Terms of Service

1. Introduction

These Terms of Service ("Terms") govern your access to and use of the Bid Refinery platform ("Service"), operated by Bid Refinery Ltd ("we", "us", or "our"). By accessing or using the Service, you agree to be bound by these Terms. If you do not agree, you may not use the Service.

2. Service Description

Bid Refinery is an AI-powered tender response platform that helps organisations create, manage, and submit bid responses. The Service includes features such as requirement extraction, grounded response drafting with citations, compliance analysis, quality assurance, and document export. The AI capabilities are designed to assist, not replace, professional judgement in the bid-writing process.

3. Account Terms

• You must be at least 18 years of age to create an account and use the Service.
• You must provide accurate, complete, and current information when creating your account.
• You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account.
• You must notify us immediately at legal@bidrefinery.com if you become aware of any unauthorised access to your account.
• One person or organisation may not maintain more than one free account.

4. Acceptable Use

You agree not to use the Service to:

• Upload, transmit, or store any content that is unlawful, harmful, threatening, defamatory, or otherwise objectionable.
• Attempt to reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Service or its AI models.
• Abuse, exploit, or misuse the AI features, including attempting to extract underlying model weights, prompts, or training data.
• Use the Service to generate misleading, fabricated, or fraudulent bid responses.
• Interfere with or disrupt the integrity or performance of the Service, including through automated access exceeding reasonable use.
• Resell, sublicense, or redistribute the Service without our prior written consent.

5. Intellectual Property

• Your Content. You retain all rights to the content you upload to the Service, including tender documents, library materials, and generated responses. We do not claim ownership of your content.
• Our Platform. The Service, including its software, design, AI models, branding, and documentation, is and remains the property of Bid Refinery Ltd. These Terms do not grant you any rights to our intellectual property except the limited right to use the Service as described herein.
• Licence to Us. By uploading content, you grant us a limited, non-exclusive licence to process your content solely for the purpose of providing and improving the Service. We will not use your content to train AI models without your explicit consent.

6. Payment Terms

• Paid plans are billed on a per-user, per-month basis at the rates published on our Pricing page, currently £49 per user per month for the Pro plan.
• All payments are processed securely through Stripe. We do not store your payment card details.
• Subscriptions renew automatically at the end of each billing period unless cancelled.
• You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period. No partial refunds are issued for unused portions of a billing period.
• We reserve the right to change pricing with 30 days' written notice. Existing subscriptions will not be affected until their next renewal.

7. Data Handling

We take the security and privacy of your data seriously. Our collection, use, and protection of personal data is governed by our Privacy Policy. For enterprise customers, we offer a Data Processing Agreement that details our obligations as a data processor. All data is encrypted at rest and in transit, and we employ row-level security to ensure strict data isolation between organisations.

8. Limitation of Liability

• The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.
• AI-generated content is intended to assist your bid-writing process. You are solely responsible for reviewing, verifying, and approving all content before submission.
• To the maximum extent permitted by applicable law, Bid Refinery Ltd shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits, revenue, data, or business opportunities.
• Our total aggregate liability arising from or related to these Terms shall not exceed the amount you paid us in the twelve (12) months preceding the claim.

9. Termination

• Either party may terminate this agreement at any time by providing written notice.
• We may suspend or terminate your access immediately if you breach these Terms.
• Upon termination, you may request an export of your data within 30 days. After this period, we will delete your data in accordance with our retention policies.
• Sections relating to intellectual property, limitation of liability, and governing law survive termination.

10. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes by email or through a notice on the Service at least 30 days before the changes take effect. Your continued use of the Service after changes become effective constitutes acceptance of the revised Terms.

11. Governing Law

These Terms shall be governed by and construed in accordance with the laws of England and Wales. Any disputes arising from or relating to these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

12. Contact

If you have any questions about these Terms, please contact us at legal@bidrefinery.com.