BidWire Privacy Notice
Effective: 2 October 2026 · Version 1.0
This notice explains what BidWire collects about you and your firm, what we do with it, who else sees it, and what you can ask us to do. It is written under Ghana's Data Protection Act, 2012 (Act 843).
1. Who is responsible
BrainWave AfricaTech Limited, 335 Place, Off N1 Highway, Accra, Ghana (registration number CS096710624), is the data controller. BrainWave AfricaTech Limited is registering with the Data Protection Commission of Ghana; we will add the registration number here once it is issued.
Questions or requests: email hello@bidwire.brainwaveafricatech.com, or reply to any BidWire email. Our data protection contact is Caleb Jimoh, Director.
2. What we collect and why
If you sign up or subscribe
| What | Why | Where it comes from |
|---|---|---|
| Firm name, category, your name, email address, WhatsApp number and, if you give them, your website address and your own description of what you sell | To create your profile, send alerts, and contact you about onboarding and billing | You, via the sign-up form or WhatsApp |
| Documents you send us: company profile, certificates, registrations, past contracts, staff lists, readiness answers | To score tenders against what you can actually bid for and to write your readiness notes and reports | You, by email or WhatsApp |
| What your firm's public website says about its services | To build your profile, which we show you so you can correct it | Your website, which we read when you sign up |
| Your replies (BID, DONE, NO, STOP) and how you use alerts | To track your bids, tune your matching, and stop sending what you do not want | You |
| Payment status and plan | To know what you have paid for | Paystack tells us a payment succeeded or failed. We never see your card number. |
| Emails and WhatsApp messages between us | To serve you and keep a record | You and our staff |
If you have not signed up but your firm appears in public procurement records
BidWire builds a public "award index" from Ghana's GHANEPS portal: which firms won which public contracts. If your firm is in it, we hold its name, its contract awards, and the business contact details published with them. We may email your firm's published business address, once, to show you what BidWire would find for you. Every such email says where we got the address ("public procurement records on GHANEPS", or the business association that introduced us) and how to say no. Reply STOP and we never email that address again. We email firm-level mailboxes only. We do not email named individuals from award records without their consent.
If you are a buyer contact named in a public tender notice
Tender notices, for example from the World Bank's public procurement feed, sometimes include the name, organisation, email and phone of the person to contact about the tender. We pass that on to our clients only as part of the notice it came from, so they can contact you about that tender, which is why it was published. We do not use buyer contact details for our own marketing. We handle them to the standard of the country they came from, as Act 843 section 18 requires.
On our website
The sign-up form on www.brainwaveafricatech.com/bidwire is run by Netlify. Our BidWire page sets no tracking cookies. If we ever add analytics, we will update this notice and give you a way to say no.
3. What we do not do
- We never use your data, or any client's data, to train an AI model, and we have switched off the setting that would let our AI provider do so.
- We do not sell your data.
- We do not share your documents with other clients.
- We do not send you marketing you have not agreed to. Alerts, reports and billing emails are the service. Anything beyond that needs your separate yes, and you can withdraw it any time.
4. Why we are allowed to process your data
- Your consent, given when you sign up or send us documents, which you can withdraw at any time.
- Providing the service you asked for and meeting our contract with you.
- Our legitimate business interest in building the award index from public records and in telling firms once that we exist, always with a clear way to say no.
- Legal duties, such as keeping tax records.
5. AI processing
BidWire uses an AI model (currently Claude, made by Anthropic) to compare each tender notice with your profile and documents and to write your readiness notes. This means the text of your documents is sent to Anthropic's servers to produce that output. We have switched off the setting that lets Anthropic use this text to train its models. Anthropic's terms keep two exceptions outside our control: text sent to it as feedback, which BidWire never sends, and text its systems flag for a safety review. The output is a summary. It can be wrong. Always check the official tender document before you act on it.
6. Who else sees your data
We use a small number of service providers, each under a written agreement to protect data and use it only for us:
| Provider | What they do for us | Where |
|---|---|---|
| Anthropic PBC | AI matching and readiness notes | United States |
| AgentMail, Inc. | Sends and receives BidWire email | United States |
| Netlify, Inc. | Hosts our web page and the sign-up form | United States |
| Hostinger | Hosts the BidWire system | European Union |
| Paystack | Takes card payments and holds your payment details, not us | Ghana and Nigeria |
| Microsoft 365 | Our internal document storage and staff email | Microsoft data centres for our company tenant |
We also talk to some clients on WhatsApp, which Meta carries under its own terms.
This means some of your data leaves Ghana. Act 843 does not ban this. We declare these transfers in our Data Protection Commission registration, and each provider is bound by contract to protect your data. We will update this list if it changes.
Our own staff and contractors see your data only to serve you, under confidentiality.
We may also share data if the law requires it, for example a court order or a lawful request from a Ghanaian authority. We will tell you unless the law stops us.
7. How long we keep it
- Profile, documents and alert history: while you are a client, then for 12 months after your last paid period so you can come back without starting again. After that we delete them automatically. Ask, and we delete sooner.
- Paused accounts (failed payment): the same 12 months, then deleted.
- Billing records and invoices: six years, because Ghanaian tax law requires it.
- Award index (public record): kept and refreshed as a public dataset. Your firm's STOP is kept permanently so we never email that address again.
- Emails and messages between us: the same 12 months after your last paid period, then deleted, unless they are part of a billing record.
8. Your rights
Under Act 843 you can ask us, free of charge, to:
- Tell you what we hold about you and why.
- Send you a copy of it.
- Correct anything that is wrong.
- Delete it, or stop using it, where we have no legal need to keep it.
- Stop all direct marketing immediately. Reply STOP or email us. This right is absolute.
- Withdraw consent at any time. This does not affect what we did before you withdrew.
Email hello@bidwire.brainwaveafricatech.com or reply to any alert. We respond within 14 days. If you are not happy with our answer, you can complain to the Data Protection Commission, Ghana (dataprotection.org.gh).
9. Keeping it safe
Your documents are stored in access-controlled systems and our staff use company accounts. Documents received on WhatsApp are moved into our system and removed from phones within 24 hours. If a security incident affects your data, we will tell you and the Data Protection Commission as soon as reasonably practicable, say what happened, and say what we are doing about it.
10. Children
BidWire is for businesses. We do not knowingly collect data about anyone under 18.
11. Changes
We will email you about any change to this notice that matters at least 14 days before it applies.
BidWire is a private service of BrainWave AfricaTech Limited. It is not affiliated with, endorsed by, or acting for the Public Procurement Authority, GHANEPS, the World Bank, or any government body or buyer. Alerts are built from public notices and summarised with AI; always confirm every detail against the official tender document.