Privacy Policy

Introduction

This Privacy Policy explains how IFUTURIX AI LABS PRIVATE LIMITED (“FuturixAI”, “we”, “us” or “our”) handles personal data in connection with TENDER-LENS, available at tender.futurixai.com.

TENDER-LENS is primarily a business and enterprise product used by organisations and professionals to discover, analyse and manage public procurement opportunities. This Policy applies to people who use TENDER-LENS, request a demonstration, communicate with us about the product, or whose personal data is otherwise processed in connection with the Service.

1. Information We Collect

The information we collect depends on how you interact with TENDER-LENS.

When you request a demo, contact us or create an account, we may receive your name, work email address, phone number, company name, designation and other information you choose to provide.

If your organisation purchases TENDER-LENS, we may also receive information required to create and administer user accounts, including organisational roles, permissions and workspace membership.

When you use the Service, we process information necessary to provide its functionality. This can include tender searches, saved opportunities, TENDER-LENS Radar preferences, documents reviewed or uploaded, prompts submitted to AI features, generated analyses, bid-related workflows, reminders and other activity within your account.

We also collect ordinary technical information generated when a web service is used, such as IP address, browser and device information, login records, application logs, security events and information about how the Service is being used.

2. Documents You Provide

TENDER-LENS allows customers to work with documents and information relevant to a procurement process. Depending on how the Service is used, this may include tender documents, previous bids, company credentials, work orders, certificates, financial or technical information, employee profiles, compliance material and other supporting documents.

We refer to material provided by or on behalf of a customer as Customer Content.

Customers are responsible for ensuring that they are authorised to provide Customer Content to TENDER-LENS and, where it includes personal data relating to someone else, that they have an appropriate basis for doing so.

Customer Content does not become the property of FuturixAI simply because it is processed through TENDER-LENS.

3. Public Procurement Information

A substantial part of TENDER-LENS is built around information that is already publicly available from procurement sources.

TENDER-LENS monitors a range of government, public-sector and other publicly accessible tender sources. This includes central and state procurement systems, government departments, public sector undertakings, public authorities and other procurement websites.

We use our own crawlers, retrieval systems and related software to identify, organise and analyse this information.

Public tender documents sometimes contain the names, professional contact details, designations, signatures or other information relating to people involved in a procurement process. Where such information is processed by TENDER-LENS, we use it for purposes connected with providing procurement intelligence and operate subject to applicable law.

4. How We Use Information

We use information to operate and secure TENDER-LENS and to provide the functions requested by customers. This includes administering accounts, finding and recommending tender opportunities, analysing documents, generating tender-related outputs, maintaining reminders and workflows, providing customer support and improving the reliability of the product.

We also use relevant business contact information to respond to enquiries, arrange demonstrations, prepare proposals and maintain customer relationships.

Information may be used for fraud prevention, cybersecurity, debugging, audit and compliance purposes and to establish or defend legal rights.

We may analyse aggregated or de-identified information to understand how TENDER-LENS performs and to improve the product.

5. Artificial Intelligence

TENDER-LENS uses artificial intelligence as part of its tender-analysis functionality.

Our AI systems may process text, documents and prompts to provide functions such as document analysis, summarisation, clause extraction, eligibility analysis, compliance matrices, bid drafting assistance, historical analysis and other tender-related outputs.

TENDER-LENS primarily uses FuturixAI's Shivaay models. Certain functions may also use Google Gemini.

Where a third-party AI service is used, the information required to perform the requested function may be transmitted to that provider in accordance with our technical configuration and applicable contractual arrangements.

We do not intentionally use confidential Customer Content to train publicly available general-purpose AI models unless the relevant customer has expressly agreed otherwise in writing.

We may use de-identified diagnostic or performance information to maintain and improve TENDER-LENS where doing so does not reasonably disclose the identity or confidential information of a customer.

6. Analytics and Cookies

TENDER-LENS uses cookies and similar technologies where necessary to keep users signed in, maintain security, remember preferences and operate the website.

We also currently use Google Analytics and Amplitude to understand how the website and product are used. These services may receive information about a user's browser, device, IP address, session and interactions with the Service.

Where applicable law requires consent or another control for non-essential cookies or analytics, we will provide the relevant choice through the website.

7. Marketing Communications

If you contact FuturixAI, request a demonstration or enter into a business relationship with us, we may send communications relating to TENDER-LENS, relevant procurement intelligence, product developments, events, offers or other FuturixAI products and services.

You can opt out of marketing emails at any time by using the unsubscribe option provided in the message or by contacting connect@futurexia.com.

Opting out of marketing does not prevent us from sending communications that are necessary for your account, security, billing, contractual relationship or use of the Service.

8. Who We Share Information With

We do not sell personal data to data brokers.

We use selected technology providers to operate TENDER-LENS. Depending on the deployment and functionality being used, these may include providers of cloud infrastructure, AI technology, analytics, cybersecurity and other technical services.

Our infrastructure may include FuturixAI-managed servers, Ace Cloud, Amazon Web Services, Microsoft Azure and Google Cloud Platform. TENDER-LENS is configured around India-hosted infrastructure, including deployments associated with Mumbai and Noida.

Google may also process information where Google Gemini, Google Analytics or other Google services are used.

Service providers are given access only to information reasonably required for the relevant service and are subject to applicable contractual and legal obligations.

We may also disclose information where required by law, court order or a valid government or regulatory request, or where reasonably necessary to investigate fraud, misuse or a security incident.

If FuturixAI undergoes a merger, acquisition, restructuring, financing or sale of all or part of its business, information may be transferred as part of that transaction subject to applicable confidentiality and data-protection requirements.

9. Enterprise Customers

Where TENDER-LENS is provided to you through your employer or another organisation, that organisation may control your account, workspace and the Customer Content made available through it.

The organisation may determine who is authorised to access its workspace and may request that FuturixAI add, remove or modify user access.

Where FuturixAI processes personal data on behalf of an enterprise customer, additional terms may apply through a Data Processing Agreement, Master Services Agreement or other contract with that customer.

10. Data Location and Security

TENDER-LENS uses India-hosted application and storage infrastructure.

We use reasonable technical and organisational safeguards intended to protect personal data and Customer Content against unauthorised access, loss, alteration or disclosure. These measures may include access controls, authentication, encryption where appropriate, security monitoring, logging and restrictions on internal access.

No online service can guarantee absolute security. Customers are therefore also responsible for maintaining the confidentiality of their account credentials and ensuring that access to their organisational workspace is appropriately controlled.

11. How Long We Keep Information

We retain personal data and Customer Content for as long as reasonably necessary to provide TENDER-LENS, maintain an active customer relationship, satisfy contractual obligations and meet applicable legal, financial and security requirements.

Users may delete their account through available account controls or request deletion by contacting us.

After an account is deleted, associated information may remain in a restricted recovery state for up to 30 days. This allows an account to be restored where deletion was accidental or a customer changes its decision during that period.

At the end of that period, Customer Content associated with the deleted account will be deleted or rendered inaccessible from active systems, except for information we are required to retain by law or for legitimate security, financial, contractual or dispute-resolution purposes. Temporary backup copies may remain until they are overwritten through our normal backup cycle.

12. Your Choices and Rights

Depending on the law applicable to the processing, you may have rights in relation to your personal data, including rights to obtain information about its processing, ask for inaccurate information to be corrected or updated, request erasure where applicable, withdraw consent where processing depends on consent, and raise a grievance.

Requests can be made by contacting connect@futurexia.com.

We may need to verify your identity before responding to a request.

If your information is held within an enterprise customer's TENDER-LENS account, we may need to coordinate the request with that organisation because it may control the relevant data and account.

13. Indian Data Protection Law

FuturixAI is based in India. We handle personal data in accordance with applicable Indian privacy and information-technology law, including provisions of the Digital Personal Data Protection Act, 2023 and rules made under it as those provisions become applicable to our processing activities.

Nothing in this Policy is intended to limit rights available to an individual under applicable law.

14. Children

TENDER-LENS is a business and professional service intended for users who are 18 years of age or older.

We do not knowingly offer independent TENDER-LENS accounts to children.

15. External Websites

TENDER-LENS may direct users to official procurement portals, government websites and other external services.

Those sites are operated independently and have their own privacy and security practices. This Privacy Policy does not govern information you provide directly to an external website.

16. Changes to this Policy

We may update this Privacy Policy as TENDER-LENS, our technology or applicable law changes.

The current version will be made available at tender.futurixai.com and will show its effective date. Where required by law, we will provide additional notice before a material change takes effect.

17. Contact and Grievances

For questions about this Privacy Policy, requests relating to personal data or privacy grievances, contact: