Bidspirit Privacy Notice

We at Bidspirit value individuality, we value each and every one of you who participate in our community or who just interact with our website. We appreciate the value of your trust and have chosen to do so by committing to respect your fundamental rights, including the right to privacy and data protection.

As such, this Privacy Notice is designed to explain when and why we collect personal data about you, how we use it, the conditions under which we can disclose it to others, how we keep it safe and secure, and your rights and choices in relation to your information.

It is important that you read this Privacy Notice together with our Cookies Notice and any other notice we will provide on certain, specific occasions when we are collecting or processing personal data about you, so that you are fully aware of how and why we are using your data.

Scope.

This Privacy Notice applies to your access to and use of the website located at www.bidspirit.com and any other website, microsite, mobile device application, or Internet property owned, or operated by Bidspirit, and related services. It also describes the personal data we collect from these sites and services and how it is used, including information we collect when you register for use of the websites.

Who are we?

In this notice, ‘Bidspirit’, ‘we’, ‘us’ or ‘our’ means:

Bidspirit (R.A.) LTD

Any questions regarding this notice and our privacy practices should be sent from here

For what purposes is your data processed?

Your data is processed for the following purposes:

Analytics – To assess the traffic to our website and app.

As every other business, we want to get to know you better so we can improve our digital presence. Facilitating this means that we utilise technologies such as cookies that allow us to measure how individuals interact with our digital assets, e.g. website. We only do that after getting your consent though.

Account registration – To register individuals’ interest in joining Bidspirit’s platform as users.

When registering your account, we ask for the basic information to identify you as an individual and to communicate with you such as your first and last name, e-mail, phone number, city, postal code and country. We also ask you to create a password to keep your account secure. All of the optional fields will be marked as such.

Auction participation – To register individuals’ interest in connecting with auction houses and to get them approved to participate in the auctions organised by said auction houses.

Helping to connect you with the right auction houses means we need to share your basic details such as first and last name, e-mail and country of residence with their representatives, so they can have effective means of communicating with you regarding the potential purchase of an item or else.

Communication – To ensure the viability of ongoing communication with everyone involved.

Whether you are a registered user or an employee at one of our partner auction houses, we will need to make use of your first and last name, e-mail and phone number to keep communicating with you.

Live auction chat – To ensure the effective communication amongst participants in an online auction.

Should you wish to participate in one of the online auctions operated by some of our partner auction houses, we would need to process your assigned user identification number and messages to successfully registered bids.

Maintaining wish list – To allow users to keep track of item availability.

In our attempt to make the Bidspirit platform as accommodating and user-friendly as possible, we provide users with the possibility to add certain items to their ‘wish list’. Supporting this functionality, however, means that we need to store a record of any addition to/removal from your wish list.

Managing activity alerts – To allow users to keep track of auctions and other events.

In our attempt to make the Bidspirit platform as accommodating and user-friendly as possible, we provide users with the possibility to set notifications for upcoming auctions and events. Supporting this functionality, however, means that we need to make use of your e-mail and phone number to deliver the notifications themselves.

Item delivery – To arrange for the shipment of items to you.

We will need to process your first and last names as well as physical address to enable auction houses to arrange for the delivery of items you have won from their auctions.

Contacting us – To manage our relationship with external parties.

Whether you are after information on our white label solution or, perhaps, an auction house representative enquiring about our platform capabilities, we need to process the basic contact details such as your first and last names, e-mail and phone number to respond to your queries.

Maintaining debug logs – To ensure we are able to recover from potential security incidents and restore our operations as quickly as possible.

Providing an uninterrupted service to our users and partners is essential to us. However, we do realise that incidents happen which is why we backup the data we hold to help us deal with service interruptions in a timely fashion.

Payment processing – To enable you to utilise a variety of payment gateway products.

In an interconnected world, we understand the importance of working with others, especially where the purpose is making users’ life easier. This is why we process transactions information, together with your account details, to effectively make those popular payment options available on our platform.

On what basis do we process your data?

Consent – When you have agreed to the specific purpose of processing.

For example, to fuel our website analytics effort vis-à-vis the use of cookies etc.

Performance of a contract – When necessary to perform a contract to which you are a party or to take steps at your request before entering into a contract.

For example, to register your user account on our website or to facilitate your approval to participate in an auction.

Legal obligation – When necessary to perform a legal obligation.

For example, to respond to official requests for information or to retain invoices for the purpose of complying with potential tax audits.

Legitimate interests – When necessary to pursue our legitimate interests.

For example, to get to enrich the platform with functionalities that make your life easier such as tracking the availability of items or letting you pay for products using the payment provider of your choice.

For how long do we retain your data?

Depending on the purposes for which we process your data, it will be retained as necessary for the following:

Analytics – To store a record of your consent which can be up to twelve months from the date you originally opted-in to cookies.

Account registration – To maintain your account active and for a period of seven years thereafter for the exercise or defense of legal claims.

Auction participation – To maintain your registration with those auctions houses you have decided to connect with for so long as you are active on the Bidspirit platform and for a period of seven years thereafter for the exercise or defense of legal claims.

Communication – To have traceability over the correspondence we exchange with users for as long as your account remains active and for a period of seven years thereafter for the exercise or defense of legal claims.

Live auction chat – To have traceability over the correspondence exchanged between auction participants for as long as your account remains active and for a period of seven years thereafter for the exercise or defense of legal claims.

Maintaining wish list – To allow you to track item availability for so long as your account remains active and for a period of three months thereafter.

Managing activity alerts – To allow you to keep track of auctions and other events for so long as your account remains active, and for a period of three months thereafter.

Item delivery – To arrange for the shipment of items for as long as your account remains active and for a period of three months thereafter.

Contacting us – To effectively respond to your queries and for a period of three months after a correspondence thread has been abandoned.

Maintaining debug logs – To ensure the recoverability of your account for so long as you have it active and for a period of one month thereafter.

Payment processing – To make available those payment options we have onboarded for as long as your account remains active and for a period of three months thereafter.

Who can receive your data?

In fulfilling the purposes outlined above, we may share your data with the following organisations:

Amazon Web Services – Cloud services and content delivery

Facebook – Analytics and general advertising services

Google – Analytics and general advertising services

Twilio – Text messaging for account validation

Rapid7 – Backup services

Stripe – Payment processing

PayPal – Payment processing

Square – Payment processing

Isracard – Payment processing

Cardcom – Payment processing

What are your rights?

When it comes to your data, you have been afforded the rights listed below and you can exercise them by submitting this form

Right of access – You can request a copy of the personal data we hold about you.

For example, if you created an account on our website, you can request that we send you a copy of the information we hold about you. However, if we are unable to associate the information with you, it can be excluded from our response.

Right to rectification – If we have entered your personal data incorrectly, you can request that we fix it.

For example, if your last name has changed because you have recently married (congratulations!), you can ask us to amend our records to reflect that.

Right to erasure (‘right to be forgotten’) – You can request that we delete all your personal data.

For example, you can request that we delete your account and the history of any purchases you may have made through Bidspirit. However, be mindful that there are circumstances when such requests can be denied, including when we need to continue processing your data to comply with legal obligations imposed on us or for the exercise or defence of legal claims.

Right to restriction of processing – In the case we enter into an argument regarding the processing of your data, you can request that we stop processing it until the argument is resolved.

For example, you can request we stop processing your data because its accuracy is contested. However, the restriction will last until this particular issue is resolved as opposed to indefinitely.

Right to data portability – You can receive all of your own data in commonly-readable format.

For example, you can request we send your data to another provider. However, such requests can only be made with respect to data processed on the basis of your consent or contractual necessity.

Right to object – In cases where you think your data may have been processed without proper justification..

For example, if you opted-out of receiving marketing communications but we have failed to update your preference records on our end. However, be mindful that such requests can only be made about processing based on our legitimate interests.

Right to lodge a complaint – You have the right to lodge a complaint with the Supervisory Authority in the country where you reside, work or where the alleged infringement took place.

Right to withdraw consent – You can withdraw your consent to any processing you previously agreed to.

For example, you can opt-out of the use of cookies when visiting our website and app.

Changes to this Privacy Notice.

We try to keep this Privacy Notice up to date at all times but, should we introduce any changes, we will endeavour to list them in this section for ease of reference.

Last updated: March 5^th, 2024