1Introduction
At BidVex Inc. ("BidVex," "we," "us," or "our"), we are committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you use our online auction platform ("the Platform").
Compliance: This policy is designed to comply with the Act respecting the protection of personal information in the private sector (Quebec Law 25), the Personal Information Protection and Electronic Documents Act (PIPEDA), and the General Data Protection Regulation (GDPR).
2Information We Collect
To provide a secure and efficient auction environment, we collect the following categories of data:
2.1 Sellers (Including Vehicle & Equipment sections)
Identity & verification data, contact data, business information, asset data (VIN, history reports), financial data (banking details for payouts).
2.2 Buyers
Identity data, contact data, payment data (processed via Stripe — we never store full card numbers), transaction data (bidding history, watchlisted items, records of won auctions).
2.3 Technical Data (All Users)
IP address, browser type, time zone setting, device identifiers, and operating system information for security monitoring and platform optimization.
2AInformation We Collect from Brokers and Individual Users
For Individual Buyers and Sellers
BidVex collects your name, email address, billing address, payment information (processed securely via Stripe), bidding history, and communication preferences. This information is used to facilitate auction transactions, verify identity, prevent fraud, and comply with applicable Canadian law.
For Registered Brokers and Dealers
In addition to the above, BidVex collects your corporate name, business address, dealer or broker license number, corporate registration documents, government-issued identification of the primary contact, and banking / payment details for commission disbursements. These documents are stored securely (encrypted at rest on AWS S3) and used solely for identity verification, regulatory compliance, and platform eligibility assessment.
Document handling: Broker license documents, corporate registration certificates, and government-issued ID are accessible only to authorized BidVex compliance reviewers and may be disclosed to provincial regulatory authorities (OMVIC, AMVIC, VSA, SAAQ, OPC, and equivalents) upon lawful request.
3Purpose of Processing
We process your personal data on the following legal grounds:
Contractual Necessity
Facilitate auctions, purchases, and sales.
Identity Verification
Maintain a trusted marketplace and prevent fraud.
Payment Processing
Manage transaction fees securely via Stripe.
Legal Compliance
Satisfy tax, accounting, and regulatory obligations.
4Information Sharing & Disclosure
We do not sell your personal data to third parties.
Disclosure occurs only in the following contexts:
- Transaction Completion: Buyer/seller contact details shared for item collection only.
- Public Profile: User names, verified badges, and ratings are displayed publicly.
- Service Providers: Trusted partners (Stripe, SendGrid, Twilio) strictly for operations.
- Legal Authorities: When required by law to protect rights and safety.
5Cookies & Tracking
We use cookies to enhance your experience and analyze traffic.
Essential Cookies
Required for core platform functionality (e.g., staying logged in).
Analytics Cookies
Help us understand how users interact with the site.
Personalization Cookies
Remember your preferences, such as language.
Marketing Cookies
Relevant advertisements. Opt-out available.
6AI-Powered Recommendation Engine
BidVex utilizes a proprietary recommendation engine to suggest items based on:
- Past bidding and purchase patterns
- Items added to your Watchlist
Opt-Out: Users may disable personalized recommendations in their Account Settings. This will not affect core functionality.
7Data Security
We implement industry-leading security measures to protect your data:
TLS/SSL
Encryption in Transit
AES-256
Encryption at Rest
PCI-DSS
Payment Compliance
Multi-Guard
Brute-force Detection
Role-Based
Access Control
Security Monitoring
24/7 Alerts
8Your Privacy Rights
Depending on your jurisdiction (Quebec, Canada, or EU), you have the following rights:
Access
Request a copy of the personal data we hold about you.
Correction
Fix inaccurate or incomplete information.
Deletion (Right to be Forgotten)
Request deletion of your data, subject to legal retention requirements.
Portability
Receive your data in a structured, machine-readable format.
Withdrawal of Consent
Stop processing for specific purposes (e.g., marketing).
To exercise these rights, please contact our Data Protection Officer at support@bidvex.com.
9Data Retention
Account Data
Duration of active account and up to 7 years after closure.
Transaction Records
Retained 7 years to comply with Canadian and Quebec tax and legal obligations.
Identification Documents
Retained until permanently compliant, unless offline and unrelated to ongoing fraud investigation.
Personal information and business documents submitted during broker or user registration are retained for the duration of the account relationship and for a minimum of seven (7) years thereafter, as required by Quebec and Canadian tax and commercial law. Users may request deletion of non-mandatory data by contacting privacy@bidvex.com. Mandatory data retained for legal compliance purposes cannot be deleted upon request.
10Contact Us
BidVex Data Protection Officer
Email: support@bidvex.com
11Stripe Payment Data
BidVex uses Stripe to process all payments. When you add a payment method, Stripe stores your card data on their PCI-DSS compliant servers. BidVex retains only a Stripe token (payment method ID) — never raw card numbers, CVV, or expiry dates. By using BidVex, you agree to Stripe's Privacy Policy available at stripe.com/privacy.
BidVex may retain your Stripe payment method token after you request its removal from the platform interface, solely for the purpose of collecting outstanding platform fees or cancellation penalties as described in our Terms of Service.
12Automated Decision-Making and AI Processing
BidVex uses AI to power: (1) customer support responses via AI Concierge; (2) listing categorization and fraud signal detection; (3) recommendation engine. No automated decision materially affects your legal rights without human review.
13Vehicle Auctions — Platform Role & OPC Compliance
BidVex is a technology platform and auction facilitator only. BidVex is not a vendor, dealer, or party to vehicle sale contracts. Vehicle data (VIN, history reports) is processed for listing purposes only and subject to the same data protection standards.
14Broker Ecosystem
When you use BidVex as a Broker or as a Buyer bound to a Broker:
- Information collected: commercial broker license number, regulatory body, corporate registration number, business name, and uploaded license documents. For buyers bound to a broker, we collect your partnership agreement status and bidding activity under that broker.
- Legal attribution: Every bid placed via a broker is permanently recorded with the broker's license number, the buyer's user ID, IP address, device, and timestamp. These records are retained for 7 years in compliance with Canadian business record law and cannot be modified or deleted.
- Deposit handling: Security deposits ($500 CAD pre-authorization) are processed via Stripe. BidVex does not store card numbers. Deposits are released automatically when a partnership ends in good standing, or captured in cases of default as defined in our Terms of Service.
- Broker fee disclosure: Your broker's fee structure (fixed or percentage) is disclosed to you before you place any bid. BidVex does not set broker fees — they are independently configured by each licensed broker.
- Data sharing: Your personal information is shared with your bound broker solely for the purpose of facilitating vehicle transactions. Brokers are contractually prohibited from using your data for any other purpose.
- Regulatory compliance: BidVex cooperates with OMVIC, AMVIC, VSA, SAAQ, and other provincial regulatory bodies. Audit records may be disclosed in response to lawful regulatory requests.
15Pricing & Fee Changes
BidVex Inc. reserves the right to modify platform fees, subscription prices, transaction commissions, buyer's premiums, and any other charges at any time, at its sole discretion.
Changes to fees applicable to active subscriptions will be communicated to affected users by email at least thirty (30) days prior to the effective date of the change, in accordance with the Quebec Consumer Protection Act (L.R.Q., c. P-40.1). Continued use of the Platform following the effective date constitutes acceptance of the revised fee schedule. Users who do not accept revised fees may cancel their subscription prior to the effective date in accordance with our cancellation policy.
For new transactions or new registrations, BidVex may change fees without prior notice. Active subscriptions are honored at the rate in effect at the time of purchase until they expire, unless otherwise required by law.
16Your Rights Under Quebec Law 25 and PIPEDA
In addition to the rights described in Section 8, residents of Quebec and Canada have specific rights under provincial and federal data protection law. You have the right to:
- Access the personal information we hold about you;
- Request correction of inaccurate, incomplete, or out-of-date information;
- Withdraw consent for non-essential data processing (e.g., marketing communications, AI-powered recommendations);
- Request portability of your data in a structured, commonly used, machine-readable format;
- Lodge a complaint with the Commission d'accès à l'information du Québec (CAI) at cai.gouv.qc.ca, or the Office of the Privacy Commissioner of Canada at priv.gc.ca.
To exercise these rights, contact our Data Protection Officer: privacy@bidvex.com. We will respond within thirty (30) days as required by Quebec Law 25.
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