Privacy notice

Last updated: 21 October 2026

Bid-Axis UK respects your privacy and is committed to handling personal information fairly, lawfully and securely.

Who we are

Bid-Axis UK is the trading name of Philip Thomson. Philip Thomson is the data controller responsible for the personal information described in this notice.

Email: philip.thomson@bid-axis.com
Telephone: 020 3869 0200

Information we may collect

Depending on how you contact or work with us, we may collect:

• your name, job title and organisation;
• your email address, telephone number and other contact details;
• information contained in an enquiry or other communication;
• details of the bid, tender, funding application or other opportunity for which you require support;
• correspondence, meeting notes and records of our professional relationship;
• information required to prepare proposals, contracts, invoices and business records;
• information contained in documents or other materials supplied in connection with an engagement; and
• limited technical information generated when you visit the website, such as an IP address, browser type, device information and access logs.

Please avoid including unnecessary sensitive personal information in an initial enquiry.

How we collect information

We normally receive personal information:

• directly from you, including by email, telephone, meetings or the website enquiry form;
• from your employer, colleagues or other people involved in an opportunity or engagement;
• from clients who provide materials for bid-related work; or
• from publicly available professional and business sources, such as company websites, procurement portals and professional networking platforms.

The website enquiry form does not submit information to a Bid-Axis UK database. It prepares an email in your own email application so that you can review it before sending. The information is received by Bid-Axis UK only when you choose to send that email.

How we use personal information

We may use personal information to:

• respond to enquiries and discuss potential assignments;
• prepare proposals and agree the scope of an engagement;
• provide bid strategy, management, writing, review, training and related consultancy services;
• communicate with clients, prospective clients and other professional contacts;
• manage contracts, appointments, invoicing and business administration;
• maintain appropriate financial, tax and professional records;
• establish, exercise or defend legal claims;
• protect the security and proper operation of the website and business systems; and
• comply with legal and regulatory obligations.

We do not use personal information for solely automated decision-making or profiling that produces legal or similarly significant effects.

Our lawful bases

Under UK data-protection law, we rely on one or more of the following lawful bases:

• Contract: where processing is necessary to respond to a request before entering into a contract or to perform an agreed engagement.
• Legitimate interests: where processing is necessary to operate and develop the business, respond to enquiries, manage professional relationships, maintain appropriate records, protect business systems or establish and defend legal rights. We consider these interests against the rights and interests of the people concerned.
• Legal obligation: where information must be processed or retained to comply with tax, accounting or other legal requirements.
• Consent: where consent is appropriate and has been specifically requested. Consent may be withdrawn at any time.

Information supplied within client materials

Documents supplied for bid or consultancy work may contain personal information about employees, customers, subcontractors or other people.

Where Bid-Axis UK processes this information solely on a client’s instructions, the client will normally be the data controller and Bid-Axis UK will act as a data processor. Such information will be handled in accordance with the relevant contract, confidentiality obligations and any applicable data-processing arrangements.

Clients should ensure that they are entitled to provide personal information contained in materials supplied to Bid-Axis UK.

Sharing personal information

We do not sell personal information.

We may share information where necessary with:

• providers of website hosting, email, cloud storage and other business technology;
• accountants, insurers, legal advisers and other professional advisers;
• clients, prospective clients, delivery partners or subcontractors where this is necessary for an agreed purpose and appropriate confidentiality arrangements apply; and
• public authorities, regulators, law-enforcement bodies or courts where disclosure is legally required.

Service providers are permitted to use personal information only as necessary to provide their services or meet their legal obligations.

International transfers

Some technology and cloud-service providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that an appropriate legal safeguard applies. This may include UK adequacy regulations or approved contractual protections.

How long we retain information

We keep personal information only for as long as it is reasonably required for the purpose for which it was collected.

As a general guide:

• enquiries that do not result in an engagement will normally be retained for no longer than 24 months after the last meaningful contact;
• client correspondence and project records will normally be retained for up to six years after an engagement ends; and
• contracts, invoices and other financial records will be retained for the period required by applicable tax, accounting and legal obligations.

Information may be retained for longer where this is necessary to resolve a dispute, establish or defend a legal claim, comply with a legal requirement or meet an ongoing contractual obligation. Information that is no longer required will be securely deleted or destroyed.

Security

We use reasonable technical and organisational measures designed to protect personal information against unauthorised access, disclosure, alteration, loss or misuse.

Although reasonable precautions are taken, no email or internet transmission can be guaranteed to be completely secure. You should therefore avoid sending particularly sensitive or confidential information until suitable arrangements have been agreed.

Website cookies and technical information

With your consent, we use the Google Ads tag (account AW-18529051085) to measure the effectiveness of our advertising. The tag can use advertising measurement cookies, such as cookies with names beginning _gcl_, and process information such as your IP address, browser and device information, page visits, clicks on our email and telephone contact links, use of the prepare-email button and advertising click identifiers. Contact-click measurement does not send the contents of your enquiry form to Google. A contact click does not confirm that an email was sent or a call completed. This measurement information is shared with Google. We do not enable personalised advertising through this tag.

The Google Ads tag is blocked until you select “Accept measurement cookies”. If you reject optional cookies, the tag is not loaded. You can change or withdraw your choice at any time using “Cookie settings” in the footer. When you withdraw consent, we stop loading the tag and remove its accessible first-party measurement cookies; this does not erase information already received by Google.

We store your cookie preference in your browser for up to 180 days so that we can remember your choice. Google measurement cookies may remain for up to 90 days, depending on the cookie. You can also delete stored cookies through your browser settings. Read how Google uses information from sites that use its services and Google’s privacy policy, including information about international data processing and safeguards.

The website-hosting provider may process limited technical information and use technologies that are strictly necessary to deliver, protect and maintain the website. This may include IP addresses, device or browser information, security data and access logs.

We will update this notice if we introduce additional analytics, advertising or similar technologies.

Your rights

Depending on the circumstances, you may have the right to:

• request access to personal information held about you;
• ask for inaccurate or incomplete information to be corrected;
• ask for personal information to be deleted;
• ask for the use of your information to be restricted;
• object to processing based on legitimate interests;
• request the transfer of information in a portable format; and
• withdraw consent where processing relies on consent.

These rights are not absolute and may be subject to legal exceptions.

You have the right to object at any time to the use of your personal information for direct marketing.

To exercise any of these rights, please contact philip.thomson@bid-axis.com. We may need to request information to confirm your identity before responding.

Complaints

Please contact us first if you have any questions or concerns about how your personal information has been handled. We will try to resolve the matter promptly.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection:

Website: www.ico.org.uk
Telephone: 0303 123 1113

Changes to this notice

We may update this privacy notice when our services, systems or legal responsibilities change. The latest version will be published on this website with its revision date.

Contact Bid-Axis UK