Privacy notice
What personal information Tendoro holds, why, where it goes and what you can ask of us. It follows South Africa's Protection of Personal Information Act (POPIA).
Pilot version · Last changed
Who we are
Tendoro is software that helps South African companies prepare tender bids. It is in private development and operated from South Africa. Our registered name and address are available on request.
Our Information Officer answers privacy questions at blazesolutions.ai@gmail.com.
Two different roles
Who is responsible depends on the information.
- Your account and early-access details: we decide why and how they are used, so we are the responsible party.
- What your company puts into Tendoro: your company decides, so it is the responsible party and we are its operator. We act only on its instructions, under a written agreement. Its Information Officer is the first person to ask about it, and we help them answer.
What we hold, and why
| What | Examples | Why |
|---|---|---|
| If you join the early-access list | Your work email, and your name and company if you give them. | To tell you when onboarding opens. |
| Your account | Your email address and name, your password (kept only in scrambled form by our sign-in provider), a phone code setup if you use one, the companies you belong to and your role in each. | To sign you in and show you only what you may see. |
| What your company puts into Tendoro | Buyers' tender documents, company papers, staff records such as ID documents, CVs, qualifications and clearances, answers on forms, signed pages, and any prices your company enters. | To prepare your company's bids. |
| Records of how Tendoro is used | Which account opened which file and when, what was changed, which pages were used, how long they took, and errors. These records hold ids and fixed words, not the contents of your documents. | To keep Tendoro secure, answer your questions, find faults and look into a breach. |
| Technical details | Your IP address and browser details in our hosting providers' logs, and the signals read by the bot check on sign-in and other forms. | To run the site and stop abuse. |
| Emails we send you | Your address, the subject (which can name a tender) and whether it was delivered. | Invitations, password links and notices you need. |
You do not have to give us anything, but we cannot give you an account or tell you about early access without an email address.
Some company and staff papers can hold special personal information under POPIA, such as health details, police clearances, or race data in employment-equity and B-BBEE papers. Your company should load these only where it has the right to.
We hold your account and usage records because we need them to give you the service you or your company asked for, and because keeping Tendoro secure is a legitimate interest. We hold early-access details because you asked us to contact you. We keep a record longer only where a law requires it.
We do not sell personal information and we do not use it for advertising.
Who helps us, and where they work
| Provider | What it does | What it handles | Where |
|---|---|---|---|
| Supabase | Database, sign-in and file storage | Everything stored in Tendoro | Hosted in Frankfurt, Germany. Its group companies in Singapore and the United States may process data for support and security, its support staff may be in any time zone, and files may be cached or served through a global delivery network. |
| Fly.io | Runs Tendoro's web servers | Everything passes through it; its logs | Frankfurt, Germany. A United States company. |
| OpenAI | Reads a buyer's tender document when someone asks | The pages of that document | United States. |
| Resend | Sends our emails | Email address, subject, delivery status | Outside South Africa. A United States company. |
| Amazon Web Services | Holds our backup copies, once our backup store is running | Copies of the database and files | Ireland. |
| Cloudflare | The bot check on sign-in and other forms | Signals from your browser | Its global network. |
There is no South African storage at present. If this changes, we will tell you first.
A company's real documents come onto Tendoro only under a signed agreement, which lists these providers and the legal basis for sending information outside South Africa (POPIA section 72). Your own account and early-access details go to these providers because that is needed to give you what you asked for, and you agree to this by giving them to us.
Artificial intelligence
Tendoro uses AI for one thing: reading a buyer's tender documents, and the buyer's changes to them, when someone at your company asks. Nothing is sent when a file is uploaded. The pages of that buyer document go to OpenAI in the United States, and they can include names and contact details the buyer printed.
Your company's own documents in the Vault and in Personnel are not sent to any AI service, and Tendoro's rules refuse identity, medical, signature and financial evidence.
OpenAI holds a copy of a reading until our save completes, normally seconds. A copy not removed that way stays for at least 30 days, and OpenAI may keep abuse-monitoring logs for up to 30 days. OpenAI's terms for this service say data is not used to train its models unless a customer opts in, and we have not.
A reading is a proposal until a person checks it.
How long we keep it
These are our working periods for the pilot, still to be confirmed with a privacy lawyer, and not all of them are removed automatically yet. If you ask us to delete something we do not wait for its period to end, unless a law requires us to keep it.
| What | Kept for |
|---|---|
| Early-access details | Until onboarding opens and for 12 months at most |
| Your account | While your company uses Tendoro; an account with no company for 90 days |
| Your company's documents and bids | Until your company removes them or leaves |
| Who opened which file, and a person's access history | 24 months |
| The audit log (ids and actions only) | 36 months |
| The operations log | Activity for 60 days; errors and hourly counts for 180 days |
| Invitations, and records of sent emails | 90 days after they end |
| In-app notifications | 12 months |
| Backup copies | Database copies leave within 7 days, older file copies within 30 days |
How we protect it
Tendoro is built to keep each company's information apart: it checks the person and the company on every request. Uploaded files are scanned for malware, and each opening of a file is recorded. No system is perfectly safe.
If we have reasonable grounds to believe someone has reached your information without authority, we tell your company's Information Officer immediately, with what we know and what we are doing. For our own accounts we tell you and the Information Regulator as soon as reasonably possible.
What you can ask of us
You can ask what we hold about you, ask us to correct or delete it, object to how it is used, and withdraw your agreement to early-access emails. Write to blazesolutions.ai@gmail.com. We reply within 24 hours and tell you how long the full answer will take. For information your company put in, we pass your request to its Information Officer and help them answer.
If you want to complain
Please tell us first so we can put it right. You may also complain to the Information Regulator at any time:
- Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
- Complaints: POPIAComplaints@inforegulator.org.za
- Enquiries: enquiries@inforegulator.org.za
- Website: inforegulator.org.za
Changes to this notice
We change this notice when what we do changes, and we tell you first if the change affects you. The date at the top is the date of the last change. See also our terms of use and cookie note.