SHARPTENDER AI — DATA DELETION 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 provided and operated by SaintClairAppl.
This Data Deletion Policy explains how SharpTender AI users can request deletion of their account and personal information and how deletion is handled when information forms part of an organisation's tender records.
This policy should be read together with the SharpTender AI Privacy Policy and Terms of Service.
2. REQUESTING ACCOUNT DELETION
SharpTender AI users may request deletion of their account.
Where account-deletion functionality is available within the SharpTender AI application, users may initiate deletion directly from their account or settings area.
You may also request account deletion by contacting:
Please use the email address associated with your SharpTender AI account where possible.
We may need to verify your identity before processing a deletion request in order to prevent unauthorised deletion of accounts or information.
3. WHAT ACCOUNT DELETION MEANS
Deleting your SharpTender AI account is intended to remove or deactivate personal information associated solely with your individual account, subject to legitimate retention requirements described in this policy.
Account deletion may be irreversible.
Once an account has been deleted, you may lose access to:
• your SharpTender AI account;
• organisations you belong to;
• tenders you have access to;
• assigned tasks;
• notifications;
• discussions and collaboration features;
• tender response workspaces;
• submission information; and
• other information accessible through your account.
You should ensure that any information you are authorised to retain has been appropriately handled before requesting deletion.
4. ORGANISATION DATA
SharpTender AI is designed for organisations and teams.
Some information associated with your activity may belong to or form part of the records of an organisation rather than being information controlled solely by your individual account.
Organisation data may include:
• tenders;
• tender documents;
• requirements;
• compliance records;
• evidence;
• assignments;
• tender responses;
• response versions;
• discussions;
• comments;
• review information;
• approvals;
• submission packages;
• submission records;
• post-submission records;
• tender outcomes;
• buyer feedback; and
• activity or audit records.
Deleting an individual user's account does not necessarily require deletion of organisation data where other authorised members of the organisation have a legitimate need or right to retain access to that information.
5. TENDER DOCUMENTS
Tender documents uploaded to SharpTender AI may form part of an organisation's tender records.
Deleting the account of the person who originally uploaded a document does not necessarily delete that document where:
• the document belongs to an organisation;
• other authorised tender members require access;
• the document forms part of an active tender;
• the document forms part of a tender submission or submission record;
• the organisation has a legitimate reason to retain it; or
• retention is otherwise required or permitted by law.
Authorised users may be able to archive or delete individual documents separately where SharpTender AI provides that functionality and their permissions allow it.
6. TENDER RESPONSES AND RESPONSE VERSIONS
Tender responses and response versions may be retained as part of an organisation's tender history.
This is particularly important where a response version is associated with:
• a final review;
• an approval;
• a submission package;
• a submission record; or
• other tender audit information.
Deleting the account of a contributor, reviewer or other team member does not necessarily delete response content that forms part of the organisation's tender record.
7. SUBMISSION RECORDS
SharpTender AI may maintain submission records to preserve a history of tender submissions.
Submission records may include information such as:
• the tender;
• submission package;
• response version;
• submission method;
• submission reference;
• submission date or time; and
• related information.
Because submission records may form part of an organisation's permanent tender and audit history, they may be retained after an individual user's account is deleted where reasonably necessary.
SharpTender AI will not automatically remove an organisation's legitimate submission history solely because an individual team member deletes their account.
8. ACTIVITY AND AUDIT RECORDS
SharpTender AI may maintain activity records relating to actions performed within a tender.
These records may be necessary for:
• security;
• accountability;
• tender history;
• collaboration history;
• audit purposes;
• dispute resolution; and
• protection against fraud or misuse.
Where appropriate, activity records may be retained after account deletion.
Where technically and legally appropriate, identifying information associated with retained records may be deleted, anonymised, minimised or otherwise handled in accordance with applicable privacy requirements.
9. COMMENTS, DISCUSSIONS AND COLLABORATION
Comments, discussions and other collaborative content created within an organisation or tender may form part of the organisation's business records.
Deleting your individual account therefore may not automatically delete comments or discussions that other authorised organisation members rely upon.
Where appropriate, identifying information may be removed, minimised or retained only where reasonably necessary.
10. AI-GENERATED AND AI-ASSISTED INFORMATION
SharpTender AI may generate or process AI-assisted information including:
• document analysis;
• extracted requirements;
• tender assessments;
• response drafts;
• response enhancements;
• quality reviews;
• consistency findings;
• evaluation-alignment findings;
• compliance assistance; and
• other AI-generated recommendations.
AI-assisted information that has been saved or applied to an organisation's tender may become part of that organisation's tender record.
Deleting an individual account does not necessarily delete organisation-owned tender content generated or modified using AI.
11. PERSONAL INFORMATION
When an account is deleted, we will take reasonable steps to delete, de-identify or otherwise appropriately handle personal information that is no longer reasonably necessary for the purposes for which it is retained.
Certain information may continue to be retained where reasonably necessary to:
• comply with legal obligations;
• maintain legitimate organisation records;
• maintain tender and submission records;
• protect the security and integrity of the Service;
• prevent fraud or abuse;
• resolve disputes;
• enforce agreements;
• establish, exercise or defend legal rights; or
• meet other legitimate retention requirements permitted by applicable law.
12. INFORMATION THAT MAY BE DELETED
Depending on the circumstances and the relationship between your account and an organisation, deletion may include or result in deletion or de-identification of information such as:
• account profile information;
• personal account identifiers;
• authentication-related account records where no longer required;
• individual preferences;
• personal notification information; and
• other information associated solely with the deleted account.
The exact information deleted depends on how the account has been used and whether information forms part of legitimate organisation records.
13. INFORMATION THAT MAY BE RETAINED
Information may be retained where necessary or appropriate, including:
• organisation-owned tender records;
• tender documents legitimately retained by an organisation;
• response versions;
• submission packages;
• submission records;
• tender outcomes;
• buyer feedback;
• security records;
• activity and audit records;
• records necessary for legal compliance; and
• records required to resolve disputes or protect legal rights.
Retention does not mean that a deleted user will continue to have access to SharpTender AI.
14. ORGANISATION OWNERS
Special considerations may apply when an account belongs to an Organisation Owner.
SharpTender AI may prevent an action that would leave an organisation without an authorised owner or otherwise compromise legitimate organisation records.
Where applicable, you may need to:
• transfer ownership;
• appoint another authorised owner;
• remove or transfer relevant organisation responsibilities; or
• take another required organisation-management action
before account deletion can be completed.
This helps prevent an organisation from becoming inaccessible to its remaining authorised members.
15. DELETING INDIVIDUAL TENDER INFORMATION
Account deletion and deletion of individual tender information are separate processes.
Where supported by SharpTender AI and permitted by your role, you may be able to separately manage or delete information such as:
• tender records;
• documents;
• requirements;
• evidence;
• assignments;
• discussions; or
• other tender content.
Some records may instead be archived, retained or restricted where necessary to preserve tender history or data integrity.
Deleting an individual item does not necessarily delete copies that must legitimately remain in backups, audit records or other protected records for a limited period.
16. DELETION REQUEST BY EMAIL
If you cannot access your SharpTender AI account, you may submit a deletion request by email.
Send the request to:
Suggested subject:
SharpTender AI — Data Deletion Request
Where possible, send the request from the email address associated with your SharpTender AI account.
Your request should identify that you are requesting deletion of your SharpTender AI account.
Do not send your PIN, password or other authentication credentials by email.
17. IDENTITY VERIFICATION
For security reasons, we may need to verify that a deletion request was made by the account holder or another authorised person.
We will only request information reasonably necessary to verify the request.
We will not ask you to send your SharpTender AI PIN or password by email.
18. DELETION PROCESS
After a valid deletion request is received, we may:
1. verify the identity and authority of the requester;
2. determine whether the account has organisation ownership or other responsibilities that must first be transferred or resolved;
3. identify personal information associated with the account;
4. determine whether particular records belong to an organisation or must legitimately be retained;
5. delete, de-identify or otherwise appropriately handle information that is eligible for deletion; and
6. complete the account-deletion process.
Where applicable, we may notify you if additional action is required before deletion can be completed.
19. DELETION TIMEFRAME
We aim to process valid deletion requests within a reasonable period.
The exact timeframe may depend on:
• the complexity of the account;
• organisation ownership;
• the amount and type of associated information;
• identity verification;
• security requirements;
• legal obligations; and
• applicable privacy law.
Where applicable law specifies a particular response period, we will seek to comply with that requirement.
20. BACKUPS
Deleted information may remain temporarily within secure backup systems until those backups are overwritten or expire according to applicable backup and retention processes.
Backup copies are not intended to be restored for ordinary product use after deletion.
Information retained in backups remains subject to appropriate security protections.
21. SUBSCRIPTIONS AND ACCOUNT DELETION
IMPORTANT:
Deleting your SharpTender AI account or uninstalling the SharpTender AI application does not necessarily cancel an active Google Play subscription.
If you purchased SharpTender AI Pro through Google Play, you should manage or cancel your subscription through your Google Play account.
Account deletion and subscription cancellation are separate processes.
You are responsible for cancelling an active subscription through Google Play if you do not want it to renew.
Where required by applicable law or platform rules, additional rights may apply.
22. APP UNINSTALLATION
Uninstalling SharpTender AI from your device does not automatically:
• delete your SharpTender AI account;
• delete organisation tender records;
• submit a data-deletion request; or
• cancel a Google Play subscription.
To delete your account, use the account-deletion functionality provided by SharpTender AI or submit a deletion request as described in this policy.
23. THIRD-PARTY SERVICES
Some information may be processed by third-party service providers used to operate SharpTender AI.
When information is deleted from SharpTender AI, deletion from third-party systems may occur according to the applicable service arrangement, retention requirements and technical processes.
Some third-party providers may retain limited records where required for:
• security;
• fraud prevention;
• transaction records;
• legal obligations; or
• other legitimate purposes.
Google Play transaction and subscription records are controlled separately by Google according to Google's applicable policies.
24. REQUESTS RELATING TO ORGANISATION DATA
If you request deletion of information belonging to an organisation, we may need to determine whether you have authority to request deletion of that information.
An individual team member may not necessarily have authority to delete an organisation's entire tender history.
Depending on the request, we may need to consider:
• your organisation role;
• your tender role;
• other authorised organisation members;
• ownership of the information;
• tender and submission history; and
• applicable legal obligations.
25. YOUR PRIVACY RIGHTS
Depending on your jurisdiction, you may have additional rights concerning deletion, correction, access, restriction or other processing of your personal information.
Nothing in this Data Deletion Policy is intended to limit rights that cannot lawfully be limited.
For privacy-related requests, contact:
26. CHANGES TO THIS DATA DELETION POLICY
We may update this Data Deletion Policy from time to time to reflect:
• changes to SharpTender AI;
• changes to account-deletion functionality;
• changes to organisation functionality;
• security requirements;
• changes to service providers; or
• legal or regulatory requirements.
The Last Updated date at the beginning of this policy will identify the latest version.
27. RELATED POLICIES
This Data Deletion Policy should be read together with:
• SharpTender AI Privacy Policy
• SharpTender AI Terms of Service
• SharpTender AI AI Disclosure
28. CONTACT US
For account deletion, privacy requests or questions concerning data deletion:
SaintClairAppl
SharpTender AI Privacy
Email:
For general SharpTender AI support:
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
Copyright © 2026 Saintclairappl - All Rights Reserved.
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