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ClearBid

ClearBid terms of business

ClearBid is a trading name of Jamie Shepherd (“we”, “us”), [BUSINESS ADDRESS]. These terms apply to every service we provide to you (“the client”). By ticking to agree at checkout or paying for a service, you accept them.

1. Business customers only

1.1 We only work with businesses. At checkout you confirm you are buying for your business, trade or profession, not as a consumer. 1.2 If we find you are a consumer, we will refund any fee for work not yet started on request within 14 days.

2. Services and scope

2.1 Each service is described on our website and in your quote, which sets out the tender, the lot, the documents covered, the word count and the delivery date. 2.2 Anything outside the quote (extra lots, extra questions, a later change of deadline, extra revision rounds) is quoted separately before we start.

3. Conflicts of interest

3.1 We write for only one client per lot of any tender. Before accepting your order we check we are not already working on the same lot for someone else. If we are, we will decline your order without telling you who the other client is, and refund anything paid. 3.2 We never use one client’s material, approach or pricing in another client’s work, and never share it.

4. Payment

4.1 Fixed-price services are paid in full before work starts. 4.2 Bid Desk is paid monthly in advance, for a minimum of 3 months. After the minimum, either side can end it with 30 days’ written notice. Monthly allowances are listed on the website and in your quote. Unused allowance does not roll over. 4.3 Health Check credit: if you book a Response Draft or Bid Desk for the same tender within 30 days of receiving your Health Check, we deduct the Health Check fee from the price. 4.4 Founding offer: founding prices apply to the first 10 clients who pay before 31 January 2027, and stay locked for as long as that client keeps the same service without a break. 4.5 We are not VAT registered. If that changes, we will tell you before your next payment and prices will then be shown plus VAT.

5. Your responsibilities

5.1 You give us accurate, complete information and the full tender pack in time to meet the delivery date. 5.2 You check every fact in our work before you submit it. You are responsible for the content you submit, for your pricing, and for any declarations you make to the buyer. 5.3 You submit the bid yourself through the buyer’s portal and are responsible for meeting the buyer’s deadline. We never log into your portal accounts. 5.4 Delivery dates move day for day if information we need from you arrives late. 5.5 You confirm you are allowed to share with us any personal data you send us (for example staff CVs), and that you have told the people concerned, as your own privacy notice requires.

6. How we work

6.1 We use AI tools to analyse tender documents and produce drafts. A professional bid reviewer checks every deliverable before we send it to you. 6.2 We do not invent facts. Anything we cannot support from your information is marked [EVIDENCE NEEDED] for you to provide. We check accreditations you claim against public registers where they exist. 6.3 We do not write or advise on your pricing. 6.4 Each deliverable includes a short note on how it was prepared, so you can answer any buyer question about AI use accurately. 6.5 Bids you submit may be disclosed under the Freedom of Information Act. We will suggest which sections to mark as commercially sensitive, but the buyer decides what to release.

7. No guarantee of outcome

Public tenders are decided by the buyer on price and quality against other bidders. We do not guarantee any score, shortlisting or award. Fees are not refunded because a bid is unsuccessful, except under clause 8.

8. Revisions, guarantee and refunds

8.1 Response Drafts include two rounds of revisions requested within 10 working days of delivery. 8.2 Health Check money-back guarantee: if you are not satisfied with a Health Check, tell us within 14 days of delivery and we will refund the fee in full. One guarantee claim per client. 8.3 If we cannot start your work, we refund in full. If we miss an agreed delivery date for reasons within our control, you may cancel and receive a full refund.

9. Confidentiality

9.1 We keep your documents and information confidential and use them only to provide our services to you. We will sign your reasonable NDA on request. 9.2 Our reviewers are bound by written confidentiality and data protection agreements.

10. Data protection

10.1 For your business contact details we are the controller, as set out in our privacy notice. 10.2 For personal data in documents you send us for your tender (for example staff CVs), we act as your processor and the schedule at the end of these terms applies. 10.3 We use AI models only through commercial services whose terms prohibit training on your data. Inputs are retained by the provider only for the limited period stated in its commercial terms (currently up to 30 days, for abuse monitoring) and then deleted. 10.4 We delete your tender documents 12 months after our last piece of work for you, unless you ask us to keep them (for example in your Bid Library).

11. Ownership

Once you have paid, you own the written content we produce for you and may reuse it freely. We keep the rights to our own templates, methods and general know-how. We will not show your content to anyone else without your permission, and will only quote you as a client or use a testimonial from you with your written permission.

12. Liability

12.1 Our total liability to you for all claims connected with a service is limited to the greater of (a) the fees you paid for that service and (b) £5,000. 12.2 We are not liable for loss of profit, loss of contract, or any indirect or consequential loss, including any contract you do not win. 12.3 We are not liable for any loss caused by inaccurate or incomplete information you give us, or by your failure to check our work before submitting it. 12.4 Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited by law.

13. Ending the relationship

Either side may end these terms by email, subject to the Bid Desk minimum term. Fixed-price work already paid for and started will be completed unless we agree otherwise.

14. General

14.1 These terms, your quote and your order make up the whole agreement. If they conflict, the quote wins. 14.2 English law governs these terms and the courts of England and Wales have exclusive jurisdiction. If any part is unenforceable, the rest still applies. 14.3 We may update these terms. Changes apply to orders placed after we publish them.

Contact: hello@clearbiduk.com · [BUSINESS ADDRESS]

Schedule: data processing (UK GDPR Article 28)

This schedule applies where we process personal data on your behalf.

  1. Subject matter and duration: preparing your tender response, for as long as we provide the service and until deletion under clause 10.4.
  2. Nature and purpose: reading, analysing and summarising your documents to draft and check tender answers.
  3. Types of data: names, job titles, qualifications, work history, and other information in CVs and staff details you provide. Please don’t send special category data (health, ethnicity and so on) unless the tender requires it, and tell us if you do.
  4. Data subjects: your staff, subcontractors and referees.
  5. Our obligations. We will: a. process the data only on your documented instructions (these terms and your order), unless the law requires otherwise; b. make sure everyone who handles it is bound by confidentiality; c. keep it secure with appropriate technical and organisational measures (encryption, access control, logging); d. use only the sub-processors listed in our privacy notice (currently Anthropic for AI processing, Google Workspace, our hosting provider and our UK-based freelance reviewers), each bound by a written contract with equivalent obligations. We will tell you before adding or replacing a sub-processor, and you may object; e. transfer data outside the UK only with an approved safeguard (for Anthropic, the UK International Data Transfer Addendum in its data processing terms); f. help you respond to requests from individuals exercising their rights, and with your security, breach and impact assessment duties; g. tell you without undue delay, and within 48 hours, after becoming aware of a personal data breach affecting your data; h. delete or return the data at the end of the service, at your choice, unless the law requires us to keep it; i. give you the information you reasonably need to show compliance with Article 28, and allow reasonable audits on notice (normally by written questions).