Privacy notice
Last updated 1 November 2026
This notice explains what personal data Quillmark Bids collects, why, and what you can do about it. It covers people I contact about my services, people who contact me, and clients.
Who I am
Quillmark Bids is a trading name of Joshua Mensah, a sole trader based in London. I’m the controller of the personal data described here. You can reach me at josh@quillmarkbids.co.uk.
What I collect and where it comes from
- Business contact details, such as your name, job title, work email address and company. I take these from public sources: contract award notices on Find a Tender and Contracts Finder, Companies House, and company websites.
- What you send me, such as the details you enter in the form on this website, your emails, and documents you share, like past bids and tender packs.
- Client records, such as the information needed to deliver a bid, plus invoices and correspondence.
If a bid needs details about your staff, such as CVs for key people, I use them only for that bid and delete them when the work ends.
How I use it, and the legal basis
| What I do | Legal basis |
|---|---|
| Email businesses about my services | Legitimate interests: finding new clients. I only send these emails to limited companies, LLPs and public bodies, and every email says who I am and how to opt out. |
| Reply to enquiries and send score sheets | Legitimate interests, or steps you’ve asked for before a contract |
| Deliver work you’ve paid for | Contract |
| Keep business and tax records | Legal obligation |
Opting out
Reply “stop” to any email, or email josh@quillmarkbids.co.uk, and I won’t contact you again. I keep your email address and company name on a do-not-contact list so that it stays that way.
Who I share it with
I never sell personal data, and I never use one client’s documents for another client. These providers process data for me:
- Google (Google Workspace), for email and file storage
- Instantly, for sending and managing outreach emails
- Netlify, which hosts this website and receives form submissions
If I use AI tools on your documents, I use settings that stop your content being used to train AI models. Where any provider processes data outside the UK, the transfer is protected by the safeguards UK law requires, such as the UK–US data bridge or the ICO’s international data transfer agreement.
How long I keep it
- Outreach contacts: up to 12 months after my last email, unless we start working together
- Do-not-contact list: for as long as I send outreach emails
- Enquiries that don’t go further: 12 months
- Your bid documents: deleted 90 days after the tender deadline, unless you ask me to keep them
- Invoices and accounting records: as long as HMRC requires
Your rights
You can ask me to give you a copy of your data, correct it, delete it, or limit how I use it. You can object to how I use it, and you can always object to marketing emails. Email me and I’ll respond within one month.
If you’re unhappy with how I’ve handled your data, you can complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113. I’d appreciate the chance to put it right first.
Cookies and tracking
This website doesn’t use cookies, analytics or tracking. The fonts are hosted here, so loading the page doesn’t send your details to anyone else. My emails don’t track whether you open them.
Changes
If this notice changes, I’ll update it here and change the date at the top.