1. Who controls your data
AI XPOWER ENGINEERING, Malaysia, operates TenderGuard Cloud and is responsible for the business processing described in this policy. Contact: admin.aibusiness@gmail.com.
2. Information we collect
- Account and contact information, such as name, company, email, phone and plan.
- Billing and subscription records supplied by the payment provider. We do not store full card numbers.
- Uploaded BOQ files, extracted content, review comments, outputs and source maps.
- Technical and security records, including IP address, browser, login, job status and access logs.
- Support communications and feedback.
3. Why we process information
We process information to provide the service, create and deliver outputs, verify entitlement and usage, secure accounts, investigate incidents, provide support, comply with legal obligations, prevent abuse and improve reliability.
4. Service providers
We may use hosting, storage, OCR, AI-processing, email, logging, customer-support and payment providers. We disclose only the information reasonably needed for those providers to perform contracted functions, subject to applicable terms and controls.
5. Customer files and model training
We do not sell customer BOQ files. We do not intentionally publish or use confidential customer files to train public models. Files may be processed by approved service providers solely to provide the requested service, subject to their applicable data terms and our configured controls.
6. Retention
Automatic-conversion downloads expire after 7 days. Expired file bytes are removed by cleanup when the service next runs; access is blocked immediately at expiry. File-history lists are not displayed. Contact support if you need earlier deletion, and download your own copy if you need it longer. Minimal usage metadata remains to enforce page allowances.
Account details and trial requests remain while needed to operate your account and fulfil your request. You may ask support to close your account and delete the request, subject to necessary legal and security records. Session cookies expire after seven days unless renewed while you are using the account.
| Data | Founder retention |
|---|---|
| Starter uploaded files and outputs | Normally up to 14 days after processing, unless earlier deletion is requested or a legal/security need requires retention. |
| Pro uploaded files and outputs | Normally up to 30 days after processing, unless earlier deletion is requested or a legal/security need requires retention. |
| Billing, audit and security records | Retained as reasonably required for accounting, fraud prevention, disputes and legal compliance. |
7. International processing
Because the service may use international infrastructure and suppliers, data may be processed outside Malaysia. We take reasonable steps to use providers and contractual arrangements suitable for the processing involved.
8. Security
You can register a TenderGuard account using your name, email and a password. Passwords are stored as salted, one-way hashes, not readable passwords. Account and session records, security rate limits, trial requests, conversion metadata, payment-event identifiers and page-credit grants are stored in our hosted database. Account pages require sign-in and are not publicly cached. We pass your account email and a random order reference to Stripe when you choose to continue to checkout. Stripe sends signed payment events to TenderGuard so successful payments and renewals can add page credits automatically; we do not store full card numbers. Email addresses are not automatically verified yet and are not used to grant access to Stripe records or other customers’ data. Uploaded PDFs and generated workbooks are held in private object storage and served only after the account owner signs in. File-history lists are not displayed in the account. Text extraction and OCR run in the customer’s browser. Public program and English OCR model files are downloaded through the website from a pinned package CDN; document content is not sent to that CDN or an external AI service. No online service can guarantee absolute security.
9. Your choices and rights
You may request access, correction or deletion of personal information, subject to identity verification and applicable legal exceptions. You may also ask for early deletion of a processed BOQ file. Send requests to admin.aibusiness@gmail.com.
10. Cookies
The public information site is designed to operate without advertising cookies. Login uses necessary secure, HttpOnly session cookies. We do not store login credentials in browser local storage. Conversion job and quota records are saved when you start a trial; the separate public preflight enquiry form still prepares an email for you to send. Automatic email verification and email password recovery are not available yet. Any material analytics or optional-cookie use will be disclosed when introduced.
11. Changes
We may update this policy to reflect legal, technical or service changes. The effective date above will be updated when material changes are published.