Intelligence, Supplier Intelligence, Supplier Activity and Prequalification Matching features; Funding Intelligence is temporarily unavailable and, if re-enabled, related processing will be handled under this Policy; 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; measure Free-account search activity for service analytics 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, Cloudflare Web Analytics and optional advertising measurement

The Service uses essential session cookies required for login, security and account functionality. Canada Tender Match also uses Cloudflare Web Analytics to understand aggregated website traffic and page performance, including measures such as visits, page views, referring sites, country, page path, device type, browser and operating-system categories, and real-user performance metrics. Cloudflare describes Web Analytics as privacy-first and cookie-free, states that it does not collect or use visitors' personal data, and states that it does not track individual end users across Cloudflare customers. The analytics beacon is loaded from Cloudflare's Web Analytics infrastructure and sends measurement data to Cloudflare's analytics endpoint. This traffic measurement is separate from optional advertising measurement and does not depend on advertising cookies.

We also offer an optional Google Ads measurement setting that helps us understand whether advertising leads to a paid subscription. Optional advertising 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 advertising 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, authentication, privacy-first web analytics and optional advertising measurement. Google is used as an optional identity provider when a user chooses Sign in with Google; Google processes the authentication interaction under Google's own terms and privacy practices, while Canada Tender Match receives only the identity information described above for account authentication and linking. 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. To request access to our policies and practices concerning service providers outside Canada, including the countries involved and the purposes for which a provider is authorized to process personal information, contact the Privacy Officer identified below. These details may change as providers change.

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 and research data

Open-tender, Contract Intelligence, Supplier Intelligence and Supplier Activity records come from public-sector sources that Canada Tender Match currently integrates under its source-access policy and are kept conceptually separate from your private business profile and workspace content. Funding Intelligence is temporarily unavailable; if it is re-enabled, funding-related public-source records will be handled under the same source-access and privacy principles described here. Prequalification Matching organizes open procurement notices already present in the tender database rather than treating them as private customer data. For a 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 or funding-recipient names; organization/department names; program or arrangement information; published values; dates; locations; descriptions; links; categories; and transformation/import metadata so public records can be refreshed, attributed, searched, deduplicated and verified. These public-source records may identify sole proprietors, named suppliers, recipients or other persons where the public authority itself publishes that information. Those 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 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. Public-source research records may be retained for historical research, attribution, deduplication and audit purposes subject to applicable source rights and legal obligations. Deleted customer 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. Where Google authentication is used, Canada Tender Match verifies Google's signed identity token and checks that it was issued for the Canada Tender Match Google client before establishing a session. 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. Signed-in users can submit an account-deletion request from Account & Billing. Canada Tender Match aims to review and complete authenticated deletion requests within 15 business days after any necessary identity verification. An organization with an active or unresolved paid subscription may need to cancel or resolve that subscription before organization deletion can be completed. Team members can be removed from organization access by the organization owner, while requests concerning deletion of an individual's personal account information can still be submitted to Canada Tender Match.

Deletion does not necessarily require immediate destruction of every record. Billing, tax, accounting, fraud-prevention, security, dispute, legal or similar records may be retained where reasonably necessary or required, and deleted information may remain temporarily in encrypted backups until normal backup rotation. Public-source records are not automatically deleted merely because a customer account is deleted. 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
Mailing address: .

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.