Legal
Data Processing Addendum
This addendum forms part of the Terms of Service and applies whenever Tendex processes personal data on a customer's behalf. It sets out the terms required by Article 28 of the UK GDPR.
1. Parties and roles
The customer that accepts the Terms of Serviceis the controller (“Customer”) and Tendex Ltd, a company registered in England and Walesis the processor (“Tendex”) for Customer Personal Data, meaning personal data that the Customer or its Users put into their workspace. For account administration, billing, security and analytics, Tendex acts as an independent controller as described in the Privacy Policy.
2. Details of the processing
| Item | Detail |
|---|---|
| Subject matter and purpose | Providing the Tendex service: tender discovery, saved searches and alerts, pipeline and bid collaboration, document storage and AI-assisted analysis and drafting. |
| Duration | The term of the Customer's subscription, plus the deletion period in section 9. |
| Nature of processing | Hosting, storage, retrieval, indexing, display, transmission, AI processing requested by Users, backup and deletion. |
| Data subjects | The Customer's Users, and people named in Customer content such as colleagues, partners, referees and buyer contacts. |
| Categories of personal data | Names, business contact details, job titles, CV and experience details included in bid documents, comments and other content Users provide. Customers should not upload special category or criminal offence data. |
3. Tendex's obligations
Tendex will:
- process Customer Personal Data only on the Customer’s documented instructions, which are the Terms, this addendum and the Customer’s use of the product, unless the law requires otherwise (in which case we will tell the Customer first where permitted);
- ensure that people authorised to process it are bound by confidentiality;
- implement appropriate technical and organisational measures under Article 32, including encryption in transit, access control and least privilege, multi-factor authentication for administrative access, audit logging, encrypted backups and tenant isolation;
- assist the Customer, taking into account the nature of the processing, with data subject requests, security, breach notification, data protection impact assessments and prior consultation;
- notify the Customer without undue delay, and in any case within 48 hours, after becoming aware of a personal data breach affecting Customer Personal Data, with the information the Customer reasonably needs to meet its own obligations;
- make available the information necessary to demonstrate compliance with Article 28 and allow for and contribute to audits, as set out in section 8.
4. Sub-processors
The Customer gives general authorisation for Tendex to use the sub-processors listed below. Tendex imposes data protection terms on each sub-processor that are no less protective than this addendum and remains responsible for their performance. We will give at least 30 days’ notice of a new sub-processor by email to workspace owners or by updating this page. The Customer may object on reasonable data protection grounds; if we cannot address the objection, the Customer may terminate the affected service and receive a refund of prepaid fees for the unused period.
| Sub-processor | Purpose | Location |
|---|---|---|
| Hetzner Online | Server hosting and encrypted backup storage for the application, databases and uploaded documents. | Germany / Finland (EU) |
| Stripe | Payment processing, subscriptions, invoices and tax calculation. | EU, United States |
| Resend | Sending transactional email: sign-in and verification codes, invitations, alerts and account notices. | United States |
| PostHog | Product analytics, session replay (with consent) and error tracking, hosted in PostHog's EU cloud. | EU (Germany) |
| AI model provider | Generating AI output: summaries, search criteria, company analysis, assistant replies, draft answers and bid reviews. Receives the prompt and context for each request. | To be confirmed |
| Voyage AI | Creating embeddings of tender text and search queries for search and matching. | United States |
| OpenAI | Creating embeddings of company profile text for matching. Not used to generate text. | United States |
| Cloudflare | Bot protection (Turnstile) on sign-up. | Global network |
| Sign in with Google (if you choose it), our business email (Google Workspace), and browser push delivery on Chrome. | United States, EU | |
| Apple | Sign in with Apple (if you choose it) and browser push delivery on Safari. | United States |
| Mozilla | Browser push delivery on Firefox, if you enable push notifications. | United States |
5. International transfers
Tendex hosts Customer Personal Data in the European Economic Area. Where a sub-processor processes it outside the UK or an adequate country, Tendex relies on the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or the UK-US data bridge, together with supplementary measures where needed.
6. Customer obligations
The Customer is responsible for having a lawful basis for the personal data it puts into Tendex, for giving any required notices to data subjects, and for the accuracy of that data.
7. Data subject requests
If Tendex receives a request from a data subject about Customer Personal Data, it will refer the request to the Customer and will not respond directly except to confirm the referral. Workspace admins can find, export, correct and delete most content in the product.
8. Audits
Tendex will answer reasonable security questionnaires and provide summaries of relevant policies and test results. Where that is not enough to demonstrate compliance, the Customer may carry out an audit once a year, on 30 days’ notice, during business hours, at its own cost and subject to confidentiality.
9. Return and deletion
The Customer can export its data while its subscription is active. When the workspace is closed, Tendex deletes Customer Personal Data from live systems within 30 days, and it ages out of encrypted backups within 12 months, unless the law requires Tendex to keep it.
10. Liability and precedence
Each party’s liability under this addendum is subject to the limits in the Terms of Service. If this addendum conflicts with the Terms on data protection, this addendum prevails.
Signed copies and contact
This addendum applies automatically; no signature is needed. If your procurement process requires a countersigned copy, or you have questions about how we process data, contact legal@tendex.ai or privacy@tendex.ai.