Terms of Service

These terms govern your use of the BidEngine platform and the bidengine.co website (together, the “Service”), provided by ProofWorks Limited, a company registered in England and Wales (number 16940700), 63 Archer Drive, Derby, DE3 0FS (“ProofWorks”, “we”, “us”).

By creating an account or starting a free trial, you agree to these terms on behalf of your organisation. If you do not have authority to bind your organisation, do not create an account.

1. The Service

BidEngine is a software platform for preparing, scoring, and improving responses to UK public sector tenders. The Service is provided on a subscription basis. Specific features may be added, changed, or removed; we will notify you in advance of material changes that reduce functionality of paid plans.

2. Free trial

New accounts may be offered a 14-day free trial of paid features. At the end of the trial, you will either start a paid subscription or your account will revert to a limited free tier (or be closed, depending on the plan). Trials are limited to one per organisation.

3. Subscription fees and payment

Subscriptions are billed monthly or annually in advance via Stripe. Fees are quoted exclusive of VAT. We may revise published prices on no less than 30 days’ notice; price changes do not affect your current paid term.

If a payment fails, we will retry and notify you. If payment cannot be collected within 14 days, we may suspend access until the account is brought current.

4. Cancellation and refunds

You may cancel at any time from within the Service. Cancellation takes effect at the end of your current billing period. We do not refund partial periods except where required by law (UK Consumer Contracts Regulations apply to qualifying consumer subscriptions; B2B subscriptions are non-refundable mid-term unless we are in material breach).

5. Your data

You retain all rights in the data you upload (your evidence library, tender questions, draft answers — “Customer Data”). We process Customer Data only on your instructions and only to provide the Service, in accordance with our Privacy Policy and our Data Processing Agreement (available on request and forming part of these terms where personal data is processed).

We do not use Customer Data to train AI models, and our agreements with our AI sub-processors prohibit them from doing so. See the sub-processor list for full details.

6. Acceptable use

You agree not to:

• Use the Service to process content that you do not have the right to process
• Reverse-engineer, copy, or attempt to derive the source of the Service
• Resell or sublicense the Service without our written agreement
• Use the Service to generate content intended to deceive a tender evaluator about objectively verifiable facts
• Probe, scan, or test the security of the Service except under a written authorisation from us

7. AI-generated content

BidEngine generates draft responses based on the evidence you upload. The drafts are provided as a starting point for human review and editing; they are not guaranteed to be accurate, compliant with a specific tender’s requirements, or to win an award. You remain responsible for the content you submit to a buyer.

8. Service availability

We aim for high availability but the Service is provided on an “as available” basis. We may perform planned maintenance (with notice where reasonably practical) and respond to incidents on a best-efforts basis. We do not currently offer a contractual SLA on the standard tier; enterprise SLAs are available by separate agreement.

9. Intellectual property

The Service, including its software, prompts, scoring rubrics, and documentation, is owned by ProofWorks. We grant you a non-exclusive, non-transferable right to use the Service for your internal business purposes for the duration of your subscription. No other rights are granted.

10. Confidentiality

Each party agrees to protect the other’s confidential information with reasonable care and to use it only for the purpose of the relationship. This obligation survives termination.

11. Liability

To the maximum extent permitted by law, our total liability to you for any claim arising out of or in connection with the Service is limited to the fees you have paid us in the 12 months before the claim arose. We are not liable for indirect or consequential losses, lost profits, lost contracts, or lost data beyond our backup obligations. Nothing in these terms limits liability that cannot be limited under English law (including for fraud or death/personal injury caused by negligence).

12. Termination

Either party may terminate by giving notice at the end of a billing period. We may suspend or terminate immediately if you materially breach these terms (including non-payment after notice) or if required by law. On termination, we delete Customer Data within 30 days unless you request earlier deletion or extended retention is required by law.

13. Governing law

These terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute, except that we may bring proceedings to enforce our intellectual property rights in any jurisdiction where infringement occurs.

14. Changes to these terms

We may update these terms. Material changes will be notified by email at least 30 days before they take effect. Continued use after the effective date constitutes acceptance.

15. Contact

Questions about these terms: hello@bidengine.co.
Privacy enquiries: privacy@bidengine.co.