Privacy Policy

When you use Keendex, we may collect the following categories of information:

• Account information: your name, email address, phone number, designation, organisation name, and login credentials.
• Company profile and metadata: company registration details, PAN/GST numbers, address, certifications, and past credentials entered into the Company Briefcase or Metadata Repository.
• Tender documents: RFPs, BOQ files, tender PDFs, scanned documents, Excel files, and any other documents you upload for extraction, analysis, or compilation.
• AI interaction data: queries submitted through the Ask Keendex chat module, pre-bid queries generated, and your interactions with AI-generated outputs.
• Billing and subscription data: payment details, subscription plan, token consumption, and billing history.
• Usage and activity logs: history of extractions, modules used, AI models selected, timestamps, and actions performed.
• Communications: messages sent to our support team or submitted via the platform.
• Technical data: IP address, browser type, operating system, device identifiers, and log data generated when you access our services.

We process your information for the following purposes:

• To provide core platform services including tender discovery, document extraction, BOQ analysis, pre-qualification checks, annexure auto-fill, Go/No-Go analysis, pre-bid query generation, and response compilation.
• To power the Company Briefcase and Metadata Repository, enabling automatic form and annexure filling from your stored company data.
• To authenticate users and enforce role-based access controls (Admin, Member, Viewer) within your organisation's Keendex account.
• To process payments, manage subscriptions, and track token usage and billing.
• To deliver TenderTiger integration and scheduled daily tender alerts personalised to your business categories and preferences.
• To improve platform performance, fix bugs, and develop new features.
• To provide customer support and respond to queries.
• To ensure security, detect fraud, and prevent misuse of the platform.
• To comply with applicable legal obligations.

Documents you upload — including tender PDFs, BOQ files, scanned forms, and annexures — are processed using AI technologies to extract parameters, generate summaries, identify pre-qualification criteria, fill annexures, and compile responses. This processing is performed exclusively on your behalf.

• Your uploaded documents remain your property at all times.
• Keendex does not use your tender documents or company metadata to train public AI models.
• AI-generated outputs, including summaries, extracted data, and pre-bid queries, are generated for your use only and are not shared with other users or third parties.
• Page references (Pg. No.) included in extracted outputs allow you to verify every piece of extracted content against its source document.

Keendex does not sell your personal information. We may share information only in the following circumstances:

• With infrastructure and hosting providers who power the Keendex platform.
• With AI model providers whose technology processes your documents (subject to data processing agreements).
• With payment processors to handle subscription billing securely.
• With analytics providers to measure platform performance (using aggregated or anonymised data wherever possible).
• With TenderTiger, where you have connected your TenderTiger account for tender discovery and sync.
• With government authorities or regulators where required by applicable law.
• With professional advisers such as lawyers or auditors, subject to confidentiality obligations.

We implement reasonable technical and organisational measures to protect your information, including:

All bid data stored and generated within Keendex is protected using AES-256 encryption. Please see our Security Policy for further details.

• Encryption of data in transit using industry-standard protocols.
• Encryption of stored data where applicable.
• Role-based access controls so only authorised personnel can access your data.
• Audit logging and activity monitoring.
• Regular security assessments and incident response procedures.

We retain your information for as long as your account is active and as necessary to provide our services. Upon account closure, your data will be deleted or anonymised within a reasonable period, subject to any legal retention obligations. Extraction history, billing records, and audit logs may be retained for a longer period as required by law.

Subject to applicable law, you may have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate information.
• Request deletion of your information (subject to legal obligations).
• Restrict or object to certain processing.
• Request portability of your data.
• Withdraw consent where processing is based on consent.

Keendex may store and process data in cloud infrastructure located outside your country of residence. Where such transfers occur, we implement appropriate contractual and technical safeguards to protect your information in accordance with applicable data protection law.

We may update this Privacy Policy from time to time. When we do, we will revise the effective date and, where changes are material, notify you by email or through the platform. Continued use of Keendex after changes take effect constitutes your acceptance of the revised policy.