Privacy policy

1. Who we are

Kingbolt Tenders is a registered business name, ABN 24 670 481 780, based in Victoria. We provide tender, bid writing and related services to businesses. This policy explains how we handle personal information, in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. What we collect

• Client contacts: names, roles, business email addresses and phone numbers of people at client and prospective client businesses.
• Bid information: information in documents clients give us, which can include staff names, roles, qualifications, CVs, licence details and referee contact details, where a tender requires it.
• Website and enquiries: information you send us by email or phone. Our website doesn't use analytics or advertising cookies. Our website host may keep standard server logs, such as IP addresses, for security.
• Marketing: business contact details that are publicly and conspicuously published, used only for relevant business-to-business contact.

3. How we collect it

Directly from you, from your employer (our client) when it provides bid material, and from public sources such as business websites and public registers. If a client gives us information about its staff or referees, the client is responsible for having told them and for having any consent needed.

4. Why we use it

• To provide our services: preparing bids, checking compliance and communicating with clients.
• To run our business: quoting, invoicing, record-keeping, insurance and meeting legal obligations.
• To check for conflicts of interest.
• To send you relevant information about our services. You can opt out at any time (see section 8).

We don't sell personal information.

5. Who we disclose it to

• Our client's tender submission to the buyer, but only as directed and lodged by our client.
• Service providers who help us operate, such as cloud storage, email, document and accounting tools, under confidentiality and security terms. Our professional advisers and insurers.
• Anyone we're required or authorised by law to disclose to.

6. Overseas disclosure

Some of our cloud software providers store or process information outside Australia, including:

• Microsoft 365 (Microsoft Corporation, United States) for email, calendar and file storage. For accounts set up in Australia, Microsoft stores mailbox and file content in Australian data centres, but some processing and support can happen in other countries, including the United States.
• Netlify (Netlify, Inc., United States), which hosts this website. Its servers keep standard logs, such as IP addresses, browser type and pages requested, for security and operation, and these may be processed in the United States.
• Other software providers we use to deliver our services, which may store or process information in other countries, including the United States.

Before using a provider, we take reasonable steps to check its security, data retention and confidentiality terms, and we only share the information needed for the task.

7. Security and retention

We use reasonable security measures, including access controls, multi-factor authentication where available, and separate client folders. We keep records for as long as needed for the purposes above and for legal, tax and insurance requirements (generally 7 years), then securely delete or de-identify them.

If we have a data breach likely to cause serious harm, we'll assess it promptly and notify affected people and the OAIC where the Notifiable Data Breaches scheme requires it.

8. Marketing, Spam Act and calls

Our marketing emails identify who we are, include our contact details and have a working unsubscribe. We action unsubscribe requests within 5 business days. We only send commercial messages with consent, including inferred consent where your business address is conspicuously published, the message relates to your role, and the publication doesn't say you don't want unsolicited messages. Before making marketing calls, we check numbers against the Do Not Call Register.

9. Access, correction and complaints

You can ask to see or correct personal information we hold about you by emailing tenders@kingbolttenders.com.au. We'll respond within 30 days.

If you have a privacy complaint, contact us first and we'll respond within 30 days. If you're not satisfied, you can contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or 1300 363 992.

10. Changes

We may update this policy. The current version will always be on our website.

Contact: Privacy Officer, Kingbolt Tenders, tenders@kingbolttenders.com.au, 0404 098 318

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