Privacy notice

Last updated 4 November 2026

This notice explains what we collect when you browse CognitiveBid or use its form, why, how long we keep it, and what you can ask of us.

Who we are

CognitiveBid is made by Cytech Ltd, Science and Technology Park of Crete, 70013 Heraklion, Crete, Greece (G.E.MI. 77231027000), which decides how your information is used. Write to us about anything in this notice at projects@cytech.gr, or to our data protection officer at dpo@cytech.gr.

What we collect

• Your details: your name, your company, your work email and, if you give it, your role.
• Your documents, if you upload them: tenders, project briefs, requirements, client replies and meeting notes.
• What you asked for: your product focus (Bid Sentinel, Bid Compass, Bid Scribe or help choosing), a demo, or contact without uploading private documents.

Product selections are included in page links so your choice stays in context between the demo, form and languages. These links contain no contact details or document content.

Optional analytics

If you accept analytics, we use Google Analytics 4 to understand visits and the journey through the site: products and sections viewed, time spent in visible product and demo areas, the bid pages and diagrams explored, navigation choices and progress through the form. Google Analytics uses cookies to distinguish browsers and sessions and processes technical information such as device and browser details. We disable advertising signals and advertising personalisation.

We do not send your name, company, email, role, document names or contents, search text, or form-field values to Google Analytics. Form events contain only progress markers, the selected product category, file counts, broad file types and size ranges, and success or error categories. Page addresses sent by our tracking code exclude arbitrary query strings and individual bid-record identifiers. Recognised campaign tags help us understand where visits came from.

Google Analytics does not load before you accept it. You can reject analytics and still use the whole site and form. Use Analytics settings at the bottom of any page to change your choice. Withdrawing permission stops further analytics collection by our code and removes the Google Analytics cookies it can access in your browser.

Your analytics choice is stored in your browser for up to 180 days. Our analytics cookies are configured to expire after 180 days. Your light or dark theme choice is stored separately in your browser. If enabled, Cloudflare Web Analytics also provides a separate cookie-free visit counter.

After you accept analytics, we also keep a small set of product and journey categories in tab storage to connect your first interest, demo exploration and form outcome. This contains no contact details or document content and is cleared when you withdraw analytics.

Why

• To analyse your documents and send you the complete bid pack, with our review focused on your chosen product, or to arrange your demo. The pack includes issues and questions, estimated hours, pricing and draft offer documents. You asked for this, and we need your details to do it.
• To keep the form free of automated spam. A check by Cloudflare Turnstile runs when you send the form; it does not set advertising cookies.
• With your permission, to understand how visitors explore the product and where the journey succeeds or becomes difficult. We use this to evaluate and improve the smoke test. You can withdraw this permission at any time.

We do not use your documents for anything else, we do not share them, and we do not use them to train anything.

How long we keep it

• Your documents and everything we made from them are deleted once we have sent you your results.
• Your details are kept for 12 months after your last message to us, then deleted, unless we start working together.

Who else handles it

The page, the form and what you send through it run on Cloudflare, which processes them for us under contract and only on our instructions. Uploaded documents are stored in the European Union.

To analyse your documents and prepare your results, we use Claude, an AI model made by Anthropic, possibly outside the European Union. We have switched off the use of our work with Claude to train Anthropic's models. No person outside Cytech reads your documents.

If you accept analytics, Google also processes site-usage data through Google Analytics. This data may be processed outside the European Union. See Google’s privacy policy for information about Google’s processing. We do not send your documents or contact details to Google Analytics.

Your rights

You can ask us to show you what we hold about you, to correct it, to delete it, or to stop using it. Write to dpo@cytech.gr and we will answer within a month. If you think we have not handled your information properly, you can complain to the Hellenic Data Protection Authority (dpa.gr).