BidVault Open BidVault

Terms of Service

Last updated 14 October 2026

These terms govern your use of the BidVault website and platform. By creating an account, you agree to them on behalf of yourself and the business you represent. Please read them carefully, particularly section 8 on AI-generated content and section 11 on liability.

1. About us and these terms

BidVault is operated by Ammaar Hasan, trading as BidVault, 5 Tudor Avenue, KT4 8TY, United Kingdom ("BidVault", "we", "us"). You can contact us at bidvault1@gmail.com. In these terms, "you" means the business or organisation that registers for BidVault and the people it allows to use its account.

2. Business use only

BidVault is provided only to businesses and organisations for their trade or profession. It is not offered to consumers. By registering, you confirm that you are acting for a business and have authority to accept these terms on its behalf.

3. Your account

  • You must give accurate registration details and keep them up to date.
  • You are responsible for keeping your password confidential and for all activity under your account.
  • Tell us immediately at bidvault1@gmail.com if you suspect unauthorised use of your account.

4. Free trial

New accounts receive a free trial with full access to the platform for 24 hours. No payment details are needed, and the trial ends automatically. Each business may use only one free trial. We may refuse or end a trial that we reasonably believe is being misused.

5. Subscription and fees

  • The subscription fee is £1,500 per month. Our first three subscribing clients receive a founding rate of £750 per month, which continues for as long as their subscription remains active without a break.
  • All prices are exclusive of VAT, which will be added where it applies.
  • Fees are invoiced monthly in advance and are due within 14 days of the invoice date. Each payment gives access for a 31-day subscription period.
  • If a payment is overdue, we may suspend access after giving you seven days' notice until it is paid.
  • We may change our prices by giving you at least 30 days' notice. Changes apply from your next subscription period after the notice ends.

6. Cancellation

  • You can cancel your subscription at any time by emailing bidvault1@gmail.com. Cancellation takes effect at the end of your current paid subscription period, and you keep access until then.
  • Fees already paid are not refundable for partial periods, except where the law requires otherwise or where we end the service under section 13 for reasons that are not your fault.
  • Your vaults, drafts and playbook are stored in your browser. Use the export features to keep a copy before your access ends.

7. Acceptable use

You must not:

  • upload content you don't have the right to use, or that is unlawful, defamatory or infringes anyone's rights;
  • use BidVault to produce false or misleading statements for a tender submission;
  • try to get around usage limits, access controls or security measures, or share your account outside your business;
  • copy, resell, reverse engineer or build a competing product from the platform; or
  • use automated tools to access the service other than through its normal interface.

To keep the service fair for everyone, AI requests are subject to daily usage limits, which are shown in the platform if you reach them.

8. AI-generated content

  • BidVault uses artificial intelligence to draft tender responses, compliance matrices, scores and other content ("Outputs"). Outputs can contain errors, omissions or inaccurate statements, even when based on your documents.
  • Outputs are drafts to support your bid team. They are not legal, financial or professional advice.
  • You are responsible for reviewing, checking and approving every Output before you use it, including completing all [CLIENT TO PROVIDE] and [INSERT METRIC] tags and confirming that every statement, figure, accreditation and commitment is true.
  • You remain solely responsible for the content and accuracy of any tender, declaration or submission you make, and for complying with each buyer's instructions and procurement rules.
  • Evaluator scores in BidVault are AI estimates for guidance only. They are not the buyer's evaluation.
  • We do not guarantee any particular score, outcome or contract award.

9. Your content and intellectual property

  • You keep ownership of the documents and information you add to BidVault ("Your Content") and of the Outputs created for you.
  • You give us a limited licence to process Your Content only as needed to provide the service to you.
  • We own the BidVault platform, website, software and brand. These terms don't transfer any of our intellectual property to you.
  • If you send us feedback or suggestions, we may use them freely to improve BidVault.

10. Data protection

Our Privacy Notice explains how we handle your account data. Where Your Content includes personal data, such as staff details in CVs, you are the controller and we act as your processor. We will:

  • process that data only to provide the service and on your documented instructions;
  • ensure anyone processing it is bound by confidentiality;
  • keep it secure with appropriate technical and organisational measures;
  • use only the sub-processors named in our Privacy Notice, under written contracts with equivalent protections, and tell you before adding new ones;
  • help you respond to data subject requests and meet your security and breach notification obligations, and notify you without undue delay of any personal data breach affecting your data;
  • delete or return the data at the end of the service (Your Content in the platform is already held in your own browser); and
  • make available the information you reasonably need to show compliance with Article 28 of the UK GDPR.

11. Liability

  • Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited or excluded by law.
  • Subject to that, we are not liable for any loss of profits, revenue, business, contracts or anticipated savings (including any failure to win a tender), loss or corruption of data, or any indirect or consequential loss.
  • Subject to that, our total liability arising out of or in connection with these terms, whether in contract, tort (including negligence) or otherwise, is limited to the fees you paid to us in the 12 months before the event giving rise to the claim, or £100 if you have paid no fees.
  • The service is provided as it is and as it becomes available. We don't promise that it will be uninterrupted or error-free.

12. Confidentiality

Each of us will keep the other's confidential information confidential and use it only to perform these terms, except where disclosure is required by law.

13. Suspension and termination

We may suspend or close your account if you seriously breach these terms, fail to pay fees after notice, or if we are required to by law. We may also stop providing BidVault by giving you at least 30 days' notice, in which case we will refund any fees paid for the period after the service ends. You can close your account at any time from your account page.

14. Changes to the service and these terms

We may improve or change features from time to time. We may update these terms, and we will give you at least 30 days' notice by email of any material change. If you don't agree to the change, you can cancel before it takes effect.

15. General

  • These terms, together with our Privacy Notice, are the entire agreement between us about BidVault.
  • You may not transfer your rights under these terms without our written consent. We may transfer ours to another business that takes over BidVault.
  • No one other than you and us has any right to enforce these terms under the Contracts (Rights of Third Parties) Act 1999.
  • If any part of these terms is found to be unenforceable, the rest remains in force.
  • These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

16. Contact

Questions about these terms: bidvault1@gmail.com.