At BMO Cyprus (Bid Management Office), we are committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, store, and protect personal data, as well as your rights concerning your information. We comply with all applicable Cyprus data protection laws, including the General Data Protection Regulation (GDPR).
1. Information We Collect
We collect and process the following types of personal information to provide our services:
- Personal Identification Information: Names, addresses, phone numbers, email addresses, job titles, signatures, and other contact details.
- Financial Data: Financial standings, bank details, tax records, payment information, and financial statements.
- Professional Information: CVs, qualifications, certifications, and credentials of individuals involved in tender processes.
- Contractual Information: Contract details, tender forms, legal documents, and any supporting documentation required for tender management and legal representation.
- Non-Personal Information: Browser type, IP address, and other analytics data when you visit our website.
2. How We Collect Information
We collect information through several methods, including:
- Direct Collection: Information provided directly by you when submitting tender documentation, contracts, or when contacting us for services.
- Automated Collection: Data gathered via cookies and analytics tools when you interact with our website.
- Third-Party Sources: Information provided by subcontractors, vendors, partners, or through public tenders.
3. Purpose of Data Collection
We collect and use your personal data for the following purposes:
- To process and manage tenders, bids, and contracts.
- To communicate with clients, partners, and subcontractors.
- To fulfill legal obligations, including compliance with tax and regulatory requirements.
- To offer post-tender services such as project management, reporting, and legal representation.
- To enhance and improve our services, including website functionality.
- To provide corporate accounting services, including tax filings and financial compliance.
4. How We Use and Share Your Information
We use your information solely to fulfill our business obligations, including:
- Tender Processing & Management: Managing the tender process, from preparation and submission to post-tender evaluation.
- Legal Representation: Using your data for legal representation before the Tenders Review Authority (TRA) and other regulatory bodies.
- Corporate Accounting Services: Managing financial records, tax compliance, and securing necessary contract stamps from the Tax Office.
- Third-Party Sharing: We may share your data with trusted partners, such as vendors, subcontractors, accountants, or legal advisors, to fulfill our obligations. These parties are bound by confidentiality and data protection agreements.
- Government or Legal Requirements: If required by law, we may disclose your information to regulatory authorities.
5. Data Security
We take the protection of your personal information seriously and employ the following measures to safeguard it:
- Encryption: We use advanced encryption to protect sensitive data during transmission and storage.
- Secure Storage: Data is securely stored on encrypted servers, with restricted access to authorized personnel only.
- Access Control: Only authorized employees, vendors, or subcontractors with a business need can access your personal information.
- Regular Audits: We perform regular security audits and compliance checks to maintain the highest level of data protection.
6. Data Retention
We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy or as required by law:
- Tender Data: Retained for the duration of the project and in compliance with legal retention periods (e.g., tax or contract regulations).
- Corporate Accounting Records: Retained for the period required by law (e.g., 5-7 years for financial records).
- Upon the expiration of retention periods, we will securely delete or anonymize your data.
7. Your Rights
You have the following rights concerning your personal data:
- Right to Access: You can request access to the personal data we hold about you.
- Right to Correction: If your information is incorrect or incomplete, you can request corrections.
- Right to Erasure: Under certain conditions, you can request that we delete your personal data.
- Right to Restrict Processing: You can request restrictions on the processing of your data.
- Right to Data Portability: You can request to have your data transferred to another service provider.
- Right to Withdraw Consent: You can withdraw your consent to data processing at any time.
To exercise any of these rights, please contact us at [insert contact email].
8. Cookies and Tracking
We use cookies on our website to enhance your experience. Cookies help us analyze website traffic, remember your preferences, and improve functionality. You can manage or disable cookies through your browser settings. For more information on how we use cookies, please refer to our Cookies Policy.
9. Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. We will notify you of significant changes by posting an updated version on our website or by email. We encourage you to review this Privacy Policy periodically.
10. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us.
BMO Cyprus (Bid Management Office) Email: bmocyprus@outlook.com
By using our services, you acknowledge that you have read and understood this Privacy Policy and consent to the processing of your personal data as described herein.