Effective 23 September 2026
Terms and conditions
These terms describe authorised use of the Thobekile tender workspace by staff and other users approved by the organisation operating it. They do not replace your organisation’s employment, procurement, confidentiality or contractual policies.
Access and account security
Use only the account and permissions assigned to you. Keep passwords and invitation links private, do not share accounts, and sign out on shared devices. Notify your company administrator if your role changes or you suspect that someone else has accessed your account. Administrators may change or revoke access when it is no longer authorised.
Permitted use
Use the workspace to prepare and review authorised tender submissions. Do not bypass access controls, access another department’s restricted evidence, upload malicious files, interfere with the service, or submit false or misleading information.
Documents and confidentiality
Before uploading a document, make sure you have permission to store it, share it with the relevant staff and, for source tender documents selected for analysis, submit it to the configured AI service. Respect restrictions on personal information, client material, supplier information and confidential commercial documents.
Uploading material does not transfer its ownership to the software provider. The organisation may store and process it for the authorised tender workflow. Do not distribute downloaded evidence or submission packs beyond the people authorised to receive them.
AI findings and human review
AI analysis may miss, misread or invent requirements. Findings remain proposals until an estimator reviews them. Check citations against the original documents, confirm departmental assignments, and resolve unclear instructions with the appropriate tender contact.
The service does not provide legal or commercial advice and does not guarantee that a tender is compliant, complete, accepted or successful. An approval or “ready to compile” status reflects the recorded workflow decisions, not independent certification of the contents.
Deadlines and submission responsibility
Extracted bills of quantities are drafts. Check every item, unit and quantity against the source before assignment. Pricing is completed in Excel. The platform does not verify rates, calculate a commercial offer or guarantee that all BOQ items were extracted. A different estimator or administrator must review the priced return.
Staff are responsible for checking official closing dates, internal deadlines, amendments and submission instructions. Reminders are aids and may be unavailable or delayed. Compiling or downloading a ZIP does not submit it to the issuing client or an external tender portal. The authorised tender team remains responsible for final checks and delivery.
Versions and records
Changes, submissions and review decisions are recorded. Replacements create new evidence versions, and earlier compiled packs remain historical snapshots. Do not treat archiving as deletion. Contact your administrator if a record is incorrect or information needs to be retained, corrected or removed.
Service operation
The workspace may be interrupted by maintenance, faults or third-party service availability. Follow your organisation’s contingency procedures when preparing a time-sensitive submission. Nothing on this page removes rights or obligations that cannot lawfully be excluded.
Privacy, questions and updates
Read the privacy policy for information about accounts, documents, AI processing and backups. Direct access requests, service questions and concerns to your company administrator through your usual internal contact channel. The effective date above will change when these terms are revised.