Bid Software Usage Policy

Applicable to all Users of Thornton & Lowe’s Bid Software, including Tender Pipeline and Tender Library.

1. Definitions

Capitalised terms in this Policy shall have the meanings set out in the Terms & Conditions.

2. Responsible Use & Prohibited Activities

Users must not:

• Modify, reverse-engineer or otherwise reduce to human-perceivable form, or integrate the software into third-party systems without authorisation.

• Share or resell access to the software with unauthorised Users or third parties.

• Use AI-generated content for unlawful, misleading, or unethical purposes.

• Bypass or manipulate token limits through unauthorised methods.

• Store or distribute harmful, offensive, or copyrighted materials within the platform.

• Use the software to develop competing products.

• Engage in excessive automated activity (e.g., mass-scraping of data).

Failure to comply may result in temporary account suspension or permanent termination.

3. Security & Compliance

Users must:

• Maintain secure passwords and prevent unauthorised access.

• Refrain from sharing passwords with any Unauthorised Individual or third party.

• Report security breaches or unauthorised access immediately.

• Comply with all applicable laws and regulations, including data protection laws.

• Obtain necessary licences and consents when uploading third-party data.

• Ensure all customer data stored in the system is accurate and lawful.

Thornton & Lowe reserves the right to limit or remove content that violates this policy and to investigate any suspected misuse.

4. Enforcement & Consequences

Thornton & Lowe may:

• Temporarily limit or suspend access for Users exceeding fair use limits.

• Remove or restrict access to content that violates this policy.

• Terminate accounts for repeated violations or misuse of the software.

• Cooperate with law enforcement authorities for illegal activities.

5. Fair Use & Resource Limits

5.1 AI Token Usage

Our Bid Software leverages AI to assist with bid writing, document generation, and data analysis. AI processing consumes tokens, which correspond to the complexity and length of each AI-generated response.

To maintain fair resource distribution, each User is allocated 133,333 tokens per month, allowing for up to 100,000 words of AI-generated content, such as:

• Rewriting responses

• Reviewing bids

Tokens are only used for content creation and not for managing existing bid data or storing documents.

We monitor usage, and if a User consistently exceeds this limit, we reserve the right to increase licensing costs to ensure fair resource allocation for all Users.

5.2 Document & Data Storage Limits

To ensure system efficiency and equitable access for all Users:

• Document storage is subject to reasonable limits based on the User’s plan.

• Excessive data uploads or downloads that affect platform performance may be restricted.

• Users should regularly manage and delete old or unused data to maintain efficient system use.

5.3 AI-Generated Content

AI is an incredible tool, but it is just that, a tool. It does not replace good bid writing or the human insight needed to:

• Make the content real and compelling

• Sense-check and refine AI-generated outputs

• Ensure full control over bid content

We encourage Users to review and verify all AI-generated content before submission. Thornton & Lowe is not liable for inaccuracies or misinterpretations arising from AI-generated content.

6. Policy Updates

This policy may be updated periodically to reflect service improvements, technological changes, or legal requirements. Thornton & Lowe will notify Users of significant changes and are encouraged to review this Policy regularly.

By using Thornton & Lowe’s Bid Software, you agree to abide by this Policy and our Bid Software Terms & Conditions.