Awardly Privacy Policy

This Privacy Policy explains how Awardly Inc. ("Awardly," "we," "us," or "our") collects, uses, discloses, and protects information when you use our websites, applications, and related services that help organizations discover, manage, and respond to opportunities, funding, and procurement information (the "Services").

If you use the Services on behalf of a company or organization (a "Customer"), you represent that you have authority to do so and that your use is subject to this Policy and the applicable agreement between the Customer and Awardly.

Scope & Roles

This Policy describes how Awardly processes information in our role as a controller/business, which includes account information, usage data, and interactions with our Services.

When Customers upload or store information in the Services, we act as a processor/service provider, handling that data only as instructed under the applicable customer agreement.

Key Definitions

Information We Collect

1) Information You Provide

We collect information you provide directly, including:

• Account and profile details
• Information related to opportunities or items you save, upload, or manage
• Content you enter into the Services
• Communications with Awardly
• Billing and subscription information (payment details handled by our payment processor)

2) Information Collected Automatically

We automatically collect information such as:

• Interactions with the Services
• Device and session details
• Log data
• Cookies and similar technologies

3) Public Data

We process publicly available information that is relevant to the operation of our Services. This may include general information made public by organizations, institutions, or other publicly accessible sources. Public Data is used to support search, discovery, relevance, insights, notifications, and other features of the Services.

4) Information From Service Providers and Partners

We may receive information from service providers or partners that support the functionality, security, analytics, and delivery of our Services.

How We Use Information

Awardly uses Personal Information, Customer Data, Public Data, and Derived Data to:

Provide and Improve the Services

• Set up and maintain accounts
• Operate platform features
• Personalize and optimize user experience
• Deliver notifications and updates

Support Analysis and Development

• Improve performance
• Enhance matching, ranking, and summarization capabilities
• Conduct testing, measurement, and quality evaluation
• Produce aggregated insights

Maintain Safety and Reliability

• Detect and address misuse
• Respond to incidents
• Monitor system integrity
• Enforce terms and policies

Communicate With You

• Send service-related communications
• Provide support
• Offer optional updates and marketing (opt-out available)

AI and Data Processing

Awardly uses artificial intelligence to enhance our services. Here's how we use AI with your data:

• Intelligent Matching: Your company profile is analyzed using AI to match you with relevant government tender and grant opportunities
• Document Analysis: AI analyzes your uploaded company documents to extract capabilities, certifications, and past project information
• RFP Analysis: AI processes RFP documents to extract requirements, identify compliance criteria, and provide strategic recommendations
• Proposal Assistance: AI assists in generating proposal responses based on your company profile, past projects, and RFP requirements
• Profile Enhancement: AI analyzes company websites to suggest profile improvements
• Continuous Improvement: Our matching algorithms continuously improve accuracy based on user interactions and feedback

All AI processing maintains the confidentiality of your business information. We use third-party AI service providers that are bound by strict data processing agreements. We do not use your confidential business information to train our own AI models without explicit consent, and we do not sell your personal information to third parties.

Automated Processing & AI

We use automated systems, including machine learning, to help classify information, generate insights, and provide recommendations. These features are assistive only and do not create legally significant effects. Users remain in full control of decisions.

Legal Bases (Where Required)

Depending on jurisdiction, we rely on:

• Contract
• Legitimate interests
• Consent
• Legal obligations

When We Disclose Information

We do not sell Personal Information.

We may disclose information to:

• Service providers that support our operations
• Partners, where permitted
• Legal authorities when required
• Parties involved in a merger or similar transaction
• Recipients of aggregated or de-identified information that does not identify individuals

If Awardly engages in practices considered "sharing" under certain laws, we will offer required opt-out mechanisms.

Security

We implement administrative, technical, and organizational measures intended to protect information. No method is perfectly secure, but we take reasonable steps to safeguard data and will notify affected individuals where legally required in the event of a breach.

Data Retention

We retain information only as long as needed to operate the Services, meet legal requirements, and support legitimate business needs. We may retain aggregated or de-identified data for an extended period.

Your Rights & Choices

Depending on your location, you may have the following rights:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal information
• Portability: Request a copy of your data in a portable format
• Withdrawal of Consent: Withdraw consent for certain data processing
• Opt-out: Unsubscribe from marketing communications
• Object: Object to certain processing activities

You can exercise these rights through your account settings or by contacting us at contact@awardly.ca. We may require verification before responding.

Cookies & Tracking Technologies

We use cookies and similar technologies to:

• Maintain your session and authentication state
• Store your preferences (theme, notification settings)
• Analyze usage patterns to improve our service
• Track marketing campaign effectiveness (UTM parameters)

We do not currently use third-party analytics cookies (e.g., Google Analytics) or advertising cookies. Users in regions that require consent will receive an appropriate banner and controls. You can control cookie preferences through your browser settings. Note that disabling cookies may affect functionality, particularly authentication.

Third-Party Links

Links to third-party sites are governed by their own privacy practices, not ours.

Children

The Services are intended for business use and are not directed to children. We do not knowingly collect Personal Information from children.

AI & Transparency

Awardly uses automated tools to assist with classification, matching, summarization, and related tasks. These systems support users but do not replace user judgment. We evaluate and improve these systems using aggregated or de-identified information.

International Transfers

Information may be processed outside of your region by Awardly or its service providers. When required, we implement appropriate safeguards for cross-border data transfers.

Data Sources

Awardly aggregates data from public government sources to provide you with opportunities. We scrape and process tender data from the Government of Canada's procurement databases, Nova Scotia Procurement Portal, and grant program data from the Canada Open Data Portal. All tender and grant data we process is publicly available information. We enhance this data with AI analysis to provide better matching and insights.

Changes to This Policy

We may update this Policy from time to time. If changes are material, we will provide notice through the Services or other reasonable means. Continued use of the Services indicates acceptance of the updated Policy.

Region-Specific Notices

We honor applicable privacy rights under laws such as PIPEDA, Québec Law 25, GDPR/UK GDPR, CPRA, and other relevant state or national privacy frameworks. A privacy officer can be reached at contact@awardly.ca.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

If you are not satisfied with our response to a privacy concern, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada.