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Privacy Policy

Version 7.0 — Last updated: October 15, 2026

1. Introduction

Tendgine (operated by Medallion Intelligence Corp.) (“we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your information when you use the App.

2. Information We Collect

  • Account Information: email address, display name, and authentication credentials.
  • RFP Data: documents, proposals, client information, and other content you upload or create within the App.
  • Usage Logs: access timestamps, feature usage, and basic diagnostic data to maintain and improve the service.

Website visitors (Tendgine.com): when you request a demo we collect your name, work email, company, optional proposal volume and whether you want product news. We store these as an account and contact in Medallion Intelligence Corp.'s own CRM in Tendgine, use them only to arrange and follow up on your demo, and email you product news only if you opted in. Every email we send you carries an unsubscribe link.

The App includes a WhatsApp integration feature that is currently inactive. When active, it will only send outbound messages — no user data is collected or stored through WhatsApp.

3. How We Use Your Information

We use the information we collect solely for the purpose of providing and improving the Tendgine platform, including managing RFP workflows, authenticating users, and maintaining system security.

4. Data Storage

Your data is stored in Supabase (cloud database) and hosted on Microsoft Azure. We implement industry-standard security measures to protect your information, including encrypted connections and secure authentication.

5. Data Sharing

We do not sell, rent, or trade your personal information to third parties. We may share data only when required by law or to protect the rights and safety of the operator and its users.

6. Sub-Processors & Data Residency

We use the following third-party sub-processors to operate the Tendgine service. Each processes data only as needed to deliver its specific function:

  • Supabase Inc. — PostgreSQL database + Object Storage for file uploads. Hosted on AWS ca-central-1 (Montreal, Canada).
  • Anthropic, PBC — AI text generation (RFP triage, proposal drafting, scoring). Hosted in the United States. Anthropic's API terms commit to NOT training on submitted content.
  • OpenAI, Inc. — Text embeddings (semantic search) + completion fallback when Anthropic is overloaded. Hosted in the United States. OpenAI's API terms commit to NOT training on submitted content.
  • Microsoft Azure — Application hosting (App Service) + daily backup of uploaded files (Blob Storage). Both in Canada Central.
  • Microsoft 365 (SMTP) — Outbound transactional email. Region depends on the tenant's SMTP configuration.
  • Sentry — Error monitoring + performance tracing. Hosted in the United States. A PII redaction filter scrubs emails, JWTs, API keys, and bearer tokens from log messages before send.
  • GitHub Actions — CI runner + scheduled storage backup cron. Processes source code only; never receives user-submitted content.
  • Google (reCAPTCHA and Analytics) — Bot protection on sign-in, password reset and public forms (including the Tendgine.com demo request), and website analytics that load only after you accept the cookie banner and never on pages sent to people outside your company. Receives browser and interaction signals and page views, not form contents. Hosted in the United States.
  • Mapbox — Geocoding (turning an address into map coordinates) for the CRM and RFP Hunter maps; used first, and only when configured. Receives a CRM account's business address (street, city, province, postal code, country) and a tender's location text — no names or contact details. Hosted in the United States.
  • Quo (formerly OpenPhone) — Text messaging for the CRM, used only by companies that connect a Quo workspace. Receives the content of texts sent from the App (including the company's name and opt-out footer), the contact's mobile number and the sending number, and returns texts replied to that number and their delivery status. Hosted in the United States; its data processing agreement is to be confirmed before production use.
  • ZeroBounce — Email address verification for the CRM, used only by companies that connect their own ZeroBounce account, and only when an administrator runs Verify emails. Receives contact email addresses and nothing else (no names, companies or other details). Hosted in the United States; its data processing agreement is to be confirmed before production use.
  • Nominatim (OpenStreetMap Foundation) — Geocoding fallback, and the only geocoder when Mapbox is not configured. Receives the same address and location text. Request details are stored in the United Kingdom and the Netherlands, with backups in the EU. No data processing agreement exists: it is a free public service used under the OpenStreetMap Foundation's usage and privacy policies.

Cross-Border Disclosure (PIPEDA Sec. 4(3.1)): Customer data — including the primary database, Object Storage, application traffic, and daily backups — is processed and stored entirely in Canada: Supabase on AWS ca-central-1 (Montreal) and Microsoft Azure in Canada Central. Cross-border processing applies only to ancillary services: Anthropic and OpenAI receive text excerpts of RFP content during AI generation (contractually bound NOT to train on submitted content); Sentry receives error logs and breadcrumbs with PII redaction applied; the geocoders (Mapbox in the United States; Nominatim in the United Kingdom and the Netherlands) receive CRM account business addresses and tender locations to place them on a map; Quo (texting, only for companies that connect it) receives contact mobile numbers and text content; ZeroBounce (email verification, only for companies that connect their own account) receives contact email addresses; google (reCAPTCHA on public forms, and analytics after cookie consent) receives browser signals and page views. By using the App, you acknowledge and consent to this limited cross-border processing. AI features cannot currently be switched off for a single company, so customers with strict no-cross-border requirements should contact us before onboarding. Sentry can be opted out via the SENTRY_DSN env var.

7. Cookies

The App uses httpOnly authentication cookies for session management; they do not track you across other websites. If you accept the cookie banner, Google Analytics sets analytics cookies to measure how the site is used; without acceptance it does not load, and it never loads on pages sent to people outside your company. Public forms use Google reCAPTCHA, which may set its own cookies to tell people from bots. We do not use advertising cookies.

8. Data Retention

We retain your data for as long as your account is active, and delete a customer's data within 90 days of the end of its subscription. Some records have shorter fixed periods, removed by a daily maintenance job: the audit log after 2 years, AI request logs after 6 months, AI correction history after 1 year, completed or expired share links after 90 days, and rejected or unactioned tenders after 6 months. Demo requests from Tendgine.com stay in our CRM until you ask us to remove them. To have your data deleted, contact your system administrator or email info@medallionintelligence.com.

9. Automated Decision-Making

The App uses artificial intelligence to assist with certain features. In accordance with GDPR Article 22, we disclose the following automated processing activities:

  • RFP Triage and Scoring: AI (Claude by Anthropic) is used to assess document importance, relevance, and to extract key information from uploaded RFP documents.
  • Section Categorization: AI (OpenAI GPT-4o-mini) is used to suggest categories for document sections to streamline the review process.
  • Content Generation: AI is used to draft responses, generate summaries, and produce content suggestions throughout the proposal workflow.
  • CRM Research: AI (Claude by Anthropic) researches business accounts and business contacts using publicly available web sources — when a user asks for it, and in a monthly check of key contacts' public professional information for job changes. Each finding is shown with its source. Research may fill an account's still-empty fields, which a user can undo; it never overwrites a value someone entered and never edits a contact record.

All AI-generated outputs are presented as suggestions only — human operators make all final decisions. No automated decision has legal or similarly significant effect without human review. Users may request human review of any AI-generated assessment by contacting their system administrator.

10. Children's Privacy

The App is not intended for use by anyone under the age of 13. We do not knowingly collect personal information from children under 13.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of any material changes by posting the updated policy within the App.

12. Contact Us

If you have questions about this Privacy Policy or wish to request access to or deletion of your data, email info@medallionintelligence.com. If you use the App through your employer, you can also contact your system administrator.