Deleting Your Data

Overview

Bid Bot allows you to delete your data at any time. This guide explains what data can be deleted, how to delete it, and what happens when data is deleted.

Prerequisites

• A Bid Bot account
• Access to the data you want to delete
• Appropriate permissions (if deleting organisation data)

What Data Can Be Deleted

Individual Bid Data

You can delete individual bids and their associated data:

• Bids: Complete bid documents, including all questions and answers
• Bid Questions: Individual questions within a bid
• Bid Reports: All generated reports for bids or questions
• Bid Files: Documents uploaded to bid stores
• Bid Comments: Comments added to bids or questions
• Bid Versions: Historical versions of bid questions

Profile Data

You can manage and delete your profile information:

• Personal Information: Name, email (via Auth0)
• Subscription Information: Subscription details
• Token Usage History: Historical token usage data
• Personal Bids: All bids you own personally

Organization Data

If you’re an organisation administrator, you can delete:

• Organisation Data: Complete organisation and all associated data
• Organisation Bids: All bids within the organisation
• Organisation Users: Remove users from the organisation

Warning: Deleting organisation data affects all organisation members. Only delete if you’re certain this is what you want.

Conversation Data

• Chat Conversations: Individual chat conversations and history (deletion available via support only)
• Conversation History: All messages in a conversation (deletion available via support only)

How to Delete Data

Deleting Individual Bids

1. Navigate to the Bid Library from the sidebar menu
2. Find the bid you want to delete
3. Click on the bid to open it
4. Click the Delete button (or use the delete action in the bid library)
5. Confirm deletion
6. The bid and all associated data are permanently deleted

Deleting Bid Questions

1. Navigate to Bid Library > Select your bid
2. Find the question you want to delete
3. Click Delete on the question
4. Confirm deletion
5. The question and all its reports and versions are deleted

Deleting Chat Conversations

Bid Bot does not currently support deleting chat conversations directly in the app. To delete a conversation and its messages:

1. Contact Support: Email support@bid-bot.co.uk with the conversation details (title, approximate date/time)
2. Verification: Support will verify ownership and permissions
3. Deletion: The conversation and all messages will be permanently deleted by support
4. Irreversible: This action cannot be undone

Deleting Your Account

Note: Bid Bot does not currently provide a direct account deletion feature in the user interface. To delete your account:

1. Contact Support: Email support@bid-bot.co.uk to request account deletion
2. Provide Details: Provide your account email and reason for deletion
3. Confirmation: Support will confirm the deletion process
4. GDPR Rights: You have the right to request deletion of your personal data under GDPR

What Gets Deleted:

• Your user account
• All personal bids you own
• All personal data associated with your account
• Access to any organisations you’re part of (you’ll be removed, but organisation data remains)

What Remains:

• Organisation data if you’re part of an organisation (the organisation and its data will remain)
• Historical invoices and billing records (may be retained for legal/tax purposes)

Deleting Organisation Data

Warning: This is a permanent action that affects all organisation members.

1. Navigate to Organisation from the sidebar menu
2. Go to Organisation Settings
3. Find the Delete Organisation option
4. Confirm you understand that this will delete all organisation data
5. Confirm deletion
6. All organisation data is permanently deleted

Note: Deleting an organisation will:

• Delete all organisation bids
• Remove all organisation members
• Delete all organisation data
• Sign out all organisation members

Data Deletion Process

Immediate Deletion

When you delete data:

1. Immediate Removal: Data is removed from your view immediately
2. Permanent Deletion: Data is permanently deleted from Bid Bot systems
3. Cannot Be Recovered: Deleted data cannot be recovered
4. No Backup: Ensure you have exported important data before deleting

What Gets Deleted

When you delete a bid:

• All bid questions and answers
• All generated reports
• All uploaded files (bid store files)
• All comments and feedback
• All report history and versions
• All associated metadata

When you delete a question:

• The question and answer
• All reports for that question
• All versions of that question
• All comments on that question

What Is Not Deleted

Some data may be retained for:

• Invoices: Invoice records are retained for accounting purposes
• Usage Analytics: Aggregated usage statistics may be retained
• Audit Logs: System logs may retain deletion records
• Legal Requirements: Data required by law may be retained

Before Deleting

Export Important Data

Before deleting important data:

1. Export Bids: Export bids as PDF, CSV, or Word before deleting
2. Save Reports: Generate and download reports you want to keep
3. Download Files: Download any important files from the bid stores
4. Document Decisions: Keep records of why data was deleted

Review Dependencies

Before deleting:

1. Check Organisation Impact: If deleting organisation data, inform all members
2. Check Shared Bids: Ensure deleting won’t affect other team members
3. Check Reports: Ensure you don’t need historical reports
4. Check Analytics: Ensure you don’t need data for analytics

Best Practices

Regular Cleanup

1. Periodic Review: Regularly review and clean up unused bids
2. Archive Instead of Delete: Consider archiving instead of deleting
3. Document Deletions: Keep records of what was deleted and why
4. Team Coordination: Coordinate with the team before deleting shared data

Before Deletion

1. Verify Export: Ensure you’ve exported important data
2. Check Dependencies: Verify deletion won’t cause issues
3. Inform Team: Notify team members if deleting shared data
4. Review Impact: Understand the impact of deletion

After Deletion

1. Verify Deletion: Confirm data is deleted
2. Update Records: Update any internal records
3. Inform Stakeholders: Notify relevant stakeholders
4. Document Reason: Keep documentation of why data was deleted

Troubleshooting

Can’t Delete Bid

• Check Permissions: Verify you have permission to delete
• Check Ownership: Ensure you own the bid
• Check Organisation: Verify organisation permissions
• Try Again: Retry after a moment

Deletion Failed

• Check Connection: Verify internet connection
• Try Again: Retry deletion after a moment
• Refresh: Refresh the page and try again
• Contact Support: If deletion consistently fails

Accidentally Deleted

• Cannot Recover: Deleted data cannot be recovered
• Check Exports: Check if you have exported versions
• Check Backups: Check if the organisation has backups
• Contact Support: Contact support for assistance (data may not be recoverable)

Organisation Deletion Issues

• Check Permissions: Verify you’re an administrator
• Check Members: Ensure all members are informed
• Backup First: Export all important data before deleting
• Contact Support: Contact support before deleting the organisation

Privacy and GDPR

Right to Deletion

You have the right to delete your personal data:

• Request Deletion: Contact support to request complete account deletion
• Personal Data: All personal data associated with your account
• Bid Data: All bids and data you’ve created
• Timeline: Deletion requests are processed promptly

Data Retention

Some data may be retained:

• Invoices: Retained for accounting and legal requirements
• System Logs: Retained for system operations and security
• Analytics: Aggregated, anonymised data may be retained
• Legal Requirements: Data required by law may be retained

Contact for Deletion

For complete account deletion or data privacy questions:

• Support Email: support@bid-bot.co.uk
• Privacy Inquiries: Contact support for privacy-related requests
• Account Deletion: Request complete account deletion via support

Important Notes

Permanent Deletion

• Cannot Be Undone: Deletions are permanent and cannot be undone
• No Recovery: There is no way to recover deleted data
• Export First: Always export important data before deleting

Shared Data

• Organisation Impact: Deleting organisation data affects all members
• Team Coordination: Coordinate with team before deleting shared data
• Permissions: Verify you have permission to delete shared data

Best Practice

• Archive First: Consider archiving instead of deleting
• Regular Backup: Regularly export important data
• Document Decisions: Keep records of what was deleted and why