User Agreement

User Agreement

This User Agreement (hereafter referred as the "Agreement") is between the Public Procurement Directorate of the Treasury of the Republic of Cyprus (hereafter referred as the "PPD") and any registered user (hereafter referred as the "Registered User", or collectively the "Registered Users") in the e-Procurement system (hereafter referred as the "System"). Alongside this Agreement, specific for Registered Users, the Terms and Conditions of the System (hereafter referred as the "T&Cs") are also applicable, as the T&Cs are applicable to both Registered Users and Guest Users. The T&Cs are accessible via the footer of the System’s Graphical User Interface.

The terms “Economic Operator” and “Contracting Authority” shall have the meaning attributed to them by the Public Procurement legislation of the Republic of Cyprus.

The PPD respects the privacy of all users (Registered and Guest Users) and all its actions are in accordance with the provisions of the privacy and data protection laws applicable in the Republic of Cyprus (https://www.dataprotection.gov.cy/dataprotection/dataprotection.nsf/page3d_gr/page3d_gr?opendocument). Please read this Agreement to learn more about the way personal data are collected and processed on this System. By accepting this Agreement, you, the Registered User explicitly agree to the way the System, its operators and users collect and process personal data, as described below.

1. Security

The PPD commits itself to taking all the appropriate technical and organisational measures in order to protect the Registered User’s personal data against loss, modification (intentional or unintentional), damage or disclosure. In order to guarantee this security, the PPD provides for, among others, the encryption of the communication between the servers of the System and the computer the Registered User operates, the encryption of the password stored in the system data repositories and regular backups.

2. Registration

Although you can consult certain information on this System without entering any personal data, there is a need to have a user account in order to be initially identified, to be able to save information on the system and to identify when the Registered User has sent information to it.

In case a user belongs to an organisation that already has a profile within the System, then it will be the administrator of that organisation that will be responsible to create an account on his/her behalf, by entering within the System the user’s personal information. If on the other hand the user belongs to an Economic Operator that does not have a profile within the System, he/she will need to provide information both for his/her organisation and his/her personal data. The creation of profiles of Contracting Authorities, as well as, the management of administrators of Contracting Authorities falls within the responsibilities of the PPD. In all cases, users will be allowed to manage their personal information once they activate their account.

For security reasons and regardless how an account is created, Registered Users will need to activate their account through a transaction number provided to them via e-mail. Such activation will be necessary during their first login, as well as, any time an administrator modifies any critical information of the user account, such as the password and e-mail address.

Registered Users should always have in mind that their password is strictly confidential. A password, in order to be accepted by the system, must be between 6 and 20 alphanumeric characters, while the System provides a mechanism for them to check its strength. The use of the username and password (credentials) in the System forms the Registered User’s electronic signature for all actions carried out in the System which are recorded by the System logs. The Registered User is responsible for the security of his/her password and should avoid any abuse. All the activities carried out on this System, with the use of the Registered User’s username and password, are attributed to him/her.

The System allows the Registered User to change his/her password through the edit profile option. It is highly recommended to do so at first login to the system, while a good practice to further secure the password would be to change it every few weeks. The password can be changed by him/herself, the administrators of his/her organisation and the administrators of the PPD. In all such cases, the Registered User will receive an email with a new transaction number so that he/she, and only he/she, can re-activate his/her account.

For security reasons, the system stores the password in an encrypted format, that is generated by the system given the Registered User’s password. As such, nobody can retrieve any password, including the administrators of organisations or those of PPD.

In case of loss or suspicion of a breach of confidentiality, the Registered User should contact the administrator of his/her organisation or PPD, as soon as possible.

3. Preliminary validity checks of Economic Operators accounts

When a new Economic Operator registers within the system, the first user of the Economic Operator (its administrator) is requested to print a document (automatically sent to him/her via e-mail from the system), sign it, stamp it and fax it to PPD. This process is followed, in order for the PPD to conduct a preliminary check on the validity of the Economic Operator and at the same time to verify that the Economic Operator has indeed not registered in the past within the System, limiting the possibilities of double-registrations.

This preliminary validity check does not constitute by any means an approval by the PPD for the Economic Operator to take part in a public procurement competition, by replacing the formal selection and exclusion criteria foreseen by law. Furthermore, passing the preliminary validity check does not constitute a formal guarantee by the PPD of the legal status and validity of the Economic Operator. This preliminary validity check is primarily followed in order to monitor the data entered within the System, the Economic Operators registered within it and is a safety net for data format, uniformity and compliance.

As such, an Economic Operator, whose preliminary validity check is not complete, is still allowed to utilise the System and even submit tenders (or expressions of interest) for public procurement competitions. The only limitation of non-validated Economic Operators is that they cannot create additional user accounts for their organisation; the latter functionality will be made available to Economic Operators when their validity check is complete and affirmative.

4. Processing of personal data

Personal data are collected when a user is registered within the System, or when the administrator of an organisation creates an account on a user’s behalf.

The data communicated through the System are only used to be able to deliver the information the users ask for, to optimise the functioning of the System and to enable other authorised users to fully conduct all necessary activities for the conclusion of public procurement competitions.

By accepting this Agreement, the Registered User explicitly agrees that the PPD may store and process these data for the purposes mentioned above. The Registered User’s password will in no case be communicated to third parties, while his/her username and e-mail will be made available only to other users that require it within the context of the System’s functionality.

5. Right of modification and correction

As provided for by the Processing of Personal Data (Protection of the Individual) Law of 2001, Registered Users can consult and modify their personal data at any time and free of charge, by editing their own profile, by communicating with the administrators of their organisation, or by communicating with the PPD.

6. Rights of the Registered User

The Registered User has the right to:

  1. manage his/her user profile as per Article 5 of this Agreement
  2. search for and view the details of information within the System that is made available to him/her, depending on his/her role and the particular security settings of specific information pieces stored within the System
  3. create and store pieces of information within the System, depending on his/her role, the information pieces created and the area under which information is created
  4. download from the System and install on his/her computer environment any applications made available by the System for such purpose
  5. download and utilise the document/software material available within the System
  6. contact the System Administrators or the dedicated PPD helpdesk for obtaining support on the use of the System

7. Responsibilities of the Registered User

The Registered User has the responsibility:

  1. to abide by all terms and conditions of this Agreement and T&Cs of the System
  2. not to conduct any operations within the context of the System that may violate the effective legislature of the Republic of Cyprus, including the acquis communautaire
  3. not to store any information in the System that is inaccurate, misleading or inappropriate for this System, and/or introduce links to External Systems with irrelevant and/or inappropriate content
  4. to agree to commit in a bona fide manner to the fulfilment of all responsibilities arising from the use of the System
  5. not to apply any software, robot, device or any other automated or manual process, to monitor, copy, or otherwise publicly display any content of the System without the written permission from the PPD
  6. not to copy, transmit, present, reproduce, alter, expand, distribute (including public distribution), transform into other related products (derivatives), or otherwise use in commercial or other purposes the content of the System (in whole or in any part) without first obtaining the written permission from the PPD
  7. not to use any devices, software or other means that might disturb the operation of the System
  8. not to engage in any activities that pose unreasonable or excessive load on the System infrastructure

8. Liabilities of the Registered User and the PPD

In the event of any breach or violation of the terms and conditions of this Agreement, the Registered User and the PPD agree to comply with the applicable legislature in the Republic of Cyprus, including the acquis communautaire.

The Registered User is liable for the authenticity and validity of the data submitted to the System in conformity with the legislature applicable in the countries of their location, the Republic of Cyprus and the European Union.

In the event the PPD becomes aware of the breach by the Registered User of the terms of this Agreement, the PPD, in its sole discretion, may impose the following sanctions against such Registered User: warning, warning and System access limitation, System access termination and, depending on the severity of the breach, legal actions. In such cases, and depending on the severity of the breach, the Registered User is informed about the sanctions by e-mail, telephone and/or post.

9. Limitation of Liability

The PPD shall not be held liable for the quality of information contained in the System, as per Article 1 of the T&Cs. The PPD makes no commitment to update the information contained on the System.

The PPD is responsible for the interaction of Registered Users only when the PPD directly utilises the system as a Contracting Authority.

The PPD cannot and does not guarantee against System operation breaks, provision delays, loss of information, data, resulting from hardware and software breakdowns, and/or human error, as per Article 2 of the T&Cs. Having that stressed, the PPD will make all reasonable effort to eliminate such delays, breaks or losses.

10. Force majeure

Neither the PPD nor the Registered User shall be liable for any failure or delay in performance under this Agreement if such failure or delay is caused by conditions beyond their control, i.e. force majeure, including but not limited to the Acts of God.

The party affected by force majeure circumstances shall give the other party a prompt written notice (including by email and/or fax) of the character, nature and expected duration of these circumstances, as well as indicate which obligations are affected and provide a sufficient confirmation of force majeure circumstances. If the duly notification is failed, non-liability due to force majeure circumstances could not be claimed.

In the event of the force majeure circumstances which prevent an Economic Operator to freely participate in a public procurement competition, the PPD will be responsible for:

  1. investigating the force majeure circumstances and confirm (or not) the validity of the claims of the Economic Operator, providing that such claims are delivered to the PPD within one month after the force majeure circumstances occurred
  2. providing recommendations to the involved Contracting Authorities on the best courses of action in order to rectify the problems in the most fair way, always respecting the equal treatment and non-discrimination principles of the respective public procurement law in the Republic of Cyprus
  3. In all cases, the PPD does not undertake the responsibility to dictate Contracting Authorities to take a specific course of action, and instead only provides its recommendations

11. Termination

The Registered User may unilaterally terminate the performance of this Agreement by de-activating his/her account in the System. This is possible by editing his/her own profile, by advising the administrators of his/her organisation to disable his/her account, or by contacting the PPD helpdesk operators. All actions performed by the Registered User within the context of the System while his/her account was active, will still be subject to this Agreement.

The PPD, in its sole discretion, reserves the right to terminate this Agreement, for any reason including but not limited to: breach of the above terms, failure to follow the System administration directions, failure to complete transactions, abuse of any methods, tools, or services provided, use of profanity, racial slurs, hate speech and disruptive behaviour. To do so, the PPD is entitled, at any time, to de-activate the user account of the Registered User, while the reasons for the termination will be communicated to him/her in writing (fax, post and/or email). In parallel, the PPD reserves the right to terminate this Agreement for all users of a specific Economic Operator, on behalf of which a Registered User failed to comply with the above.

12. Modifications

The PPD reserves the right to modify this Agreement at any time. This Agreement was last modified and revised on 2 February 2026.

13. Contact data

The PPD is responsible for the processing of these personal data and sees to the confidentiality and the security of the data.

You can contact the PPD at:
Treasury of the Republic of Cyprus
Public Procurement Directorate
Corner M. Karaoli and Gr. Afxentiou
1441 Nicosia
Cyprus
Tel: ++357 22602269

eProcurement_System_User_Agreement-012026.docx