Terms of Service
This translation is provided for information purposes only. The German version is legally binding.
1. Scope, Entrepreneur Status
These General Terms and Conditions (GTC) apply to the use of the online platform BidPilot24 (hereinafter 'Platform') under the domain bidpilot24.com. The service provider is (hereinafter 'Provider'). The address at which legal documents can be served can be found in the legal notice. The Platform is intended exclusively for entrepreneurs within the meaning of Β§ 14 BGB (German Civil Code), i.e. natural or legal persons or partnerships with legal capacity acting in the exercise of their trade, business or profession when concluding the contract. By registering, the user declares that they act as an entrepreneur. Use for private, predominantly non-commercial purposes (consumers within the meaning of Β§ 13 BGB) is not intended; where mandatory consumer protection provisions nevertheless apply in individual cases, they remain unaffected.
(hereinafter 'Provider'). The address at which legal documents can be served can be found in the legal notice. The Platform is intended exclusively for entrepreneurs within the meaning of Β§ 14 BGB (German Civil Code), i.e. natural or legal persons or partnerships with legal capacity acting in the exercise of their trade, business or profession when concluding the contract. By registering, the user declares that they act as an entrepreneur. Use for private, predominantly non-commercial purposes (consumers within the meaning of Β§ 13 BGB) is not intended; where mandatory consumer protection provisions nevertheless apply in individual cases, they remain unaffected.2. Contract Formation and Registration
A free-of-charge usage contract between the user and the Provider is concluded upon registration on the Platform and confirmation of the email address. The user undertakes to provide truthful and complete information, to keep access credentials confidential and to report unauthorised use without delay. A contract for a paid plan is only formed by activating the clearly labelled order button in the order process and electronic confirmation; immediately before the binding order, the plan, key features, total price per billing period, trial period and cancellation method are displayed.
3. Use of the Platform
The Platform is designed to assist companies in researching and evaluating public tenders. The user may use the Platform exclusively for this purpose and in compliance with applicable law. It is prohibited in particular to use the Platform for unlawful purposes, to carry out automated queries outside the intended API interfaces, or to damage or overload the Platform. The number of matches displayed depends on the tenders actually published and on the configuration and fit of the search profiles created. The daily match volumes stated on the website are caps; there is no entitlement to a specific number of matches per day or in total. The specific scope of services of the booked plan results from the service description in Annex 1 of these Terms. Circumventing plan caps β for example by creating multiple organizations, accounts or other technical workarounds β is prohibited.
4. User Content and Rights
The user may import tender documents and other content via the intended functions and have them processed. Rights to content contributed by the user remain with the user or the respective rights holders. The user grants the Provider a purpose-bound, non-exclusive licence to store, match and display such content for the duration of the contract and β where triggered by the user β to process it using AI features. The user warrants that they hold the rights required for uploading and processing and will not contribute content that infringes third-party rights or is unlawful.
5. Prices, Trial Period, Term and Payment
The current prices and plan contents are shown on the website and displayed before the binding order. The paid plans Basic and Premium include a one-time 14-day trial period. If the trial ends without a payment method on file, the organisation is automatically downgraded to the free plan β no charge occurs without a previously stored payment method. Payments are processed by the payment service provider Stripe and are due monthly in advance; available payment methods include SEPA direct debit and credit card. The subscription renews for one further billing period at a time unless cancelled at the end of the current period. Introductory discounts apply for the period shown in the order process; the regular plan price applies thereafter. Changes to list prices apply only to contracts concluded after the change; the terms agreed at the conclusion of an existing contract remain unchanged for its term. Pursuant to Β§ 19 German VAT Act (Kleinunternehmerregelung), no VAT is charged.
6. Termination
A paid subscription may be cancelled at any time without giving reasons via the permanently available cancellation function in the organisation's subscription settings or by email to info@bidpilot24.com; the subscription ends at the end of the current billing period. Receipt of the cancellation is confirmed electronically. Deleting the personal user account in the profile settings does not terminate a subscription bound to an organisation β this requires cancelling the subscription itself. The user may delete their personal user account at any time. Extraordinary termination rights for good cause remain unaffected for both parties.
7. Suspension and Termination by the Provider
In the event of a material breach of these Terms β in particular circumvention of plan caps, unlawful use or interference with the operation of the Platform β the Provider may proportionately restrict access or terminate the contractual relationship after prior notice and a reasonable cure period. Immediate action is permitted where required for security or legal reasons or where a cure period would obviously be futile. Fees already paid for a period in which the service can no longer be used will only be refunded to the extent the suspension was unjustified.
8. Changes to the Platform and these GTC
The Provider continues to develop the Platform for objectively justified reasons, in particular for security, legal adaptation and improvement of the service. The Provider may amend these GTC to the extent necessary to adapt to changes in law, case law or new features and provided the user is not disadvantaged contrary to good faith. Changes are communicated to the user by email or at the next login with reasonable notice. Material changes affecting the contractual balance require the user's consent; if the user objects, they have an extraordinary right of termination at the time the change takes effect. Consent is not deemed to be given merely because the user does not respond to a notice.
9. Liability
The Provider shall be liable without limitation for intent and gross negligence as well as for damages arising from injury to life, body or health. For simple negligence, the Provider shall be liable only in the event of breach of a material contractual obligation (cardinal obligation), the fulfilment of which is essential for the proper execution of the contract and on the observance of which the user regularly relies. In this case, liability is limited to the contract-typical, foreseeable damage. No provision of these GTC excludes claims that may not be excluded or limited by law.
10. AI Usage and Transparency
BidPilot24 uses artificial intelligence (AI) to analyse public tenders, evaluate them and generate recommendations. The AI-generated results (scores, ratings, summaries) represent automated support services and do not replace a legally binding review. The user is obliged to independently verify and validate all AI-generated content before using it for legally binding decisions or tender submissions. The Provider accepts no liability for decisions based solely on AI-generated recommendations.
11. Early Commencement of Performance and Withdrawal
The Provider begins performance of the contract (provision of the Platform) immediately upon conclusion of the contract, provided the user β as provided in the order process β has expressly consented to early performance and confirmed awareness of its consequences. Entrepreneurs within the meaning of Β§ 14 BGB have no statutory right of withdrawal. Should a user exceptionally act as a consumer, they have a right of withdrawal of fourteen days from the conclusion of the contract; if they withdraw, they owe the Provider compensation for the services provided up to the withdrawal, provided the consent to early performance was duly given and the statutory requirements (Β§ 357a BGB) are met. The right of withdrawal does not expire upon commencement of performance. All details on how to exercise it, the deadline and the consequences are set out in the withdrawal policy.
12. Data Protection
The processing of personal data is governed by the separate privacy policy, permanently accessible on the Platform. These GTC do not constitute consent to data processing β in particular not to analytics, marketing or disclosure to third parties; where consent is required, it is obtained separately.
13. Applicable Law and Jurisdiction
The law of the Federal Republic of Germany shall apply, excluding the UN Convention on Contracts for the International Sale of Goods. For all disputes arising from or in connection with this contract, the Provider's registered office in shall be the place of jurisdiction, provided the user is a merchant, a legal entity under public law or a special fund under public law. The Provider remains entitled to sue at the user's general place of jurisdiction.
14. Final Provision
Should individual provisions of these GTC be or become invalid, the validity of the remaining provisions shall remain unaffected. The invalid provision shall be replaced by the statutory provision (Β§ 306 (2) BGB). The same applies to contractual gaps.
Annex 1: Service Description
This annex describes the scope of the Platform's services and forms part of these Terms.
1. Subject Matter of the Service
BidPilot24 is a software-as-a-service platform supporting companies in researching, evaluating and processing public tenders. The Provider makes the Platform available to the user within the scope of the booked plan. The service owed is the provision of the software functionality, not a specific economic outcome or a specific number of matches, tenders or contract awards.
2. Tender Sources and Matches
The Platform automatically retrieves tenders from the data sources named on the website (currently in particular TED β Tenders Electronic Daily, SIMAP and bund.de) and compares them with the search profiles created by the user. The Provider may add, modify or remove sources, provided this does not materially impair the contractual service. The completeness, accuracy and timeliness of the imported tender data depends on the data sources of the respective procurement platforms and publication bodies, over which the Provider has no control; no warranty is given that all published tenders are captured completely, correctly or in a timely manner. Time-critical information (in particular submission and binding deadlines) must be verified by the user at the original source. The number of matches displayed depends solely on the tenders actually published and on the configuration and professional fit of the search profiles created; stated daily match volumes are technical caps of the respective plan and are split across the active search profiles. Days without matches do not constitute a defect and give no right to a price reduction. The user may configure per search profile how far back notices are taken into account for matching; the tender history imported per data source is technically limited and may differ between sources.
3. Completeness of Tender Data
The Platform cannot guarantee that all published tenders from all connected sources are retrieved completely, correctly and in a timely manner and matched to the user's search profiles. Causes may include, in particular, faulty or incomplete deliveries from the data sources' interfaces (APIs), technical disruptions at the procurement platforms, delayed or missing data transmissions, and unannounced changes to the source systems. Such limitations are outside the Provider's sphere of influence; they cannot be foreseen, and the Platform cannot determine whether a data source has failed to deliver tenders or has delivered them only partially. Tenders that were not captured automatically can be uploaded by the user at any time via the import function and matched against or evaluated with their search profiles.
4. Automated Evaluation
Where the booked plan includes the detailed evaluation, the Platform generates automated assessments for matches (relevance assessment, summary, risk factors, recommended action). These results are software-assisted support services and do not replace the user's own professional or legal review of the respective tender. They serve as a working aid for pre-selection; the decision whether or not to submit a bid rests solely with the user.
5. Availability
The Provider endeavours to keep the Platform available as uninterruptedly as possible; a specific level of availability is not guaranteed. Maintenance work, security updates and disruptions of data sources or third-party providers may lead to temporary restrictions and do not constitute a defect to the extent they are reasonable. A service level agreement (SLA) is β unless separately agreed in writing β not part of the contract.
6. Server Outages and Recovery
The Platform is operated by external hosting providers. Server outages and disruptions of the infrastructure service providers used may impair the availability of the Platform and are outside the Provider's immediate sphere of influence. The Platform is continuously monitored; in the event of an outage, the Provider endeavours to restore operation as quickly as possible β if necessary by migrating to replacement systems or fallback instances. When restoring from backups, a data state up to approximately one hour old may be used; data entered or modified within this period may be lost in that case. There is no claim to restoration within a specific period of time.
7. Changes and Further Development
The Provider continuously develops the Platform and may adapt, extend or remove features. Material restrictions of the contractual scope of services will be announced to the user in good time; in the event of a material reduction of services, the user has an extraordinary right of termination.
8. No Guarantee of Success
The conclusion of contracts based on tenders identified via the Platform is not owed and is not guaranteed. Economic success depends in particular on the user's bid, the market situation and the awarding decisions of the contracting authorities β factors outside the Provider's sphere of influence.