HERE’S THE DEAL Advanced AI-driven tender alert → free ← for 12 months, in exchange for feedback!
Blog

AI compliance policy

1.   Introduction

Bidbot Tender Finder (“Bidbot”) is an AI-powered tool designed to help businesses efficiently identify relevant tenders. This policy ensures compliance with the EU AI Act (Regulation (EU) 2024/1689) and GDPR (General Data Protection Regulation) while maintaining ethical and transparent AI usage.

2.   AI System Classification

Bidbot is classified as a low-risk AI system under the EU AI Act because:

  • It does not engage in automated decision-making or legally binding assessments.
  • It does not process personal data for high-risk activities (e.g., credit scoring, hiring).
  • It serves as an assistive tool, providing tender recommendations based on objective criteria.

3. AI Transparency & Explainability

To ensure transparency:

  • Bidbot provides clear explanations on how tender matches are generated, based on keywords, industry categories, and user-defined parameters.
  • Users retain full control over which tenders to pursue—Bidbot makes recommendations, not decisions.
  • No automated risk scoring, profiling, or financial predictions are made.

4. Data Protection & Privacy (GDPR Compliance)

Bidbot adheres to GDPR principles to protect user and business data:

  • Minimal Data Collection: Only business-relevant, non-sensitive data is processed.
  • User Consent: Any collection of personal data (e.g., user emails for notifications) requires explicit consent.
  • Anonymization: AI training data is anonymized to ensure compliance with privacy laws.
  • User Rights: Users can request data access, correction, or deletion at any time.
  • Data Security: Industry-standard encryption and access controls protect all stored data.

5. AI Governance & Risk Management

To ensure ethical AI usage and risk mitigation, Bidbot follows these principles:

  • Human Oversight: AI-generated results are always subject to human review.
  • Bias Mitigation: AI models are periodically reviewed to prevent biases in tender selection.

Security Measures: Data is stored and processed securely, following ISO 27001 best practices.

Incident Handling: Any AI malfunctions, inaccuracies, or complaints are investigated promptly.

6. Compliance Officer & Monitoring

To oversee AI compliance, a Compliance Officer is designated with the following responsibilities:

AI Compliance Officer:

  • Ensures that Bidbot complies with AI regulations, GDPR, and corporate policies.
  • Reviews AI models and data handling to prevent bias or regulatory breaches.
  • Acts as the primary contact for AI-related inquiries and compliance reports.
  • Coordinates annual AI compliance audits and policy updates.

Reporting & Monitoring:

  • AI performance is monitored continuously for accuracy, fairness, and security.
  • An internal audit of AI compliance is conducted annually or upon significant system updates.
  • Any AI-related incidents or data breaches are reported in compliance with GDPR requirements.

7. Compliance Updates & Policy Review

This AI Compliance Policy is reviewed annually and updated based on:

  • Regulatory changes (e.g., EU AI Act amendments).
  • New AI capabilities or modifications to Bidbot’s functionalities.
  • User feedback and ethical considerations.

8. Conclusion

Bidbot Tender Finder is committed to trustworthy, transparent, and compliant AI usage. By adhering to this policy, we ensure that AI enhances business opportunities without risks to users’ rights, privacy, or autonomy.

For AI compliance inquiries, contact: privacy@bidbot.eu