Visionex Solutions Pty Ltd (ABN 55 672 030 661, ACN 672 030 661), trading as Visionex Solutions, "we", "us", "our", provides bid management and tender consulting services. This policy explains what personal information we collect, why, who we share it with, and how you can access, correct or complain about it.

We are a small business. Under the Privacy Act 1988 (Cth), businesses with an annual turnover of $3 million or less are generally not bound by the Australian Privacy Principles. We have chosen to handle personal information in line with those principles anyway, because our clients bid for government work and expect it.

If you only want the short version: we collect your contact details and the documents you send us so we can do your tender work. We do not sell your data. You can ask us what we hold and we will tell you.

1. What we collect

Information you give us directly

Name, email address, phone number, company name, role
Details you enter into forms on our website, including our contact form, booking form and free tender review request
Name, email and company name when you unlock a free download such as our bid or no bid scorecard, sample proposals, or tender document templates
The answers you give our tender cost estimator and our bid or no bid checker
Tender documents, drawings, specifications, pricing information, project data, referee details, staff details and any other material you send us in the course of an engagement
Correspondence with us

Information we collect automatically when you use our website

Pages viewed and the time of the visit
Which buttons and links you click, including outbound clicks to our booking calendar and community
Which forms you start and complete
The website or advertisement that referred you, including campaign tracking parameters
Approximate technical information such as browser and device type
A one way hash of your IP address, used only to rate limit form submissions and prevent abuse. We do not store the address itself.

We store these website events in our own database rather than sending them to an advertising network. They are linked to a browsing session, not to your name, unless you then submit a form in the same session, in which case the campaign details are attached to your enquiry so we know where it came from.

Information about other people that you give us

Tender submissions often contain personal information about your staff, subcontractors and referees. When you send us that material you confirm you are entitled to give it to us and that those people are aware their details are being used in a tender.

2. Why we collect it

To deliver the services you have engaged us for
To respond to your enquiry and to prepare proposals and fee estimates
To send you the free resource you asked for
To send you occasional emails about tender opportunities, guides and our services, where you have given us your details. Every one of those emails has an unsubscribe link and we act on it immediately
To understand which pages and campaigns bring us enquiries
To invoice you and keep our financial records
To meet our legal and tax obligations

We do not use your information to make automated decisions about you, and we do not sell, rent or trade it.

3. Who we share it with

Service	What it handles	Where the data sits
Cloudflare Turnstile	Spam and bot protection on our forms	Global network including Australia
Supabase	Our website database: enquiries, download requests, website events, and any assessments a user chooses to save from our Chrome extension	Sydney, Australia
Lovable	Website hosting and build	Overseas, including the United States
Cloudflare	Domain, DNS and content delivery	Global network including Australia
Microsoft 365	Our email and document storage	Australia and other regions, per Microsoft's data residency arrangements
Calendly	Booking consultations	United States
Skool	The Bid Room community, if you join it	United States
Xero	Invoicing and accounts	Australia
LinkedIn Insight Tag	Advertising measurement and aggregate visitor demographics	United States and Ireland

We also share information where we need to:

With subcontractors and specialist consultants working on your engagement, under confidentiality obligations
With our accountant, insurer or professional advisers
Where the law requires it
With your consent or at your direction, for example when we lodge a submission on your behalf through a procurement portal

Overseas disclosure

Some of the services above store information outside Australia. By using our website and services you agree to that disclosure. We take reasonable steps to use reputable providers, but we cannot control the laws of every country those providers operate in.

4. Confidentiality of your tender material

Tender documents, your pricing, your methodology and your competitive position are commercially sensitive. We treat them as confidential. We do not share your pricing or your approach with any other client, and we do not use your material as a sample or case study without asking you first.

We often work for more than one contractor in the same trade. If we are approached about a tender you are already bidding, we will tell you and we will not work both sides of the same tender.

5. Security

We use reasonable technical and organisational measures to protect information: access controls on our systems, encrypted connections to our website, and restricted access to client files. Our website database applies row level security so that submitted enquiries cannot be read by website visitors.

No system is completely secure. If a data breach occurs that is likely to cause you serious harm, we will notify you and, where required, the Office of the Australian Information Commissioner.

6. How long we keep it

Enquiries and download requests: up to 3 years from your last contact with us, then deleted
Client engagement files including tender material: 7 years after the engagement ends, to match our tax and insurance record keeping
Financial records: 7 years, as required by law
Website event data: 26 months
Chrome extension data: consent and recent decisions stay on your own device until you clear them or uninstall. Anything you deliberately save to a Visionex workspace follows the client engagement period above

We delete or de-identify information when we no longer need it.

7. Cookies and tracking

Our website uses a small amount of browser storage to remember things like whether you have already unlocked a download or dismissed a notice, and to hold your campaign source for the duration of your visit.

We use the LinkedIn Insight Tag to measure the performance of our LinkedIn advertising and to understand, in aggregate, which kinds of businesses visit our site. It sets cookies and reports page visits to LinkedIn, which may match them to a LinkedIn member profile. It does not tell us who you are individually. You can opt out of LinkedIn advertising tracking in your LinkedIn account settings, or by declining cookies in your browser. We do not run Google Analytics, Google Ads tracking, or a Meta pixel.

You can clear or block browser storage in your browser settings. Some features, such as remembering an unlocked download, will stop working.

8. Our Chrome extension, Visionex Quick Assess

Visionex Quick Assess is a user initiated Chrome extension that helps users qualify tender and business opportunity webpages. This section explains how it handles information. It applies in addition to the rest of this policy.

Information handled

When a user selects "Assess current page", the extension reads the visible title, URL and text content of the active webpage. It may also handle information the user enters into the owner field, and the Bid, Review or Pass decision the user selects.

How the information is used

This information is used only to create the requested opportunity assessment, display relevant scope and risk signals, remember recent decisions, and support sharing initiated by the user.

User control and consent

The extension does not read a webpage until the user accepts the first run privacy disclosure and selects "Assess current page". It does not monitor browsing in the background and it does not download tender documents.

Local storage

Privacy consent and recent decisions are stored locally in Chrome on the user's device. Users can remove this information by clearing the extension's stored data or uninstalling the extension.

Workspace sharing

Information is not sent to a Visionex workspace unless the user deliberately chooses a sharing or saving action. Information saved to a workspace may be visible to authorised members of that workspace.

Disclosure and sale

Visionex does not sell extension data, use it for advertising, or use it to determine creditworthiness or lending eligibility.

Security and retention

Any information deliberately sent to a Visionex workspace is transmitted over HTTPS and retained only for the operational and legal purposes described in this policy. Local data stays on the user's device until they clear it or uninstall the extension. Users may contact us at info@visionexsolutions.com.au to request access, correction or deletion where applicable.

Chrome Web Store Limited Use

Our use of information received from Google APIs adheres to the Chrome Web Store User Data Policy, including the Limited Use requirements.

9. Direct marketing and how to opt out

If you give us your details, we may email you about tender opportunities, guides, templates and our services. Every email includes an unsubscribe link. You can also email info@visionexsolutions.com.au and ask us to stop, and we will.

We will not add you to a marketing list simply because you were named in a tender document a client sent us.

10. Accessing and correcting your information

You can ask us what personal information we hold about you, ask for a copy, and ask us to correct it if it is wrong. Email info@visionexsolutions.com.au. We will respond within 30 days. There is no charge, although we may ask you to verify who you are first.

You can also ask us to delete information. We will do so unless we need to keep it for legal, tax or insurance reasons, and we will tell you if that is the case.

11. Complaints

If you think we have mishandled your personal information, email info@visionexsolutions.com.au with the details and we will investigate and respond within 30 days.

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

12. Changes to this policy

We may update this policy. The current version and its effective date are always shown at the top of this page. If we make a change that materially affects how we handle information we already hold about you, we will tell you.

13. Contact us

Visionex Solutions Pty Ltd, ABN 55 672 030 661
Ground Floor, 470 St Kilda Road, Melbourne VIC 3004
info@visionexsolutions.com.au
0418 726 076