Privacy notice

This notice explains what personal data SmallLot collects, why, and what you can do about it. SmallLot is a service run by ShipSure. For anything in this notice, email keith@shipsure.space.

What we collect

• When you ask for a brief or hire us: your name, company, work email, phone number if you give it, the tender you're interested in, and anything you choose to tell us.
• When we draft your answers: the documents and information you send us (policies, case studies, CVs). These may contain personal data about your staff. Please send only what the bid needs.
• When we first contact you: your business contact details from public sources, namely UK public-contract award notices on Find a Tender and Contracts Finder, and your company's own website.

Why, and our lawful basis

• Sending you a brief you asked for, and delivering work you've bought: to take steps at your request and to perform our contract with you.
• Contacting businesses that have recently bid on public contracts about a relevant service: our legitimate interest in offering a service that's likely to be useful to you. We contact companies' business addresses only, and every message tells you how to opt out.
• Keeping invoices and payment records: legal obligation.

Who processes it for us

• Cloudflare (website hosting and form delivery)
• Google Workspace (email)
• PayPal (invoicing and payment; we never see your card details)
• Anthropic (the AI model we use to help draft; under its commercial terms, data sent through its API isn't used to train its models)

Some of these providers process data outside the UK under approved safeguards such as the UK International Data Transfer Addendum.

How long we keep it

• Brief requests and outreach records: 12 months from our last contact, or until you ask us to stop.
• Your bid documents and drafts: deleted 90 days after the tender closes, unless you ask us to keep them for future bids.
• Invoices: 6 years, as tax law requires.

Your rights

You can ask for a copy of your data, ask us to correct or delete it, object to our use of it, or tell us to stop contacting you. Email keith@shipsure.space and we'll act within one month. If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office at ico.org.uk.