SHARPTENDER AI — PRIVACY POLICY

SHARPTENDER AI — PRIVACY POLICY

Effective Date: 2 September 2026

Last Updated: 2 September 2026

1. INTRODUCTION

SharpTender AI ("SharpTender", "SharpTender AI", "we", "us", or "our") is an AI-powered tender management platform designed to help businesses find, assess, prepare, manage, review and submit tender responses.

SharpTender AI is provided and operated by SaintClairAppl.

This Privacy Policy explains how information is collected, used, processed, stored and protected when you use the SharpTender AI mobile application, website and related services (collectively, the "Service").

We recognise that tender documents and business information may contain confidential or commercially sensitive information. We therefore treat the privacy and security of information processed through SharpTender AI seriously.

By using SharpTender AI, you acknowledge the practices described in this Privacy Policy.

2. INFORMATION WE COLLECT

The information processed by SharpTender AI depends on how you use the Service.

It may include the following categories.

3. ACCOUNT INFORMATION

When you create or use a SharpTender AI account, we may process information such as:

• your email address;

• display name;

• account identifier;

• authentication information;

• organisation membership;

• tender membership;

• account role and permissions; and

• account creation and update information.

Authentication credentials are used to authenticate and secure access to your account.

SharpTender AI does not require us to know or store your authentication PIN in readable form.

4. ORGANISATION AND TEAM INFORMATION

SharpTender AI supports organisations and collaborative tender management.

We may process information relating to:

• organisation names;

• organisation identifiers;

• organisation membership;

• team member names;

• team member email addresses;

• organisation roles;

• tender roles;

• assignments;

• responsibilities;

• reviewer and approver information; and

• collaboration activity.

This information is used to provide organisation-level access control, collaboration and tender-management functionality.

5. TENDER INFORMATION

When you create or manage a tender, SharpTender AI may process information such as:

• tender title;

• buyer or issuing organisation;

• reference number;

• tender description;

• tender type;

• sector;

• location;

• estimated value;

• currency;

• publication date;

• closing date and time;

• contact details;

• tender status;

• tender notes; and

• other information you enter about a tender.

Some of this information may relate to third parties. You are responsible for ensuring you have appropriate authority to provide such information to SharpTender AI.

6. TENDER DOCUMENTS AND FILES

SharpTender AI allows users to upload and manage tender-related documents.

These may include:

• tender specifications;

• requests for tender;

• requests for proposal;

• procurement documents;

• schedules;

• contracts;

• response templates;

• evaluation criteria;

• compliance documents;

• supporting evidence;

• business documents; and

• other tender-related files.

Uploaded files may contain confidential, proprietary, commercially sensitive or personal information.

Documents are processed only as necessary to provide the features requested through SharpTender AI and for other purposes described in this Privacy Policy.

You should only upload documents that you are authorised to upload and process.

7. DOCUMENT INTELLIGENCE AND EXTRACTED INFORMATION

If you use SharpTender AI's document intelligence features, tender documents may be processed to identify or extract information such as:

• tender requirements;

• key dates;

• response requirements;

• submission requirements;

• evaluation criteria;

• compliance requirements; and

• other information relevant to managing the tender.

Extracted information may be stored within the relevant tender workspace so that you can review, verify, edit, reject or otherwise manage it.

AI-extracted information should always be reviewed by an authorised user before being relied upon.

8. REQUIREMENTS, COMPLIANCE AND EVIDENCE

SharpTender AI may process information you create or manage relating to:

• tender requirements;

• compliance status;

• compliance notes;

• requirement priorities;

• response owners;

• reviewers;

• due dates;

• supporting evidence;

• linked documents; and

• verification information.

This information is used to provide tender management, compliance and collaboration functionality.

9. TENDER RESPONSES

SharpTender AI may process tender responses and related content, including:

• draft responses;

• response sections;

• response versions;

• AI-generated response suggestions;

• edited responses;

• reviewer comments;

• requested changes;

• supporting information; and

• final response content.

Response versions may be retained as part of the tender workflow and submission record.

10. ARTIFICIAL INTELLIGENCE PROCESSING

SharpTender AI provides artificial intelligence-assisted features.

Depending on the feature you use, information may be processed by AI systems to provide functions such as:

• tender document analysis;

• requirement extraction;

• tender assessment;

• response drafting;

• response enhancement;

• response quality analysis;

• response review;

• consistency review;

• evaluation alignment;

• compliance assistance;

• identification of potential issues;

• suggested corrections;

• win-theme suggestions; and

• other tender-related analysis.

Only information necessary to perform the requested AI function should be transmitted for AI processing.

AI outputs may be stored in SharpTender AI where necessary to provide the relevant functionality or when you choose to apply or save the output.

AI-generated information may contain errors and should be independently reviewed before being relied upon or submitted as part of a tender.

Additional information is provided in the SharpTender AI AI Disclosure.

11. COLLABORATION INFORMATION

SharpTender AI provides collaboration functionality.

We may process:

• discussions;

• comments;

• mentions;

• assignments;

• review activity;

• approvals;

• requested changes;

• notifications; and

• related collaboration information.

Information you contribute to a shared organisation or tender may be visible to other authorised members of that organisation or tender according to their permissions.

12. SUBMISSION INFORMATION

SharpTender AI may process information associated with tender preparation and submission, including:

• submission packages;

• included documents;

• response versions;

• submission method;

• submission references;

• submission dates and times;

• submission records; and

• related tender status information.

Submission records may be retained as part of the organisation's tender history and audit trail.

A submission record within SharpTender AI does not necessarily establish that an external buyer or procurement system successfully received a tender.

13. POST-SUBMISSION AND OUTCOME INFORMATION

SharpTender AI may process information relating to events after a tender is submitted, including:

• clarification requests;

• additional tender stages;

• post-submission activities;

• tender outcomes;

• whether a tender was won, lost, withdrawn or cancelled;

• outcome dates;

• contract or tender values;

• supplier information where applicable; and

• buyer feedback.

This information may be used to provide tender management, history and performance functionality.

14. ACTIVITY AND AUDIT INFORMATION

SharpTender AI may maintain activity records associated with actions performed within a tender.

These records may include:

• the type of action;

• the relevant tender or resource;

• the user associated with the action;

• date and time information; and

• related activity information.

Activity information helps provide accountability, collaboration history, security and tender audit functionality.

15. NOTIFICATIONS

SharpTender AI may generate notifications relating to activities such as:

• assignments;

• tender deadlines;

• mentions;

• comments;

• review requests;

• approval activity; and

• other tender events.

Notification information is used to provide the requested collaboration and workflow functionality.

16. TECHNICAL INFORMATION

When you use SharpTender AI, certain technical information may be processed automatically.

Depending on the platform and services used, this may include:

• device and application information;

• operating system information;

• application version;

• network request information;

• error and diagnostic information;

• authentication session information; and

• security-related information.

We use this information where necessary to operate, secure, diagnose and improve the Service.

We do not intentionally use application logs to expose authentication credentials, purchase tokens or confidential tender content.

17. HOW WE USE INFORMATION

We may use information processed through SharpTender AI to:

• provide and operate the Service;

• authenticate users;

• manage accounts and organisations;

• enforce permissions and access controls;

• manage tenders;

• store and process tender documents;

• provide document intelligence;

• provide AI-assisted functionality;

• manage requirements and compliance;

• manage evidence;

• provide response-management tools;

• provide collaboration functionality;

• manage assignments and deadlines;

• provide notifications;

• support review and approval workflows;

• prepare and manage submission records;

• manage post-submission activities;

• record tender outcomes;

• provide activity and audit functionality;

• maintain security;

• prevent abuse;

• troubleshoot technical problems;

• maintain and improve the Service;

• respond to support requests; and

• comply with applicable legal obligations.

18. AI SERVICE PROVIDERS

Some SharpTender AI features require information to be processed using third-party artificial intelligence infrastructure or service providers.

When an AI feature is requested, relevant content may be transmitted securely from the SharpTender backend to the AI service necessary to perform that request.

SharpTender AI's Android application is designed so that private AI provider credentials are not embedded in the application.

The mobile application communicates with the SharpTender backend, which handles authorised AI service requests.

The information sent for AI processing depends on the feature being used and may include relevant tender text, document content, response content, requirements or other information necessary to generate the requested result.

We seek to limit processing to information reasonably necessary to provide the requested functionality.

19. SERVICE PROVIDERS

We may use third-party service providers to operate SharpTender AI.

These may provide services such as:

• cloud infrastructure;

• database services;

• file storage;

• authentication;

• artificial intelligence processing;

• application distribution;

• subscription billing;

• security;

• notifications;

• analytics; and

• technical monitoring.

These providers may process information on our behalf where necessary to provide their services.

Their handling of information may also be subject to their own terms, privacy policies and contractual obligations.

20. GOOGLE PLAY BILLING

If you purchase a SharpTender AI subscription through the Android application, payments are processed by Google Play.

SharpTender AI does not directly process your complete payment card details for Google Play transactions.

Google may process information relating to:

• purchases;

• subscriptions;

• payment methods;

• billing accounts; and

• transaction history

in accordance with Google's applicable policies.

SharpTender AI may receive information necessary to determine the status of your subscription and provide the corresponding application functionality.

21. HOW WE SHARE INFORMATION

We do not sell your tender documents or personal information.

Information may be shared or processed where reasonably necessary:

• with service providers that help operate SharpTender AI;

• to provide an AI feature you request;

• within an organisation or tender according to authorised user permissions;

• to comply with applicable law or lawful legal process;

• to protect the security, rights or integrity of SharpTender AI, our users or others;

• to investigate fraud, abuse or security incidents; or

• as part of a business transfer, restructuring or similar transaction, subject to applicable legal requirements.

We do not disclose confidential tender information to other SharpTender customers merely because they use the Service.

22. ORGANISATION DATA

Information created within an organisation may constitute organisation data rather than information controlled solely by an individual user.

For example, tender documents, responses, requirements, compliance information, evidence, discussions, submission records and outcome information may form part of an organisation's tender records.

Removing an individual user's account therefore may not automatically require deletion of information that legitimately belongs to an organisation or must remain available to other authorised organisation members.

Access to organisation information is controlled through organisation and tender membership and permissions.

23. DATA SECURITY

We use technical and organisational measures intended to protect information processed through SharpTender AI.

Depending on the relevant component, measures may include:

• authenticated access;

• organisation and tender-level access controls;

• role-based permissions;

• secure network communications;

• server-side authorisation;

• protected document access;

• authenticated document downloads;

• secure authentication-session handling;

• separation of organisation and tender data;

• backend-controlled AI access;

• rate limiting and abuse protections; and

• activity records.

No online system can guarantee absolute security.

Users are also responsible for maintaining the security of their accounts and devices.

24. DOCUMENT ACCESS

Tender documents are intended to be accessible only to authorised users.

SharpTender AI uses authenticated application and backend mechanisms for document access rather than intentionally exposing private tender documents through unrestricted public storage links.

Users must not attempt to bypass access controls or obtain documents belonging to another organisation or tender without authorisation.

25. DATA RETENTION

We retain information for as long as reasonably necessary to:

• provide SharpTender AI;

• maintain organisation and tender records;

• provide submission and activity history;

• fulfil contractual obligations;

• maintain security;

• prevent fraud or abuse;

• resolve disputes;

• comply with legal obligations; and

• exercise or defend legal rights.

Retention periods may vary depending on the type of information and the reason it is being retained.

Users and authorised organisation members may be able to delete certain information through SharpTender AI where supported.

26. ACCOUNT DELETION

SharpTender AI provides account-deletion functionality.

Account deletion is intended to remove or deactivate information associated solely with the user's account, subject to legitimate retention requirements.

However, deleting an individual account may not automatically delete organisation-owned tender records where:

• other authorised organisation members require continued access;

• the records form part of an organisation's tender history;

• the information is necessary to preserve submission or audit records; or

• retention is otherwise reasonably necessary or legally required.

Further details are provided in the SharpTender AI Data Deletion Policy.

27. DATA DELETION REQUESTS

You may contact us regarding deletion of personal information associated with SharpTender AI.

Requests can be sent to:

privacy@saintclairappl.com

We may need to verify your identity before processing certain requests.

Where information belongs to an organisation, we may also need to consider the rights and responsibilities of that organisation and its authorised users.

28. YOUR PRIVACY RIGHTS

Depending on where you live, you may have rights relating to your personal information.

These may include rights to:

• request access to personal information;

• request correction of inaccurate information;

• request deletion of certain information;

• object to or restrict certain processing;

• request information about how your information is processed; or

• make a complaint to an applicable privacy authority.

These rights vary by jurisdiction and may be subject to exceptions.

To make a privacy request, contact:

privacy@saintclairappl.com

29. INTERNATIONAL PROCESSING

SharpTender AI and its service providers may process information using infrastructure located in countries other than the country in which you are located.

As a result, information may be transferred to or processed in other jurisdictions.

Where required, we take reasonable steps to ensure that international processing is handled in accordance with applicable privacy requirements.

30. BUSINESS AND CONFIDENTIAL INFORMATION

SharpTender AI is intended for business tender-management activities and may process commercially sensitive information that is not necessarily personal information.

You remain responsible for determining whether your organisation is permitted to upload or process particular tender information using cloud-based or AI-assisted services.

You should review any confidentiality obligations, tender conditions, procurement requirements or contractual restrictions that apply before uploading sensitive information.

31. THIRD-PARTY INFORMATION

Tender documents may contain personal information relating to individuals who are not SharpTender AI users.

You are responsible for ensuring that you have an appropriate basis or authority to provide and process such information through the Service.

You should avoid uploading unnecessary personal information.

32. CHILDREN'S PRIVACY

SharpTender AI is a business and professional tender-management service and is not intended for children.

We do not knowingly design the Service for use by children.

If you believe a child has provided personal information through SharpTender AI inappropriately, please contact us.

33. DATA BREACHES AND SECURITY INCIDENTS

If we become aware of a security incident involving personal information, we will investigate and take reasonable steps appropriate to the nature of the incident.

Where applicable law requires notification to affected individuals or regulatory authorities, we will take appropriate steps to meet those obligations.

34. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect:

• changes to SharpTender AI;

• new functionality;

• changes to service providers;

• security improvements;

• legal or regulatory requirements; or

• changes to our information-handling practices.

The "Last Updated" date at the beginning of this policy will identify the latest version.

Where required by law or appropriate because of a material change, we may provide additional notice.

35. RELATED SHARPTENDER AI POLICIES

This Privacy Policy should be read together with:

• SharpTender AI Terms of Service

• SharpTender AI Data Deletion Policy

• SharpTender AI AI Disclosure

These policies provide additional information regarding your use of SharpTender AI.

36. CONTACT US

For privacy questions, data requests or concerns regarding SharpTender AI:

SaintClairAppl

SharpTender AI Privacy

Email:

privacy@saintclairappl.com

For general product support:

support@saintclairappl.com

Website:

sharptender.com

SHARPTENDER AI

AI-powered tender management software that helps businesses find, assess,

prepare, manage and submit winning tenders faster.

Effective Date: 2 September 2026