Privacy Policy
Last updated: October 18, 2026
1. Who we are
TenderScan ("we", "us") is based in Niagara-on-the-Lake, Ontario, Canada. This policy explains what personal information we collect when you use tenderscan.ca and the TenderScan service, why we collect it, who we share it with, and the choices you have. It is written to meet Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and Quebec's Act respecting the protection of personal information in the private sector (Law 25).
Privacy Officer: Vishal Deva, support@tenderscan.ca. The Privacy Officer is responsible for this policy and for answering your privacy questions and requests.
2. Information we collect
| What | Examples | Where it comes from |
|---|---|---|
| Account details | Name, email address, password (stored only as a secure hash), company name | You, or Google if you sign in with Google |
| Subscription details | Plan, subscription status, billing dates, payment processor customer reference. We never receive or store your full card number. | You, and our payment processor |
| Your content | Keywords, regional filters, saved tenders, matches, bid history, tasks, notes, library snippets, uploaded templates | You |
| Searches | The words you search for while signed in, the filters you choose and the number of results. We store them on our servers and use them to improve search and suggestions and to help you choose keywords. | You |
| Sharing | The email address and any message you enter when you share a tender with someone | You |
| Email preferences | Which optional emails you receive, and when and how you turned each on or off | You |
| Security and sign-in records | IP address, sign-in times, failed sign-in attempts | Your device, automatically |
| Usage and device information | Pages visited, features used (such as searches and keyword changes), browser and device type, approximate location from IP address | Your device, through cookies and our analytics service, with your consent |
| Support messages | What you send us by email and our replies | You |
Tender notices on TenderScan are public business information about purchasing organizations. They may include a buyer's contact name; we show it as published by the issuing organization.
3. How we use it
- To create and run your account, and to sign you in.
- To match tenders to your keywords and regions, and to send the alerts and digests you choose.
- To process subscriptions, payments, taxes and refunds.
- To send service emails, such as verification, password reset, security, billing and changes to our terms.
- To deliver a tender you share to the person you name.
- To protect TenderScan and you, for example by limiting repeated failed sign-ins and detecting abuse.
- To understand how TenderScan is used and improve it.
- To answer your questions and keep records we must keep by law.
We do not sell your personal information, and we do not use it for third-party advertising.
4. Consent
By creating an account you consent to the uses in section 3 that are needed to provide the service. Analytics cookies are optional: we set them only after you agree in our cookie banner, and you can change your choice at any time. You may withdraw optional consents at any time, and you may close your account to withdraw consent to the rest.
5. Service providers we use
We share personal information only with service providers that help us run TenderScan, and only what each one needs. They are bound by contract to protect it and to use it only for us. They fall into these categories:
- Hosting and backups: the servers, database and backup storage that run TenderScan.
- Payments: a payment processor that handles subscriptions and stores payment details. We never receive your full card number.
- Email delivery: a provider that sends our account, alert and digest emails.
- Sign-in: Google, if you choose to sign in with your Google account.
- Analytics: a web analytics service, used only with your consent.
- Domain and support email: services that run our domain and route messages sent to our support address.
- Tender classification and keyword suggestions: an artificial-intelligence service that classifies public tender notices and suggests related terms for the keywords you enter. It receives tender text and keyword text only, never your name, email address or other account details.
A list of our current service providers is available on request from our Privacy Officer.
We may also disclose information where the law requires it, to protect our rights or someone's safety, or to a buyer of our business, who must respect this policy.
6. Information outside Canada
Our servers and backups are located in the United States, and most of our service providers process information there. Information stored outside Canada is subject to the laws of the country where it is held and may be accessible to its courts and authorities. Before using a provider outside Quebec or Canada, we assess whether it protects personal information to a standard comparable to ours, and we bind it by contract to do so.
7. How long we keep it
- Account information and your content: while your account is open.
- Searches you run while signed in: 12 months, then deleted. They are also deleted with your account.
- After you delete your account: removed from our live systems within 30 days. Copies in backups are overwritten as backups expire, within 90 days.
- Billing records: as long as tax law requires, generally six years.
- Security records: sign-in attempt counters expire within hours; sign-in history is kept while your account is open.
- Analytics: kept by our analytics service for up to 14 months.
- Support emails: up to three years after your last message.
8. Cookies and similar technologies
We use essential cookies and browser storage to keep you signed in and remember your settings; TenderScan does not work without them. With your consent, our analytics service (Google Analytics) uses cookies to measure how the site is used. You can change your choice at any time from the "Cookie settings" link in the site footer, block or delete cookies in your browser settings, or opt out of Google Analytics with Google's browser add-on.
9. How we protect it
We use encrypted connections (HTTPS), store passwords as secure hashes, limit access to our systems and backups to authorized people, use restricted access keys for our providers, and limit repeated sign-in attempts. No system is perfectly secure. If a breach creates a real risk of significant harm, we will notify you and the privacy regulators as the law requires, and we keep a record of every incident.
10. Your rights
You may ask us to:
- give you access to the personal information we hold about you;
- correct it if it is wrong or incomplete;
- delete it, subject to what the law requires us to keep;
- provide it in a structured, commonly used format; and
- stop optional uses, such as analytics and optional emails.
You can change most account details and delete your account yourself in your account settings. For anything else, email support@tenderscan.ca. We will reply within 30 days and may need to confirm your identity first.
If you are not satisfied with our answer, you may complain to the Office of the Privacy Commissioner of Canada, or, in Quebec, to the Commission d'accès à l'information du Québec.
11. Emails
You can turn off optional emails (the daily digest, instant alerts, and product and marketing emails) in your account settings or with the unsubscribe link in each of those emails. We will still send emails needed to run your account, such as security and billing messages. If someone shares a tender with you through TenderScan, the email includes a link to stop further shared tenders to your address; we keep that address on a do-not-send list so we can honour your request.
12. Children
TenderScan is for businesses and is not intended for anyone under 18. We do not knowingly collect information from children. If you believe a child has given us information, email support@tenderscan.ca and we will delete it.
13. Changes to this policy
We will post any update here with a new "Last updated" date. If a change materially affects how we use your information, we will email you before it takes effect.