RFP Terms &
Conditions

1. No Commitment to Award

The issue of this RFP and the receipt of proposals does not obligate Photon AI Ltd to award a contract, to enter into negotiations, or to proceed with the procurement process. Photon AI Ltd reserves the absolute right to:

• Accept or reject any proposal, in whole or in part, with or without reason.
• Modify, suspend, or cancel the RFP process at any time without liability.
• Negotiate with one or more respondents simultaneously.
• Award contracts to multiple respondents for different categories.
• Decline all proposals without awarding any contract.

2. Confidentiality

The RFP document, all associated technical briefs, and all communications from Photon AI Ltd in connection with this procurement are confidential. Respondents must not:

• Disclose the existence or contents of the RFP to any third party without prior written consent from Photon AI Ltd.
• Use any information provided by Photon AI Ltd in connection with this RFP for any purpose other than preparing a response to the RFP.
• Disclose their participation in this process publicly prior to any announcement by Photon AI Ltd.

Respondents may share the RFP internally with employees, contractors, and professional advisors who have a need to know for the purpose of preparing the response, provided those parties are bound by equivalent confidentiality obligations.

3. Respondent Costs

Respondents shall bear all costs associated with the preparation and submission of their proposals. Photon AI Ltd shall not be liable for any costs incurred by respondents in connection with this RFP process under any circumstances, including if the process is cancelled or a contract is not awarded.

4. Intellectual Property in Proposals

Respondents retain ownership of the intellectual property contained in their proposals. By submitting a proposal, respondents grant Photon AI Ltd a royalty-free, non-exclusive licence to use the contents of the proposal for the purpose of evaluating and acting upon it. Photon AI Ltd shall not reproduce or distribute proposal contents beyond its internal evaluation team without the respondent's prior written consent.

Respondents must not include third-party materials in their proposals unless they have the right to do so and clearly identify any such materials.

5. Accuracy of Information

Respondents warrant that all information contained in their proposals is accurate, complete, and not misleading at the time of submission. Any material inaccuracy discovered after submission must be promptly disclosed to Photon AI Ltd. Photon AI Ltd reserves the right to disqualify any proposal found to contain materially inaccurate or misleading information.

6. Conflicts of Interest

Respondents must disclose any actual or potential conflict of interest in their proposal. Failure to disclose a known conflict of interest may result in disqualification. Respondents must not attempt to improperly influence the evaluation process, including by contacting PhotonAI personnel outside the formal procurement channel specified in the RFP.

7. Data Protection

Personal data submitted as part of a proposal will be processed by Photon AI Ltd for the purposes of evaluating the proposal and managing the procurement process. Respondents are responsible for ensuring that any personal data included in their proposals is submitted lawfully. See our Privacy Policy for full details.

8. Governing Law and Jurisdiction

These Terms and any dispute arising in connection with the RFP process are governed by and construed in accordance with the laws of England and Wales. The parties submit to the exclusive jurisdiction of the courts of England and Wales for the resolution of any such dispute.

9. Contact

Procurement enquiries: rfp@photonai.ai
Legal: legal@photonai.ai
Photon AI Ltd · Registered in England and Wales · Company No. 16441638