Terms of Service

These terms are a contract between you and Tenderbot Limited, a company registered in England and Wales under company number 16808351, with its registered office at 24 Avenue Road, Isleworth, England TW7 4JN ("Tenderbot", "we", "us"). They cover the Tenderbot website at tenderbot.ai and the Tenderbot application, including daily alert emails, matching, tender analysis, the evidence and answer libraries, AI drafting tools and anything else we provide through the app (together, the "Service").

By creating an account, starting a trial or using the Service you agree to these terms. If you are agreeing on behalf of a company or other organisation, you confirm you have authority to bind it, and "you" means that organisation.

If you do not agree, do not use the Service.

Questions about these terms go to support@tenderbot.ai.

2. Your account

You need an account to use the Service. You must give us accurate details when you sign up and keep them up to date.

You are responsible for everything that happens under your account, including anything done by people in your organisation you have given access to. Keep your login details private. Tell us straight away at support@tenderbot.ai if you think someone has accessed your account without permission.

You must be at least 18 to open an account.

Where your plan allows more than one user, you are responsible for who you invite, what permissions you give them and what they do inside your workspace.

3. Free trial

New customers get a 21-day free trial. To start the trial we take payment card details through Stripe, our payment provider. We charge nothing during the trial.

Three days before the trial ends we will email you to remind you it is about to convert. If you have not cancelled by the end of the trial, your subscription starts and we charge the first month to your card.

You can cancel at any point during the trial from your account settings. Cancelling during the trial means you will not be charged.

We offer one trial per organisation. We may refuse or end a trial where we think it is being used to avoid paying, for example by repeatedly opening new accounts.

4. Fees, billing and renewal

The price. The Service costs £49 a month. That is the whole amount we take from your card each month. There is one plan. It is a single price per organisation with no per-seat charges and no setup fee. The current price is always shown at tenderbot.ai/#pricing.

Billing. Your subscription renews automatically every month on the same date it started, and we charge your card on each renewal. Payment is handled by Stripe. We do not store your full card details.

Failed payments. If a payment fails we will retry it and email you. If we cannot collect payment within 14 days we may suspend your account until it is settled. If it stays unpaid for 30 days we may close the account.

Cancelling. You can cancel from your account settings at any time. Cancelling takes effect at the end of the billing month you have already paid for. You keep access until then. We do not give refunds or credits for part months, unused time or changes of mind, unless the law requires it. We may choose to make a refund as a goodwill gesture, and doing so once does not oblige us to do it again.

Price changes. We can change the price. We will email you at least 30 days before any change takes effect. If you do not want to pay the new price, cancel before it applies and you will not be charged it.

VAT. We are not currently registered for VAT, so no VAT is charged and your invoice will not show a VAT element. If we become VAT registered we will tell you at least 30 days beforehand and say clearly what you will be charged from then on.

5. What the Service does

Tenderbot collects public procurement notices from published UK sources, including Find a Tender and Contracts Finder, reads them and matches them against the description of your business that you give us. We send you the matches we think are worth your time, usually by a daily email, and show them in your dashboard.

Depending on the features available on your plan, the Service may also let you upload tender documents, extract requirements and questions from them, build qualification and compliance matrices, store evidence and reusable answers, draft responses with AI assistance, track submission readiness and keep records of buyers and past bids.

We are continuously adding to the Service. Features described on the website as coming soon or on the roadmap are not part of your subscription until they are released. We can add, change or remove features. If we remove something that materially reduces what you are paying for, we will give you reasonable notice and you can cancel.

6. What the Service does not do

Please read this section carefully. It sets out what you can and cannot rely on.

Completeness. We aim to process every notice published on the sources we cover, but we do not promise that we will. Sources change their formats, go offline, publish late or publish incomplete records. Some opportunities are never published on the sources we cover. You should not treat Tenderbot as the only place you look for work.

Accuracy of matching. Matching is done by software, including AI models. It will sometimes score a relevant notice low or an irrelevant one high. Match scores are our estimate of relevance, not a statement that you qualify for, or should bid for, a contract.

Accuracy of extracted information. Deadlines, contract values, buyer names, requirements, questions and other details are extracted from the source notice and documents automatically. Errors happen. Always check the original notice and the buyer's own documents before you make a decision or submit anything. The buyer's published deadline is the deadline, not the one in your dashboard.

AI drafting and analysis. Where the Service drafts or restructures answers, builds matrices or summarises documents, the output is a starting point produced by AI from the tender documents and the content you have put in your workspace. It can be wrong, incomplete or miss the point. You are responsible for reviewing, editing and approving anything before it goes into a bid. We do not accept responsibility for the outcome of any bid.

Not professional advice. Nothing the Service produces is legal, procurement, financial or bid-writing advice. Whether to bid, what to say and what to claim are your decisions.

Illustrative examples. Sample matches, screenshots and examples on the website are there to show how the Service works. They are not live notices unless they say so.

7. Your content

"Your content" means everything you put into the Service: your business description, uploaded tender documents, evidence, certificates, answers, notes, customer records and anything your users add.

You own it. We claim no ownership of your content. It stays yours.

What you let us do with it. You give us permission to store, process, analyse, index and display your content so we can provide the Service to you, and to use it to improve the Service for your organisation, for example by learning which matches you act on. This permission ends when your content is deleted from the Service, except for backup copies which we delete on their normal cycle.

AI processing. To run matching, extraction and drafting we send parts of your content to third-party AI providers. These include commercial model providers and hosting platforms such as OpenRouter that give us access to a range of models, including open source models such as DeepSeek and Kimi. The models we use change over time. We send only what the feature you are using needs, for example the text of a tender document and the answers you have asked us to draft from. Some of these providers are outside the UK. We choose providers and settings that, according to their published terms, do not use API inputs to train their models, but we do not control those providers and cannot guarantee how they handle data. If that matters to you, do not upload documents you are not prepared to have processed by third-party AI services. We ourselves do not use your uploaded documents, evidence or answers to train models that serve other customers. Our Privacy Notice describes the categories of provider we use, and we will give you the current named list if you ask at support@tenderbot.ai.

Isolation. Your content is kept separate from other customers' content. AI features only draw on content in your own workspace and the tender in question.

Your responsibilities. You confirm that you have the right to upload your content, that it does not infringe anyone else's rights, and that it does not contain anything unlawful. If a tender document you upload is confidential, it is your responsibility to check that uploading it to a third-party tool is allowed under the buyer's terms.

What we will not generate. The Service is designed not to invent accreditations, case studies, figures or compliance claims that are not supported by your content. If it does, that is a fault and we want to know about it, but you remain responsible for what you submit.

8. Acceptable use

You must not:

• resell, sublicense or share access to the Service outside your organisation, or use it to provide a competing service;
• scrape, copy or bulk-extract data from the Service other than through features we provide for that purpose, such as exports;
• reverse engineer the Service or try to get at its source code, models, prompts or underlying data structures;
• use the Service to send spam, or to do anything unlawful, fraudulent or that infringes anyone’s rights;
• upload malware or anything designed to interfere with the Service;
• overload or disrupt the Service, or attempt to get around usage limits, security or access controls;
• open multiple accounts to get repeated free trials.

We may suspend or close accounts that break these rules.

9. Our intellectual property

The Service, including its software, design, matching and taxonomy systems, AI prompts and workflows, databases, documentation and the Tenderbot name and branding, belongs to us or our licensors. Your subscription gives you a limited, non-exclusive, non-transferable right to use the Service for your business while your account is active. Nothing in these terms gives you any other rights in it.

Public procurement notices are published by public bodies under their own terms and licences. We do not claim ownership of them.

If you send us feedback or suggestions we can use them without owing you anything.

11. Data protection

Our Privacy Notice at tenderbot.ai/privacy explains how we handle personal data about you and your users. It forms part of these terms.

Where your content includes personal data about other people (for example, names of buyer contacts or staff named in your evidence), you are the controller and we process it on your behalf as your processor, only on your instructions, for the purposes of providing the Service. We will keep appropriate security measures in place, use only the third-party providers described in our Privacy Notice, and help you meet your obligations where you reasonably ask. If you need a separate data processing agreement, email support@tenderbot.ai.

12. Availability, support and changes

We aim to keep the Service available at all times but do not guarantee uninterrupted access. We may take it down for maintenance, and we will try to do that outside UK working hours and give notice where we can.

We provide support by email at support@tenderbot.ai during UK business hours and aim to respond within three working days.

We update the Service regularly. Some updates change how features work. We will tell you about material changes through the app or by email.

14. Suspension and termination

By you. Cancel at any time from your account settings. Section 4 explains when cancellation takes effect and what you are charged.

By us. We can suspend or end your access straight away if you seriously or repeatedly break these terms, if your payment is overdue as set out in section 4, if we are required to by law, or if your use puts the Service or other customers at risk. Otherwise, we can end this contract by giving you at least 30 days' notice, and we will refund any part of a month you have paid for but will not receive.

What happens after. When your account closes you lose access to the Service. You can export your content before then using the export features. We keep your content for 30 days after closure so you can ask for it back, then delete it, except where we have to keep it for legal or accounting reasons or it sits in backups that are overwritten on their normal cycle. Sections that by their nature should continue, including 6, 7, 9, 10, 15, 16 and 17, continue after the contract ends.

15. Our liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.

Apart from that:

• we are not liable for any loss of profit, revenue, business, contracts or opportunities, or for any indirect or consequential loss, including a bid you did not see, did not submit, or submitted and lost;
• we are not liable for losses caused by errors or omissions in notices, documents or data published by third parties, or by decisions you take based on the Service’s output;
• our total liability to you under or in connection with this contract, whether in contract, tort or otherwise, in any 12-month period is limited to the fees you paid us in that period.

The Service is provided as it is. Except where these terms say otherwise, we exclude all implied warranties and conditions, including those of satisfactory quality and fitness for a particular purpose.

17. General

Changes to these terms. We can update these terms. For material changes we will email you at least 30 days before they take effect. If you keep using the Service after that date the new terms apply. If you do not agree, cancel before the change takes effect.

Whole agreement. These terms and the Privacy Notice are the whole agreement between us about the Service. They replace anything said or written before, including during any beta or early access period.

Transfers. You cannot transfer this contract to anyone else without our written consent. We can transfer it to a company that buys our business or the Service, and we will tell you if we do.

Notices. We send notices to the email address on your account. You send notices to support@tenderbot.ai.

Waiver and severance. If we do not enforce a term that is not a waiver. If any part of these terms is found invalid the rest still applies.

Third parties. No one other than you and us has rights under these terms.

Governing law. These terms are governed by the law of England and Wales and any dispute goes to the courts of England and Wales.