Privacy Policy
Introduction
Ocean City Bids (“we,” “our,” or “us”) respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard your information when you visit our website www.oceancitybids.co.uk and use our bid consultancy services.
We are a specialist bid and commercial consulting company based in Plymouth, Devon, providing services across the UK. This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Data Controller Information
Ocean City Bids
Based in Plymouth, Devon, UK
bid@oceancitybids.co.uk
01752 425900
Information We Collect
- Personal Data You Provide
- We may collect the following information when you
- Contact us through our website or directly
- Request information about our services
- Engage us for bid consultancy services
- Attend our training or coaching sessions
- Subscribe to our communications
- This includes
- Name and job title
- Company name and industry sector
- Contact details (email, phone, address)
- Bid and tender requirements
- Project specifications
- Business challenges and objectives
- Automatically Collected Data
- When visiting our website, we may collect
- IP address and location data
- Browser type and version
- Device information
- Pages visited and time spent
- Traffic source
- Cookie data
Information We Collect
- We process your personal data for
Service Delivery
Providing bid writing, management, and consultancy services
Communication
Responding to inquiries and maintaining client relationships
Business Development
Identifying opportunities and providing strategic advice
Quality Assurance
Proofreading, editing, and content managemen
Training
Delivering coaching, mentoring, and training services
Marketing
Sending relevant updates about our services (with consent)
Legal Basis for Processing
- We process your data based on:
Contract Performance
To deliver our consultancy services
Legitimate Interests
To operate and improve our business
Consent
For marketing communications
Legal Obligations
To comply with applicable laws
Vital Interests
In rare circumstances where necessary
Data Sharing
- We do not sell your personal data. We may share information with:
- Trusted partners who help deliver our services
- Professional advisors (accountants, lawyers)
- Industry partners for bid opportunities (with your consent)
- Government bodies when legally required
- Business successors in case of merger or sale
All third parties must protect your data and use it only as instructed.
International Transfers
- While we primarily operate in the UK, our experience covers Europe, Australia, and the USA. If we transfer data internationally, we ensure:
- Adequate safeguards are in place
- Your rights are protected
- Transfers comply with UK GDPR requirements
Data Security
- We implement robust security measures including:
- Encryption of sensitive data
- Secure access controls
- Regular security reviews
- Staff training on data protection
- Secure document handling for bid materials
- Confidentiality agreements with all personnel
Data Retention
- We retain your data for:
Active Clients
Duration of service plus 6 years
Bid Documents
6 years after project completion
Prospects
2 years from last contact
Training Records
3 years
Financial Records
7 years (legal requirement)
Your Rights
- Under UK GDPR, you have the right to:
Access
Request copies of your personal data
Rectification
Correct inaccurate information
Erasure
Request deletion (right to be forgotten)
Restriction
Limit how we use your data
Portability
Receive data in a transferable format
Object
Oppose certain processing activities
Cookies Policy
Our website uses cookies to
- Remember your preferences
- Analyze website performance
- Improve user experience
Types of cookies we use
- Essential : Required for website functionality
- Analytics : Help us understand visitor behavior
- Preference : Remember your settings
All third parties must protect your data and use it only as instructed.
Marketing Communications
- With your consent, we may send:
- Industry insights and bid opportunities
- Service updates and new offerings
- Training and event invitations
- Sector-specific advice
You can unsubscribe at any time via the link in our emails or by contacting us.
Third-Party Links
Our website may contain links to partner organizations. We are not responsible for their privacy practices. Please review their policies before providing personal data.
Children's Privacy
Our services are for businesses and professionals. We do not knowingly collect data from individuals under 18 years of age.
Changes to This Policy
We may update this policy to reflect:
– Changes in our practices
– Legal requirements
– Industry standards
We’ll notify you of significant changes via our website or email.
Complaints
If you’re concerned about how we handle your data:
1. Contact us directly (we aim to resolve issues within 30 days)
2. Lodge a complaint with the Information Commissioner’s Office:
Contact Us
Data Protection Contact
Ocean City Bids
Email: bid@oceancitybids.co.uk
Phone: 01752 425900
We aim to respond to all privacy inquiries within 72 hours.
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This privacy policy was last reviewed on 1 August 2025 and is effective immediately.