Privacy Policy

Tender Hound AI ("we", "us", or the "Service") collects some Personal Data from its Users.

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Data Controller

Laser Romae S.r.l., Via Barzanò 61, 00119 Roma — VAT no. IT12314111001 — Rome Chamber of Commerce, REA no. 1364976. Data Controller email address: info@laserromae.it

Types of Data collected

Among the types of Personal Data that Tender Hound AI collects, by itself or through third parties, there are: first name; last name; email address; profile image; password (in hashed form); organization (workspace) name and slug; billing address; tax identification number; payment method details (handled directly by our payment processor); content of notes, comments and @mentions written within the Service; preferences and settings (notification preferences, fast email templates, tag colors, hidden notice types, selected sectors, topics and clients); identifiers required to support multi-factor authentication and passkeys; usage data (such as access logs, pages visited, actions performed inside the Service, IP address, browser characteristics, operating system, language, and timestamps); session information (including last active organization); statistics on the use of the Service; Tracking Tools.

Complete details on each category of Personal Data collected are provided in the dedicated sections of this Privacy Policy or by specific explanation texts displayed prior to the data collection.

Personal Data may be freely provided by the User, or, in the case of Usage Data, collected automatically when using Tender Hound AI.

Unless specified otherwise, all data requested by Tender Hound AI is mandatory and failure to provide this data may make it impossible for the Service to provide its services. In cases where Tender Hound AI specifically states that some data is not mandatory, Users are free not to communicate this data without any consequences on the availability or the functioning of the Service.

Users who are uncertain about which Personal Data is mandatory are welcome to contact the Data Controller.

Any use of Cookies — or of other tracking tools — by Tender Hound AI or by the owners of third-party services used by Tender Hound AI serves the purpose of providing the Service required by the User, in addition to any other purposes described in the present document and in the Cookie Policy.

Users are responsible for any third-party Personal Data obtained, published or shared through Tender Hound AI and confirm that they have the third party's consent to provide the data to the Service.

A note about content shared inside the Service

Tender Hound AI is a B2B collaboration tool. When a User joins an organization (workspace), the User's first name, last name, email address, profile image and activity within that workspace (such as notes written, gare assigned, mentions used) are visible to other active members of the same workspace. Users acknowledge that this is a necessary characteristic of the Service.

A note about public procurement data

Tender Hound AI ingests, normalizes and re-presents public procurement notices (bandi / gare) published by Italian and European public authorities through public sources such as ANAC, TED (Tenders Electronic Daily) and MEPA (acquistinretepa.it). Such notices may contain personal data of public officials acting in their professional capacity (for example, names of contract managers or contact persons designated by contracting authorities). The lawful basis for re-presenting this data is our legitimate interest in providing a service of public utility — making already-public procurement information easier to discover and act on — and the fact that the source data is publicly disseminated by the relevant public authorities. Individuals identified in such notices may contact us to exercise their rights as described in this Policy.

Mode and place of processing the Data

Methods of processing

The Data Controller takes appropriate security measures to prevent unauthorized access, disclosure, modification, or unauthorized destruction of the Data. The Data processing is carried out using computers and/or IT-enabled tools, following organizational procedures and modes strictly related to the purposes indicated. In addition to the Data Controller, in some cases, the Data may be accessible to certain types of persons in charge, involved with the operation of Tender Hound AI (administration, sales, marketing, legal, system administration) or external parties (such as third-party technical service providers, mail carriers, hosting providers, IT companies, communications agencies) appointed, if necessary, as Data Processors by the Data Controller. The updated list of these parties may be requested from the Data Controller at any time.

Legal basis of processing

The Data Controller may process Personal Data relating to Users if one of the following applies:

  • Users have given their consent for one or more specific purposes.
  • Processing is necessary for the performance of an agreement with the User and/or for any pre-contractual obligations thereof (for example, creating an account, providing access to the Service, processing payments and managing subscriptions).
  • Processing is necessary for compliance with a legal obligation to which the Data Controller is subject (for example, invoicing, accounting, anti-money-laundering, tax obligations).
  • Processing is related to a task that is carried out in the public interest or in the exercise of official authority vested in the Data Controller.
  • Processing is necessary for the purposes of the legitimate interests pursued by the Data Controller or by a third party (for example, ensuring the security of the Service, preventing fraud and abuse, re-publishing already-public procurement notices, analyzing aggregated usage to improve the Service).

In any case, the Data Controller will gladly help to clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.

Place

The Data is processed at the Data Controller's operating offices and in any other places where the parties involved in the processing are located.

Depending on the User's location, data transfers may involve transferring the User's Data to a country other than their own. The hosting infrastructure used by Tender Hound AI is located primarily within the European Economic Area; however, some third-party sub-processors (such as Stripe, Cloudflare R2 and our LLM provider) may process data outside the European Economic Area, in which case appropriate safeguards — such as the European Commission's Standard Contractual Clauses — are in place. To find out more about the place of processing of such transferred Data, Users can check the section containing details about the processing of Personal Data.

Retention time

Personal Data shall be processed and stored for as long as required by the purpose they have been collected for.

Therefore:

  • Personal Data collected for purposes related to the performance of a contract between the Data Controller and the User shall be retained until such contract has been fully performed.
  • Personal Data collected for the purposes of the Data Controller's legitimate interests shall be retained as long as needed to fulfill such purposes.
  • Personal Data related to billing, invoicing and accounting shall be retained for the period required by applicable Italian and EU tax law (typically 10 years).
  • Personal Data related to authentication logs and security events shall be retained for the period needed to investigate misuse and abuse, typically up to 12 months.
  • Personal Data may be retained for a longer period whenever the User has given consent to such processing, as long as such consent is not withdrawn. Furthermore, the Data Controller may be obliged to retain Personal Data for a longer period whenever required to fulfill a legal obligation or upon order of an authority.

Once the retention period expires, Personal Data shall be deleted. Therefore, the right of access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after expiration of the retention period.

The purposes of processing

The Data concerning the User is collected to allow the Data Controller to provide its Service, comply with its legal obligations, respond to enforcement requests, protect its rights and interests (or those of its Users or third parties), detect any malicious or fraudulent activity, as well as for the following purposes: Providing the Service and managing the User's account, Registration and authentication, Hosting and backend infrastructure, Payments, Analytics, Email notifications and transactional communications, Content classification and scoring via Large Language Models, Customer support, Error monitoring and security, and Contacting the User.

Detailed information on the processing of Personal Data

Personal Data is collected for the following purposes and using the following services:

Registration and authentication

By registering or authenticating, Users allow Tender Hound AI to identify them and give them access to dedicated services. Authentication credentials (passwords, passkeys, magic-link tokens) are handled with industry-standard cryptographic protection. Personal Data is collected and stored for registration or identification purposes only.

  • Direct registration Users register by filling out the registration form, or via passwordless flows such as email magic links, social login, or passkeys. Personal Data processed: first name; last name; email address; password (hashed); profile image; authentication identifiers.

Providing the Service and managing the User's account

The Service allows Users to create and manage workspaces (organizations), invite team members, view and act on procurement notices (bandi / gare), write notes, assign workflow statuses, configure preferences and notification settings, and exchange @mentions with other workspace members.

Personal Data processed: first name; last name; email address; organization name and slug; workspace memberships and roles; notes and content created by the User; assignments and workflow status changes; preferences and configuration settings; usage data.

Hosting and backend infrastructure

Tender Hound AI is hosted on cloud infrastructure provided by third-party operators. Database backups are stored on Cloudflare R2 in EU/global regions, encrypted at rest. Application logs and metrics are collected to ensure the proper operation of the Service.

  • Cloudflare R2 (Cloudflare, Inc.) Cloudflare R2 is a storage service used to host encrypted database backups. Personal Data processed: any Personal Data stored in the database (encrypted in transit and at rest). Place of processing: United States / global — Privacy Policy.

Payments

Payment processing services allow Tender Hound AI to process payments by credit card, bank transfer or other means. To ensure greater security, Tender Hound AI does not store credit card numbers; instead the data is shared between Tender Hound AI and the payment-processing service.

  • Stripe (Stripe Payments Europe, Ltd. / Stripe, Inc.) Stripe is a payment service provided by Stripe Payments Europe, Ltd. (for EU customers) and Stripe, Inc. Subscriptions, seat-based billing, invoicing, trial management and customer-portal access are handled by Stripe. Personal Data processed: first name; last name; email address; billing address; tax identification number; payment instrument details (handled directly by Stripe); usage data; Tracking Tools. Place of processing: Ireland / United States — Privacy Policy.

Content classification and scoring via Large Language Models (LLMs)

Tender Hound AI uses Large Language Models to automatically classify procurement notices (bandi / gare) by sector and topic, and to compute a relevance score per workspace based on the workspace's selected sectors, topics and clients. The content sent to the LLM provider consists of public procurement notice data (titles, descriptions, buyer names, CPV codes, etc.) and the workspace's own configuration (selected sectors, topics, clients). User-generated content such as private notes is not sent to the LLM provider.

  • OpenRouter (OpenRouter, Inc.) and underlying LLM providers OpenRouter is a gateway service that routes classification requests to underlying LLM providers (such as OpenAI). Public procurement notice content and workspace configuration are transmitted via secure HTTPS for the purpose of classification. Personal Data processed: only data contained in public procurement notices (which may include names of public officials acting in their professional capacity) and the workspace's configuration parameters. Workspace user identities, notes, and personal communications are not transmitted. Place of processing: United States — Privacy Policy.

Email notifications and transactional communications

Tender Hound AI sends transactional and operational emails — including authentication-related emails (magic links, password reset, email verification), workspace invitations, billing notifications, in-app notification mirrors and the daily gare digest. Recipients can manage their notification preferences from the workspace settings page; mandatory transactional emails (such as authentication and billing) cannot be turned off.

  • Email delivery provider Personal Data processed: first name; last name; email address; content of the message. Place of processing: depending on the configured provider; appropriate safeguards apply for transfers outside the EEA.

Analytics

The services contained in this section enable the Data Controller to monitor and analyze web traffic and can be used to keep track of User behavior in order to improve the Service. The Data Controller uses analytics in a way that minimizes the identification of individual Users (for example, by relying on aggregated or pseudonymized data and IP truncation where supported).

Error monitoring and security

To ensure the proper operation of the Service and to detect bugs and abuse, the Data Controller may use error-monitoring tools that collect technical information about errors and crashes encountered by Users while using the Service. Such information may include: IP address, browser and operating system details, the URL where the error occurred, a stack trace, and — where strictly necessary for diagnosis — a pseudonymous user identifier. Error-monitoring data is retained for the period strictly necessary to investigate and resolve the issue.

Contacting the User

  • Contact form / support email By filling out the contact form or sending us an email at the address provided above, the User authorizes Tender Hound AI to use these details to reply to requests for information, support, quotes or any other kind of request as indicated by the form's header. Personal Data processed: first name; last name; email address; content of the message.

The rights of Users based on the General Data Protection Regulation (GDPR)

Users may exercise certain rights regarding their Data processed by the Data Controller.

In particular, within the limits provided by law, Users have the right to do the following:

  • Withdraw their consent at any time. Users have the right to withdraw consent where they have previously given their consent to the processing of their Personal Data.
  • Object to the processing of their Data. Users have the right to object to the processing of their Data if the processing is carried out on a legal basis other than consent. Further details are provided in the dedicated section below.
  • Access their Data. Users have the right to learn if Data is being processed by the Data Controller, obtain disclosure regarding certain aspects of the processing and obtain a copy of the Data undergoing processing.
  • Verify and seek rectification. Users have the right to verify the accuracy of their Data and ask for it to be updated or corrected. Most account and workspace data can also be edited directly from the Service settings.
  • Restrict the processing of their Data. Users have the right, under certain circumstances, to restrict the processing of their Data. In this case, the Data Controller will not process their Data for any purpose other than storing it.
  • Have their Personal Data deleted or otherwise removed. Users have the right, under certain circumstances, to obtain the erasure of their Data from the Data Controller. Users can also delete their personal account directly from the Service settings; deleting a personal account does not automatically delete data that belongs to a shared workspace where the User is not the sole owner.
  • Receive their Data and have it transferred to another controller. Users have the right to receive their Data in a structured, commonly used and machine-readable format and, if technically feasible, to have it transmitted to another controller without any hindrance. This provision is applicable when the Data is processed by automated means and the processing is based on the User's consent, on a contract which the User is part of or on pre-contractual obligations thereof.
  • Lodge a complaint. Users have the right to bring a claim before their competent data protection authority (in Italy, the Garante per la protezione dei dati personali, www.garanteprivacy.it).

Details about the right to object to processing

Where Personal Data is processed for a public interest, in the exercise of an official authority vested in the Data Controller or for the purposes of the legitimate interests pursued by the Data Controller, Users may object to such processing by providing a ground related to their particular situation to justify the objection.

Users must know that, however, should their Personal Data be processed for direct marketing purposes, they can object to that processing at any time, free of charge and without providing any justification. Where the User objects to processing for direct marketing purposes, the Personal Data will no longer be processed for such purposes.

How to exercise these rights

Any requests to exercise User rights can be directed to the Data Controller through the contact details provided in this document. Such requests are free of charge and will be answered by the Data Controller as early as possible and always within one month, providing Users with the information required by law. Any rectification or erasure of Personal Data or restriction of processing will be communicated by the Data Controller to each recipient, if any, to whom the Personal Data has been disclosed unless this proves impossible or involves disproportionate effort. At the Users' request, the Data Controller will inform them about those recipients.

Additional information about Data processing

Legal action

The User's Personal Data may be used for legal purposes by the Data Controller in court or in the stages leading to possible legal action arising from improper use of Tender Hound AI or the related services.

The User declares to be aware that the Data Controller may be required to reveal personal data upon request of public authorities.

Additional information about User's Personal Data

In addition to the information contained in this Privacy Policy, Tender Hound AI may provide the User with additional and contextual information concerning particular services or the collection and processing of Personal Data upon request.

System logs and maintenance

For operation and maintenance purposes, Tender Hound AI and any third-party services may collect files that record interaction with Tender Hound AI (system logs) and use other Personal Data (such as the IP address) for this purpose.

Information not contained in this policy

More details concerning the collection or processing of Personal Data may be requested from the Data Controller at any time. Please see the contact information at the beginning of this document.

How "Do Not Track" requests are handled

Tender Hound AI does not support "Do Not Track" requests. To determine whether any of the third-party services it uses honor "Do Not Track" requests, please read their privacy policies.

Changes to this Privacy Policy

The Data Controller reserves the right to make changes to this Privacy Policy at any time by giving notice to its Users on this page and possibly within Tender Hound AI and/or — as far as technically and legally feasible — sending a notice to Users via any contact information available to the Data Controller. It is strongly recommended to check this page often, referring to the date of the last modification listed at the bottom.

Should the changes affect processing activities performed on the basis of the User's consent, the Data Controller shall collect new consent from the User where required.

Cookie Policy

Tender Hound AI uses Tracking Tools. To learn more, Users may consult the separate Cookie Policy.

Definitions and legal references

Personal Data (or Data)

Any information that directly, indirectly, or in connection with other information — including a personal identification number — allows for the identification or identifiability of a natural person.

Usage Data

Information collected automatically through Tender Hound AI (or third-party services employed in Tender Hound AI), which can include: the IP addresses or domain names of the computers utilized by the Users who use Tender Hound AI, the URI addresses (Uniform Resource Identifier), the time of the request, the method utilized to submit the request to the server, the size of the file received in response, the numerical code indicating the status of the server's answer (successful outcome, error, etc.), the country of origin, the features of the browser and the operating system utilized by the User, the various time details per visit (e.g., the time spent on each page within the Service) and the details about the path followed within the Service with special reference to the sequence of pages visited, and other parameters about the device operating system and/or the User's IT environment.

User

The individual using Tender Hound AI who, unless otherwise specified, coincides with the Data Subject.

Data Subject

The natural person to whom the Personal Data refers.

Data Processor (or Processor)

The natural or legal person, public authority, agency or other body which processes Personal Data on behalf of the Controller, as described in this Privacy Policy.

Data Controller (or Controller)

The natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of Personal Data, including the security measures concerning the operation and use of Tender Hound AI. The Data Controller, unless otherwise specified, is the Owner of Tender Hound AI.

Tender Hound AI (or this Service)

The means by which the Personal Data of the User is collected and processed.

Service

The service provided by Tender Hound AI as described in the relative terms (if available) and on this site/application.

European Union (or EU)

Unless otherwise specified, all references made within this document to the European Union include all current member states to the European Union and the European Economic Area.

Cookie

Cookies are Trackers consisting of small sets of data stored in the User's browser.

Tracker

Tracker indicates any technology — e.g. Cookies, unique identifiers, web beacons, embedded scripts, e-tags and fingerprinting — that enables the tracking of Users, for example by accessing or storing information on the User's device.

Legal information

This Privacy Policy relates solely to Tender Hound AI, if not stated otherwise within this document.

Last update: 21 May 2026