Terms of Service and Privacy Policy.

1. Who We Are

bidpiston is operated by ebida Limited, registered in England and Wales / Our registered office is [3 Cains Walk, Bristol, BS34 8DF].
For any questions, please contact us at:
📧 info@ebida.uk

2. Subscriptions and Payments

• Subscription fees are charged according to your company size, as shown on our Shop Page.
• Payment may be made by monthly Direct Debit or annual credit/debit card payment.
• All prices are exclusive of VAT, which will be charged at the prevailing rate.
• Subscriptions renew automatically unless cancelled in accordance with Clause 7.

3. Your Use of the Services

• You may use the Services only for lawful business purposes. 
• You are responsible for ensuring the accuracy of all data you input. 
• You must not copy, resell, sublicense, or attempt to reverse-engineer any part of the Services. 

4. Data We Collect

We may collect and process the following types of data: 

• Account information: Name, business details, email address, billing details. 
• Staff audits: Data provided by employees (commuting, travel, home-working patterns). 
• Organisation audits: Energy use, fuel, business travel, and other operational data. 
• Technical data: Login details, IP address, browser type, and usage data. 

We do not collect sensitive personal data unless strictly necessary. 

5. How We Use Your Data

We use your data to: 

• Provide access to our Services. 
• Process subscriptions and payments. 
• Generate dashboards, reports, and Carbon Reduction Plans. 
• Enable staff audits and consolidate responses securely. 
• Maintain compliance with UK procurement policies (e.g. PPN 06/21). 
• Communicate updates and support information. 

6. Legal Basis for Processing

We process data under the following lawful bases: 

• Contractual necessity — to provide the Services you subscribe to. 
• Legal obligation — to comply with UK laws and procurement rules. 
• Legitimate interests — to improve our platform and ensure security. 
• Consent — where required, e.g. staff participation in audits. 

7. Cancellation and Termination

• You may cancel your subscription at any time with 30 days’ notice. 
• We may suspend or terminate access if you breach these Terms or fail to make payment. 
• Refunds: Monthly subscriptions are non-refundable. Annual subscriptions may be refunded pro-rata in cases of service failure attributable to us. 

8. Data Storage and Security

• Data is stored securely on UK/EU servers. 
• Encryption, access controls, and audit trails are applied. 
• Staff responses are anonymised and aggregated where possible. 
• Only authorised personnel may access customer data. 

9. Data Sharing

We do not sell or rent data. 
We may share limited data only with: 

• Payment processors. 
• Hosting and IT providers. 
• Regulators, where required by law. 

All third parties must maintain GDPR-compliant safeguards. 

10. Data Retention

• Account data is retained while your subscription is active, plus 6 years for compliance. 
• Staff and organisation audit data is retained while your subscription is active, or until deleted by you. 
• Backups are held securely for disaster recovery. 

11. Your Rights

Under UK GDPR, you have the right to: 

• Access your data. 
• Correct inaccurate data. 
• Request deletion. 
• Restrict processing. 
• Object to processing. 
• Data portability. 
• Withdraw consent at any time. 

To exercise your rights, contact us at [Insert Email]. 

12. Service Availability

• We aim to provide continuous access but cannot guarantee uninterrupted service. 
• Planned maintenance will be notified where possible. 
• We are not liable for downtime caused by third-party providers.

13. Intellectual Property

All intellectual property rights in the Services remain our property or that of our licensors. You are granted a non-exclusive, non-transferable licence to use the Services during your subscription. 

14. Limitation of Liability

• We exclude all warranties not expressly set out in these Terms. 
• We are not liable for indirect or consequential loss (including lost profit or contracts). 
• Our total liability is capped at the fees you have paid in the 12 months before the claim. 

15. Cookies

Our website uses cookies to improve functionality and track analytics. You can control cookie settings in your browser.

16. Changes to These Terms

We may update these Terms from time to time. The latest version will always be available on our website. Continued use of the Services after updates constitutes acceptance.

17. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the English courts.