How Ray uses AI — in plain English.

Ray — Tenderfy Co-Pilot ("Ray AI") is an AI-powered assistant designed to help users navigate the tendering process, answer inquiries, and provide general support. Ray AI uses models from multiple providers — including OpenAI, Anthropic and Google — and we reserve discretion to update underlying providers to maintain performance and security standards.

By using Ray AI, you agree to the terms set out in this policy. If you do not agree, please refrain from using the chatbot.

1. How Ray AI works

Ray leverages multiple AI models, with dynamic selection based on task type — drafting, summarising, analysis or conversation. Each task is processed by a single model in isolation. User data is not pooled, shared between providers, or used for any purpose beyond completing the immediate request. Ray provides automated responses and does not replace professional guidance.

2. Data storage, residency & sub-processors

The Tenderfy platform and all user-generated content — tender documents, assets, account data and chat history — are hosted on Amazon Web Services (AWS) in the Sydney (ap-southeast-2) region. AWS holds SOC 1, SOC 2, SOC 3, ISO 27001, ISO 27017 and ISO 27018 certifications.

During task completion, request content is transmitted to the selected LLM provider — potentially in international data centres — using only enterprise-grade APIs with contractual protections. Our sub-processors are AWS — infrastructure hosting (Sydney); and OpenAI, Anthropic and Google — LLM processing. An up-to-date list of sub-processors is available on request.

3. Data privacy & AI training

• No AI training: Tenderfy uses only enterprise API offerings, under agreements that prohibit the use of customer data for training or fine-tuning AI models.
• Model isolation: each task is processed by a single model.
• Retention: chat is retained for up to 90 days for quality assurance, then deleted or anonymised.
• De-identification: data retained for quality assurance is de-identified — it is not linked to individual user accounts.

4. Breach notification

Tenderfy commits to notifying affected users of confirmed breaches without undue delay and within applicable legal timeframes, including Australia's Notifiable Data Breaches scheme.

5. User responsibilities

• Use Ray AI for its intended tendering purposes.
• Ensure shared information aligns with your organisation's policies.
• Acknowledge that AI responses may contain inaccuracies.

6. Limitations of AI responses

Ray AI provides informational support only and should not be considered a substitute for legal, financial, or professional advice. Users should verify critical information before making decisions.

7. Changes to this policy

Policy updates reflect product improvements, model changes, regulatory updates or security enhancements, with material changes communicated via the platform or email.

8. Contact

Questions about this policy? Email support@tenderfy.org or connect@tenderfy.org, write to us at 16 Nexus Way, Southport QLD 4215, or read more in our Trust Centre.