1. Introduction
This privacy policy explains how Bidq trading as “Bidq” (“Bidq”, “we”, “us” and “our”) collects, uses, stores, shares and otherwise processes personal data when you visit our website, place an order, upload documents, communicate with us, or otherwise interact with our services.
This privacy policy applies to personal data processed through www.bidq.co.uk and any associated pages, portals, upload systems, forms, white-labelled pages, partner-branded pages and related digital interfaces operated by or for Bidq.
2. Data Controller
Bidq is the controller of your personal data for the purposes of this privacy policy.
Our contact details are:
Bidq
167-169 Great Portland Street
Fifth Floor
London
W1W 5PF
Email: info@bidq.co.uk
3. The Personal Data We Collect
We may collect and process the following categories of personal data:
3.1 Information you provide directly
This may include:
•your name;
•email address;
•telephone number;
•billing details;
•company or trading details;
•account details;
•questionnaire responses;
•correspondence with us;
•booking and support enquiries;
•any information you submit when ordering a service.
3.2 Property pack and uploaded document data
Where you upload auction legal packs, title documents, searches, replies, tenancy papers, plans, leases, licences or related documents, those materials may contain personal data. Depending on the document set, this may include:
•names of individuals;
•signatures;
•addresses;
•contact details;
•ownership or tenancy information;
•identity-related information appearing in transaction papers;
•correspondence contained within the pack.
3.4 Technical and usage data
When you use our website, we may collect:
•IP address;
•browser type;
•device information;
•operating system;
•referral source;
•log data;
•page interaction data;
•cookie and similar technology data;
•approximate location data derived from IP address;
•website performance and analytics data.
3.5 Communications data
We may keep records of:
•emails;
•contact form submissions;
•customer support requests;
•complaints;
•feedback;
•call scheduling information;
•limited call notes or administrative records relating to booked services.
4. How We Collect Personal Data
We collect personal data:
•directly from you;
•from documents you upload;
•from forms you complete;
•when you place an order;
•when you contact us;
•through cookies and analytics tools;
•from auctioneers, introducers or partners where you use a white-labelled or partner-branded Bidq page;
•from publicly available sources where reasonably necessary for service delivery or fraud prevention.
Where personal data is not collected directly from the individual, we may receive it because it appears in a legal pack, title document, tenancy document or other material submitted to us for review. The UK GDPR requires transparency both where data is collected directly and where it is obtained indirectly. 
5. How We Use Personal Data
We may use personal data to:
•provide our services;
•review uploaded legal packs and related documents;
•prepare reports, audit outputs and compliance summaries;
•process orders and payments;
•communicate with you about your order or subscription;
•respond to enquiries, complaints and support requests;
•verify information provided to us;
•maintain records of services supplied;
•improve and develop our website and services;
•monitor platform usage and performance;
•protect our rights, systems and business;
•detect, investigate or prevent fraud, abuse or unlawful activity;
•comply with legal and regulatory obligations;
•establish, exercise or defend legal claims;
•send service-related notices;
•send marketing communications where permitted by law.
6. Legal Bases for Processing
Under the UK GDPR, we must identify a lawful basis for processing personal data. Depending on the circumstances, we rely on one or more of the following:
6.1 Contract
We process personal data where necessary to perform a contract with you, or to take steps at your request before entering into a contract. This includes:
•processing orders;
•providing reports and other paid services;
•administering subscriptions;
•responding to pre-contract enquiries.
6.2 Legitimate interests
We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include:
•operating and improving the website and services;
•reviewing uploaded documents;
•maintaining internal records;
•preventing misuse, fraud and security incidents;
•handling customer support and complaints;
•managing business operations;
•protecting our legal position;
•service analytics and performance monitoring;
•administering white-label or referral relationships.
6.3 Legal obligation
We may process personal data where necessary to comply with legal or regulatory obligations.
6.4 Consent
Where required, we rely on consent, including in relation to certain cookies or certain direct marketing activities. Where we rely on consent, you may withdraw it at any time, although that will not affect processing already carried out before withdrawal.
The ICO’s guidance explains that privacy information should tell individuals both what data is used and the lawful bases relied on. 
7. Special Category Data
We do not intentionally require special category personal data for the core operation of our services.
However, because uploaded property and transaction documents are provided by users, it is possible that special category data or other sensitive personal data may occasionally appear incidentally within uploaded materials. Where that occurs, we will process it only to the extent necessary for the relevant service, compliance, security, legal protection or related lawful purpose.
You should avoid uploading unnecessary personal data, particularly any unnecessary sensitive personal data, wherever possible.
8. Automated Tools and AI
We may use artificial intelligence systems, automated review tools, document-processing tools and third-party technology providers to assist in providing our services.
This may include automated extraction, organisation, analysis, summarisation, drafting assistance, workflow support and report preparation.
We may also combine automated tools with human review.
Our use of such tools does not mean that all decisions are made solely by automated means. Where meaningful human review forms part of the service, that review may be carried out by us or by personnel engaged on our behalf.
9. Sharing Personal Data
We may share personal data with:
•our employees, consultants, reviewers and contractors;
•solicitors or reviewers engaged in connection with a purchased service;
•hosting providers and cloud infrastructure providers;
•software, AI, automation and document-processing providers;
•payment service providers;
•CRM, support, scheduling and communication providers;
•website analytics and security providers;
•professional advisers, including legal, accounting and compliance advisers;
•regulators, law enforcement bodies, courts or public authorities where required;
•a buyer, investor, merger partner or successor in the event of a sale, acquisition, restructure or transfer of the business.
We do not sell personal data to third parties.
Where a user accesses Bidq through a white-labelled or partner-branded page, the relevant auctioneer, introducer or partner may know that the user has engaged with Bidq, but the service contract remains with Bidq and we will only share personal data with such parties where there is a lawful basis to do so.
10. International Transfers
Some of our suppliers, service providers, personnel or technology providers may be located outside the UK, or may process personal data outside the UK.
Where personal data is transferred internationally, we will take steps intended to ensure that the data is protected by appropriate safeguards in accordance with applicable data protection law. Depending on the circumstances, this may include reliance on UK adequacy regulations, appropriate contractual safeguards, or another lawful transfer mechanism recognised under UK data protection law. The ICO’s current guidance explains that international transfers must be assessed and, where required, safeguarded using the applicable UK GDPR transfer rules. 
11. Data Retention
We keep personal data only for as long as reasonably necessary for the purposes for which it was collected, including for service delivery, record-keeping, legal, operational, regulatory and dispute-handling purposes.
Retention periods may vary depending on the type of data and the reason we hold it. In general:
•order and service records may be retained for a reasonable business and compliance period;
•communications and complaints records may be retained for evidential and service management purposes;
•uploaded documents and outputs may be retained for as long as reasonably necessary to deliver the service, manage disputes, protect legal rights or comply with obligations;
•website analytics data may be retained according to the relevant analytics settings and business needs.
Where data is no longer required, we will delete it or anonymise it where reasonably practicable.
12. Your Data Protection Rights
Depending on the circumstances, you may have the right to:
•request access to your personal data;
•request correction of inaccurate or incomplete personal data;
•request erasure of your personal data;
•request restriction of processing;
•object to processing based on legitimate interests;
•request transfer of certain personal data to you or another provider;
•withdraw consent where we rely on consent;
•complain to the Information Commissioner’s Office.
These rights are not absolute and may be subject to legal exemptions or limitations.
If you wish to exercise any of these rights, please contact us at info@bidq.co.uk.
The UK GDPR and ICO guidance require privacy information to explain the rights available to individuals and how they can exercise them. 
13. Complaints
If you have concerns about how we use your personal data, please contact us first at info@bidq.co.uk.
You also have the right to complain to the Information Commissioner’s Office if you believe your personal data has been handled unlawfully or unfairly.
14. Security
We use reasonable technical and organisational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, unauthorised access and other unlawful forms of processing.
However, no internet transmission, document upload system or storage environment can be guaranteed to be completely secure, and you provide information at your own risk.
15. Cookies and Similar Technologies
We may use cookies and similar technologies on the website for:
•essential website functionality;
•performance monitoring;
•analytics;
•security;
•user experience improvement;
•marketing, where applicable and permitted.
A separate cookie policy or cookie notice should explain the specific cookies and controls used on the site. The ICO recommends clear privacy and cookie information, and layered notices where appropriate. 
16. Marketing Communications
We may send you service-related communications where necessary in connection with your order, account or subscription.
We may also send marketing communications where permitted by law. You can opt out of marketing communications at any time by using the unsubscribe mechanism in the message or by contacting us.
17. Third-Party Websites and Services
Our website or communications may contain links to third-party websites, systems or services. We are not responsible for the privacy practices of those third parties. You should review their privacy notices separately.
18. Children
Our services are not directed to children, and we do not knowingly collect personal data from children through our core services.
19. Changes to this Privacy Policy
We may update this privacy policy from time to time.
Any changes will be posted on the website and will take effect from the date of publication, unless stated otherwise.
20. Contact Us
If you have any questions about this privacy policy or our handling of personal data, please contact:
Bidq
167-169 Great Portland Street
Fifth Floor
London
W1W 5PF
Email: info@bidq.co.uk