Privacy Policy

Last updated: October 9, 2026

Last updated: October 9, 2026

This Privacy Policy explains how Tactical Software Pty Ltd ("we", "us", "our") collects, uses and protects personal information when you use AITenders ("the Service") at aitenders.co.za and in the AITenders mobile app for Android and iOS. We process personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA).

1. Who is responsible for your information

Tactical Software Pty Ltd, a company registered in South Africa (Reg. 2024/539544/07), is the responsible party for personal information processed through the Service. You can reach us at jason@tactical.software.

2. What we collect

  • Account information — your name, email address, phone number and password when you create an account or request a quote.
  • Business profile information — details about your company, what it bids on, team size, and documents you choose to upload to your company library.
  • Billing information — registered company name, registration number, VAT number, billing address and billing contact details when you accept a licence quote. We do not store card details; online payments, where offered, are processed by Paystack.
  • Usage information — pages viewed, tenders opened, searches, and similar activity, used to improve matching and the Service.
  • Mobile app information — if you use the AITenders app: a push notification token for your device (only if you allow notifications), your device platform and the app version, and the status of any subscription you buy through Google Play or the App Store (plan, renewal date and the store's transaction reference). We never receive your card or payment details from Google or Apple.
  • Communications — emails and SMS interactions with us, and enquiries or quote requests you submit.
  • AI assistant conversations — we no longer offer a voice or chat assistant. Transcripts of earlier conversations, which were processed and transcribed by ElevenLabs, are kept so we can follow up on quote requests you made.

3. How we use it

We use personal information to provide and improve the Service: matching tenders to your business, preparing tender response drafts you request, preparing and sending licence quotes and invoices, sending service and opt-in marketing communications, sending app notifications about new matches when you allow them, keeping the Service secure, and meeting legal obligations. We do not sell personal information.

4. Third-party service providers

To operate the Service we share limited information with providers who process it on our behalf:

  • Hosting — our servers are provided by DigitalOcean (hosted in the United Kingdom).
  • Payments — Paystack (for card-based subscriptions where applicable).
  • App store billing — Google Play and the Apple App Store process subscriptions bought in the mobile app, and RevenueCat records their status for us.
  • Push notifications — Firebase Cloud Messaging (Google) delivers app notifications to your device.
  • Error monitoring — Flare, to detect and diagnose errors in the Service.
  • Accounting and invoicing — Intuit QuickBooks, for customers we invoice.
  • Email and SMS — Mailgun and SMSPortal, to deliver alerts, quotes and notifications.
  • AI processing — Anthropic and OpenAI (tender analysis, matching and drafting) and ElevenLabs (earlier voice/chat assistant conversations).
  • Analytics and advertising — on our website only: Google Analytics, Google Tag Manager, Google Ads and Meta, using cookies and similar technologies. The mobile app does not use analytics or advertising trackers, and we do not share information about app sign-ups with advertising services.

Each provider processes information under its own terms and only to the extent needed to deliver its function.

5. Cookies

We use cookies for signing in, security, remembering preferences, and analytics/advertising measurement. You can control cookies through your browser settings; the Service's core features require the sign-in cookies to work.

6. Retention

We keep personal information for as long as your account is active or as needed to provide the Service, meet legal and tax obligations (for example, invoices), and resolve disputes. You can delete your account at any time from your account settings, on the website or in the app (More → Profile → Delete account), or ask us to do it for you. We then delete your account and associated personal information, subject to information we are required to retain by law.

7. Your rights

Under POPIA you may request access to, correction of, or deletion of your personal information, and you may object to processing or withdraw consent for marketing at any time (every marketing email includes an unsubscribe link). To exercise any of these rights, email jason@tactical.software. You also have the right to lodge a complaint with the Information Regulator (South Africa).

8. Security

We use encryption in transit, encrypted storage of sensitive credentials, access controls and monitoring to protect personal information. No system is perfectly secure; if we become aware of a breach affecting your personal information we will notify you and the Information Regulator as required by POPIA.

9. Changes

We may update this policy from time to time. The "Last updated" date above reflects the current version; material changes will be communicated through the Service or by email.

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