Your compliance vault documents are never uploaded to Anthropic. The industry classification and compliance status shown on your profile are used to find matching tenders. Public tender documents issued by organs of state may be sent to Anthropic PBC in the United States for analysis, and are not used to train any model.
We hold certified identity copies, director identity numbers, tax certificates and B-BBEE affidavits, because a South African bid cannot be submitted without them. That is the most sensitive information in this system and it is treated accordingly: it is stored to serve one account only, it is never sold, never used for advertising, and never shared with anyone you have not asked us to share it with.
You can export everything and you can have it deleted. Neither costs anything and neither requires a reason.
| Responsible party | CountPilot (Pty) Ltd, registration 2026/604793/07, operating Tender Pack Engine |
|---|---|
| Physical address | Roodepoort, Johannesburg, South Africa |
| Postal address | Correspondence by email to admin@countpilot.co.za |
| Information Officer | Zuko Nkonjane. Registration with the Information Regulator is in progress; the reference will be published here once issued. |
| Contact the Information Officer | admin@countpilot.co.za · +27 81 209 0248 |
| General enquiries | admin@countpilot.co.za |
POPIA distinguishes the party who decides why information is processed (the responsible party) from the party who processes it on their behalf (the operator). Both roles apply here, to different information:
Note that POPIA defines a "person" as a natural or juristic person, so your company is itself a data subject. Your CIPC registration number, VAT number, CSD number and compliance status are personal information about the company, not neutral facts.
| Category | What it includes | Where it comes from |
|---|---|---|
| Account | Name, email address, username, password (stored only as a salted hash), role, sign-in times and the IP address a sign-in came from. | You, when you register or sign in. |
| Business profile | Registered name, CIPC registration number, VAT number, CSD number, B-BBEE level, CIDB grading, industry classification, contact details, bank details where you enter them on a form, and the names and identity numbers of directors or members where a bid form requires them. | You, and from the documents you upload. |
| Compliance vault documents | The documents a South African bid requires: certified identity copies, CSD registration reports, SARS tax compliance PIN letters, B-BBEE certificates or sworn affidavits, CIPC documents, municipal rates accounts, COIDA letters of good standing, insurance, CVs, company profiles and similar. These frequently contain identity numbers, dates of birth, addresses and signatures, and B-BBEE documents contain information about race. | You, when you upload them. |
| Tender workspace content | The public bid documents you upload or import, the forms filled from your profile, the responsiveness checklist, the submission packs built, their SHA-256 manifests and the audit record of what happened when. | You; and public tender documents from National Treasury's eTenders portal and from the issuing organ of state. |
| Usage and metering | Which metered actions you used, when, how many remain in the period, and the cost of each to us. This is what makes an allowance enforceable and an invoice checkable. | Generated by the system as you use it. |
| Billing | Plan, amounts, dates, invoice numbers, payment status, and an opaque reference to a card held by the payment gateway. We do not receive or store card numbers, expiry dates or CVV codes. | You, and the payment gateway. |
| Technical logs | Request logs, error logs and security events: IP address, timestamp, the page or endpoint, and the outcome. | Generated automatically by the server. |
| Correspondence | Emails and enquiry forms you send us, and our replies. | You. |
We do not buy personal information from anyone, we do not scrape it from social networks, and we do not enrich your profile from third-party data brokers.
| Purpose | Basis under POPIA section 11 |
|---|---|
| Running your account, storing your documents, reading their expiry dates, checking a bid for responsiveness, filling forms and building submission packs. | Necessary to perform the contract you have with us — s11(1)(b). For your own company's documents we act on your instruction as operator. |
| Taking payment, issuing invoices, collecting what is owed, and keeping the accounting records the law requires. | Contract — s11(1)(b); and legal obligation — s11(1)(c), under the Companies Act 71 of 2008 and the Tax Administration Act 28 of 2011. |
| Metering the AI actions on your plan. | Contract — s11(1)(b); and our legitimate interest in not being billed without limit for a service someone did not pay for — s11(1)(f). |
| Sending you deadline reminders and the tender digest you asked for. | Contract — s11(1)(b). You can turn these off in your account without affecting anything else. |
| Security: rate limiting, lockouts after failed sign-ins, audit logs, detecting misuse. | Legitimate interest — s11(1)(f); and the security safeguards POPIA itself requires under s19. |
| Answering your emails and support requests. | Legitimate interest — s11(1)(f). |
| Processing B-BBEE ownership information, which includes information about race. | Section 31 — see the next paragraph. |
We do not use your information for advertising, we do not profile you for marketing, and we do not sell or rent it to anyone. If we ever want to use your information for a purpose not listed above, we will ask you first.
A B-BBEE certificate or sworn affidavit states the black ownership percentage of a business. Under POPIA section 26, information about a person's race or ethnic origin is special personal information, and processing it is prohibited unless one of the exceptions applies. This is not a technicality: it is the single most sensitive class of information in this system, and it arrives in almost every bid.
We rely on section 31. Section 31 permits processing information about race or ethnic origin where it is necessary to comply with a law, or with an affirmative-action measure, designed to protect or advance persons disadvantaged by unfair discrimination. That is exactly what this is. The Broad-Based Black Economic Empowerment Act 53 of 2003, the Preferential Procurement Policy Framework Act 5 of 2000 and its 2022 Regulations require an organ of state to consider specific goals, and require a bidder to prove its status with these documents. A bid cannot be submitted without them, and a system that helps a small business submit a responsive bid cannot function without holding them.
We deliberately do not rely on your consent alone. Consent can be withdrawn at any moment, and if the lawfulness of holding your B-BBEE affidavit depended on consent, withdrawing it would break the product mid-bid. Section 31 is the honest basis and it is the one we state. You can still delete any document at any time, and delete your account entirely.
We process this information for one purpose: to check whether the document you hold is valid and current for the bid you are preparing, and to place it in the submission pack where the bid document requires it. We do not analyse it, aggregate it, report on it or share it, other than in the pack you build for your own submission.
Everything you give us is voluntary. Nothing here is compelled by a law that applies to us; the documents are demanded by the organs of state you bid to, not by us.
But the consequences are real and we will not pretend otherwise:
You can also use very little of it: keep the vault empty and use only the deadline calendar and the radar, and we hold almost nothing about you.
Below is the complete list. There is nobody else.
| Recipient | What they receive | Where |
|---|---|---|
| Vultr — server hosting | Everything, in the sense that the data sits on a server they operate. They have no reason to access it and no application-level access to it. | Johannesburg, South Africa |
| Anthropic PBC — the Claude API | Public tender documents issued by organs of state, and the profile facts listed in section 7. Never your compliance vault documents. | United States (see section 7) |
| Payfast — payments | Your name, email address, the amount and the order reference. Card details go to them directly from your browser and never through us. | South Africa |
| xneelo — outbound email | Your email address, and the contents of the digests, deadline reminders and account emails we send you. | As stated by that provider |
| National Treasury eTenders | Nothing about you. We read their public feed; we do not send them anything. | South Africa |
| An ESD sponsor, if you are on a cohort | Only the outcome projection agreed in writing: readiness bands, documents brought up to date, tenders tracked, packs built, deadlines met. The agreement carries an express exclusion list: no identity numbers, no identity copies, no tax PIN, no CSD number, no bank details and no bid prices. There is no path from a sponsor's login into any beneficiary's documents. | South Africa |
| Professional advisers, or a court | Only what is strictly necessary, and only if we are legally obliged to produce it or need advice about a dispute with you. | South Africa |
Every one of these is bound by a written agreement to process the information only on our instructions and to keep it confidential and secure, as section 21 requires. We do not sell personal information. We have no advertising network, no analytics vendor and no tracking pixels.
The optional AI actions on paid plans send text to the Claude API, operated by Anthropic PBC, 548 Market Street, San Francisco, California, United States. This is a transfer of personal information to a third country and section 72 of POPIA applies to it. Here is exactly what is and is not sent.
Claude is used in exactly four places: a deep read of a tender document, a fit check on shortlisted opportunities, a draft cover letter, and a search of other tender portals. Every one is optional, every one is off unless you start it, and everything else in the product runs on rule-based code with no external call of any kind.
| Information | Kept for |
|---|---|
| Your account, business profiles, vault documents, tender workspaces and packs | For as long as your account is open. Closing a paid plan does not delete anything — you drop to the free plan and keep it all. |
| After you close your account, or ask for deletion | Deleted within 30 days. We keep it for those 30 days only so that an account closed by mistake can be restored. |
| Backups containing deleted data | Purged within a further 30 days, as backups rotate out. Backups are encrypted and are kept off the server that holds the live data. |
| Invoices and accounting records | As long as the Companies Act 71 of 2008 and the Tax Administration Act 28 of 2011 require — currently seven years for company records and at least five years for tax records. We cannot delete these on request; the law requires us to keep them. |
| The payment gateway's card reference, if you keep a card on file | 12 months after your last payment, or immediately when you remove the card or close the account. |
| Server and security logs | No longer than 90 days, except where a specific security investigation requires otherwise. |
| Emails between us | Up to three years, so that a dispute about what was agreed can be settled by looking it up. |
No system is perfectly secure and we will not claim otherwise. What we can say is what we do, and what we do is above.
To exercise any of these, email admin@countpilot.co.za. We answer within 30 days. There is no charge for an access or deletion request under this notice; a formal PAIA request for other records follows the fee schedule in our PAIA manual. We may ask you to confirm your identity first, because handing your documents to someone impersonating you would be the worse failure.
Section 22 of POPIA requires that where there are reasonable grounds to believe your personal information has been accessed or acquired by an unauthorised person, we notify the Information Regulator and you as soon as reasonably possible after discovering it.
We will tell you in writing what happened, what information was involved, what we have done about it, and what you should do — including, where the exposure warrants it, contacting the organs of state you have bid to. We will not delay the notice to finish investigating, and we will not use vague language to make it sound smaller than it was.
Nothing in this service makes an automated decision that has a legal effect on you or that materially affects you, in the sense of section 71.
The responsiveness verdict, the opportunity fit score and any AI output are advisory. They are our reading of a document, not a decision by anyone with authority over your bid. No organ of state receives them and no evaluation is influenced by them. Every one of them can be wrong, and you remain the person who decides what to submit.
We set one cookie: a session cookie that keeps you signed in. It is essential, it is not shared, and it disappears when your session ends. There are no advertising cookies, no analytics cookies, no third-party trackers and no cross-site pixels, which is why this website has no cookie banner to click through.
This is a service for businesses bidding on public tenders and is not intended for anyone under 18. We do not knowingly process the personal information of a child (POPIA s34). If a bid document requires information about a person under 18 and you upload it, tell us, and we will handle it under the additional protections that section 35 requires or remove it.
If we change this notice in a way that matters, we will email everyone with an account at least 14 days before it takes effect and show the change on this page, rather than quietly editing it and moving the date. Older versions are available on request.
Start with us: admin@countpilot.co.za. If you are not satisfied, you may complain to the Information Regulator, whose details at the date of this notice are:
The Information Regulator (South Africa)
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
PO Box 31533, Braamfontein, Johannesburg, 2017
General: enquiries@inforegulator.org.za
POPIA complaints: POPIAComplaints@inforegulator.org.za
PAIA complaints: PAIAComplaints@inforegulator.org.za
inforegulator.org.za
Complaining to the Regulator costs nothing and you do not need a lawyer to do it.