BidSmart Privacy Notice
BidSmart is used for roofing procurement and online bidding for RJL Builders and Trading. This notice explains how information submitted by Clients and Suppliers is used within the system. It is intended to support transparent handling of personal information consistent with the Philippine Data Privacy Act of 2012 and the project's operational requirements.
Information collected
- Account information such as name, email address, username, mobile number, birthday, gender, and address.
- Client identity-verification documents and, when applicable, business-registration or authorization documents.
- Supplier business information and verification documents, including registration, permit, BIR, identification, proof-of-address, and authorization records when applicable.
- Procurement requests, quotations, bidding results, announcements, notifications, audit records, and security-related activity generated while using BidSmart.
How the information is used
Information is used to create and secure accounts, verify user identity or business legitimacy, manage roofing procurement requests and quotations, send system and SMS notifications, investigate security events, maintain audit history, generate administrative reports, and support the operation of BidSmart.
Mobile number and SMS
The registered mobile number is verified through a one-time PIN during registration. BidSmart may use the verified number for important account, bidding, bidding-deadline, quotation, result, revision, and administrator-announcement notifications through the configured SMS provider.
Contact exchange after an award
When a Client selects a winning Supplier, BidSmart may provide the Client and the selected Supplier with the necessary contact information, such as name or business name, mobile number, and email address, so they can coordinate payment and delivery outside BidSmart. Non-winning Suppliers are not given the Client's private contact details through this award flow.
Access and protection
Verification documents and quotation files are restricted by user role and ownership. BidSmart also uses role-based access, SMS OTP verification, audit logging, protected file delivery, and blockchain-supported audit fingerprints for security and record-integrity purposes.
Retention and account records
Information may be retained while the account or related procurement records are required for system operation, transaction history, audit, research documentation, security review, or applicable administrative obligations. Authorized administrators are responsible for managing records according to the project's approved policies.
Consent
Creating an account requires acknowledgement of this Privacy Notice. Consent is recorded together with the policy version used at registration.