Privacy and cookie policy

Controller and contact

The controller of personal data and the provider of the LatBid service is Rihards Kļaviņš, a sole trader. Address: Mūrmuiža, Kauguru pagasts, Valmieras novads, LV-4224, Latvija. Send questions about the processing of personal data or the exercise of your rights to rihards.klavins@icloud.com.

Scope of this policy

This policy covers the latbid.com website, registration, authentication, the subscription, the company profile, company details, the data prepared for a specific bid, and the use of the tender assistant and automatic form filling.

What data we process

• Account data: the Clerk user identifier, email address, name and the profile information the user provides.
• Company profile: company name, registration number, legal and correspondence address, construction-company registration number, website and VAT number.
• Company details for filling in forms:bank name, bank code and account number; the contact person’s name, position, phone and email; the authorised signatory’s name, position and basis of representation; the beneficial owner and persons with decisive influence. The customer enters this data, and we use it to fill in tender forms where the contracting authority asks for it.
• Employees and specialists: name, position, employer, phone, type and period of employment, and certificate numbers, fields, issuer and expiry dates.
• Data prepared for a specific bid:the specialists named in the bid and their roles, subcontractors (name, registration number or personal identity number, address, scope of work) and previously completed projects together with the contracting authority’s name and contact details.
• Personal identity number:if a tender form asks for a specialist’s or subcontractor’s personal identity number, the customer may enter it. We store it only with the bid concerned, not in the company profile, and delete it together with the bid data.
• Copy of public construction registers:so the service can offer lists of companies and certified specialists, LatBid keeps a local copy of the open data of the State Construction Control Bureau published on data.gov.lv: the list of construction companies, the list of construction specialist certificates and their employment records. This data is public, is not obtained from the customer, and is used only for search and comparison. An entry reaches a customer’s profile only when the customer confirms it.
• Annual-report financial data: to help assess turnover and equity requirements, we query the financial data of annual reports published by the Register of Enterprises on data.gov.lv, using the company registration number.
• Subscription data: Stripe customer and subscription identifiers, plan, status and access state. LatBid does not store full payment card details.
• Public tender data: tender documents publicly available in the EIS and elsewhere, and the data and analyses derived from them.
• Usage data: which tenders an account has viewed, ticks in document checklists, and the number of analyses carried out per day.
• Technical and communication data: IP address, browser and device information, infrastructure request and security logs, and information provided in an email or support request.

LatBid does not ask for or store dates of birth, the home addresses of natural persons, copies of identity documents or special categories of data such as health data. Please do not enter such data in the service.

Other people’s data entered by the customer

In the company profile and bid data the customer also enters other people’s data — specialists, the contact person, authorised signatories, beneficial owners, subcontractors and contact persons at previous contracting authorities. The customer is responsible for having a lawful basis to use this data and for the people concerned being informed that their data is used to prepare bids in LatBid.

Documents, analyses and filled forms

Tender documents are downloaded from the EIS or another public source and cached, in order to carry out the requested analysis, deliver the result and avoid unnecessary repeated processing. Automated and artificial-intelligence services are used to carry out the analysis.

When filling in a tender form, LatBid creates a copy of the authority’s form with the customer’s company data written into it — depending on the form, also bank details, the authorised signatory or specialist data. This file is kept in the server cache so the customer can download it, and is separated by account — a user of another account cannot see it even if both are preparing a bid for the same tender. A filled form is not included in a shared analysis, and we delete it at the customer’s request.

If a customer uploads their own document so that details of a completed project can be read from it — a reference letter, a handover-acceptance certificate or a contract — the document’s content is read, including with an artificial-intelligence service, and the fields obtained are shown to the customer for checking. We do not keep the file itself.

If a customer submits another document or information that is not public tender documentation, we use it only to carry out the service the customer requested. The customer keeps control of what they submit and may request deletion of their data as described in section 11.

Why and on what basis we process data

• to create an account, maintain the company profile and details, manage the subscription, analyse documentation, prepare bid data and fill in tender forms automatically — to conclude and perform a contract;
• to maintain a copy of the public construction registers, check the professional information available in it and query public annual-report financial data — for our legitimate interests in making the service work with publicly available data;
• to reuse analyses that contain no customer data, prevent fraud, protect accounts, control volume of use and keep the service running — for our legitimate interests;
• to meet accounting, tax and other legal obligations — to comply with a legal obligation;
• to answer questions and handle requests — to perform a contract or for our legitimate interests.

Service providers and recipients of data

The following help us provide the service:

• Clerk — authentication and user accounts;
• Stripe — subscriptions and payment processing;
• Vercel — hosting of the public website, technical logs and anonymous visit statistics;
• Supabase — managed database for subscription, company profile and bid data;
• Railway — server infrastructure for the assistant;
• Anthropic — artificial-intelligence infrastructure for analysing tender documents, recognising form fields and reading a document uploaded by the customer.

Each provider receives only the data needed for its task and processes it under its own contracts and the applicable data protection requirements. The customer’s company profile is not passed on when a public tender is analysed.

We also use public data sources — the construction register and annual-report data published by the EIS and data.gov.lv. When querying annual-report data, the company registration number is sent to data.gov.lv.

Transfers outside the EEA

Some technology providers may process data outside the European Economic Area. In that case the transfer takes place under an applicable European Commission adequacy decision, standard contractual clauses or another transfer mechanism recognised by law.

Retention, correction and deletion

We keep account, company profile, details and subscription data while the account is active or the data is needed to provide the service. We keep bid data, including personal identity numbers and subcontractors entered, until the customer deletes it or the company profile is deleted. Filled forms stay in the server cache until it is cleared or the customer requests their deletion. We keep payment and accounting information for the periods set by law. How long infrastructure logs are kept is determined by security needs and the settings of the service concerned.

The user can correct the company profile, details and bid data themselves, but the history of profile changes is not kept in a separate audit log. A self-service account deletion button is not currently available.

To request deletion of an account, company profile or other customer data, write to rihards.klavins@icloud.com. Before carrying out a request we may verify the requester’s identity. We will delete the data without undue delay, except for information that must be kept to meet a legal obligation or to defend legal claims. Public tender documents and analyses that contain no customer data are not customer profile data and may be kept for the further provision of the service.

Access to the assistant

When the assistant is opened, the LatBid website creates a short-lived, signed access token containing the user’s technical identifier, email address, plan and access status. The token is valid for 120 seconds, is not stored in the website database, and after successful access must be removed from the browser address by the assistant.

Automated analysis

LatBid uses automated analysis to prepare an informational tender report, a checklist and tender forms filled in with company profile data. LatBid does not make a legally binding decision about the customer’s qualification, participation in a tender or the outcome of a bid. The final decision is made, and the analysis and filled forms are checked against the original documents, by the customer.

Your rights

Depending on the situation, you have the right to request access to your personal data, its correction, deletion, restriction of processing, data portability, or to object to processing. Send requests to rihards.klavins@icloud.com. We will reply without undue delay and usually within one month; for a complex request the period may be extended as provided by law.

You have the right to lodge a complaint with the Data State Inspectorate (Latvia). Before doing so, we invite you to contact us so that we can look into the matter and put it right.

Cookies

The website uses only technically necessary authentication, session and security cookies provided by Clerk and its security infrastructure. They are needed to sign up, sign in, keep a secure session and use the protected pages. A further cookie stores your language choice (English or Latvian).

On the public website we use Vercel Web Analytics to see how many visitors open which page. It uses no cookies and creates no visitor identifier: only the page address, the approximate country, the device type and the browser are collected. This data cannot be linked to a specific person, and we do not use it for advertising or profiling.

For that reason no consent is requested for analytics — it sets no cookies. If we introduce advertising or marketing cookies in future, we will ask for consent before activating them and update this policy.

Changes to this policy

We may update this policy to reflect changes to the service, to data processing or to the law. For material changes we will update the effective date and, where necessary, inform account users.