1. Introduction

TradeSender (“we”, “us”, “our”, or the “Company”) is committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy explains how we collect, use, store, share, and protect information when you use our website at https://tradesender.co.uk, our web application, mobile applications (iOS and Android), and any related services (collectively, the “Service” or “Platform”).

By accessing or using TradeSender, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with our practices, please do not use our Service.

2. Data Controller Information

For the purposes of applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the EU General Data Protection Regulation (EU GDPR), TradeSender is the data controller responsible for your personal data.

Contact Information:
Email: privacy@tradesender.co.uk
Website: https://tradesender.co.uk

3. Information We Collect

3.1 Information You Provide Directly

Account Information: Name, email address, password, phone number, business name, business address, and profile information when you register for an account.
Business Data: Information you input into our CRM system, including customer names, addresses, contact details, property information, job details, notes, photographs, quotes, invoices, payment records, and any other data you choose to store in our Platform.
Payment Information: Billing address, payment card details (processed securely through our payment processors), and transaction history.
Communications: Messages, support requests, feedback, and any other communications you send to us.
Marketing Preferences: Your preferences for receiving marketing communications and newsletters.

3.2 Information Collected Automatically

Device Information: Device type, operating system, unique device identifiers, browser type and version, screen resolution, and language settings.
Usage Data: Pages visited, features used, actions taken within the Platform, time spent on pages, click patterns, and navigation paths.
Location Data: IP address, approximate geographic location, and (with your consent on mobile devices) precise GPS location for field service features.
Log Data: Server logs including access times, error reports, and system activity.
Cookies and Tracking Technologies: Information collected through cookies, pixels, beacons, and similar technologies (see Section 9).

3.3 Information from Third Parties

OAuth Providers: If you sign in using Google or Microsoft, we receive your name, email address, and profile picture from these services.
Payment Processors: Transaction confirmations and fraud prevention data from our payment service providers.
Analytics Providers: Aggregated and anonymised usage statistics.

4. How We Use Your Information

We use your information for the following purposes and legal bases under GDPR:

4.1 Performance of Contract

Providing, maintaining, and improving the Service
Processing transactions and managing your subscription
Enabling CRM, scheduling, invoicing, and job management features
Providing customer support and responding to inquiries
Sending transactional emails (account verification, password resets, invoices)

4.2 Legitimate Interests

Analysing usage patterns to improve our Service and user experience
Detecting, preventing, and addressing fraud, security issues, and abuse
Enforcing our Terms of Service and protecting our legal rights
Aggregating and anonymising data for analytics and benchmarking
Developing new features, products, and services
Training and improving our systems, including machine learning models

4.3 With Your Consent

Sending marketing communications and newsletters
Collecting precise location data on mobile devices
Using non-essential cookies and tracking technologies

4.4 Legal Obligations

Complying with applicable laws, regulations, and legal processes
Responding to lawful requests from public authorities
Maintaining records for tax and accounting purposes

5. Data Ownership and Licensing

Important: By using TradeSender and inputting data into our Platform, you grant TradeSender a perpetual, irrevocable, worldwide, royalty-free, non-exclusive licence to use, store, process, analyse, aggregate, anonymise, and derive insights from all data you submit to the Service, including but not limited to customer information, job data, financial records, and any other content (“User Data”).

This licence allows us to:

Provide and improve our Service, including developing new features and functionality
Create aggregated, anonymised, and statistical data that does not identify you or your customers (“Aggregated Data”)
Use Aggregated Data for any purpose, including commercial purposes such as industry benchmarking, market analysis, and product development
Train and improve machine learning models and artificial intelligence systems
Generate insights about industry trends, pricing patterns, and best practices

TradeSender owns all Aggregated Data and any insights, analyses, or derivative works created from User Data. You retain ownership of your original User Data and can export it at any time, subject to our Terms of Service.

We will never sell your identifiable personal data or your customers' identifiable data to third parties. However, you acknowledge that anonymised and aggregated data derived from your use of the Service belongs to TradeSender.

6. Data Sharing

We may share your information with the following categories of recipients:

6.1 Service Providers

Third-party companies that help us operate our business, including:

Cloud hosting and infrastructure providers (e.g., Vercel, Neon)
Payment processors (e.g., Stripe)
Email delivery services (e.g., Resend)
Analytics and monitoring services (e.g., Sentry)
Customer support tools

These providers are contractually obligated to protect your data and use it only for the purposes we specify.

6.2 Business Transfers

If TradeSender is involved in a merger, acquisition, reorganisation, sale of assets, or bankruptcy, your data may be transferred as part of that transaction. We will notify you of any such change and any choices you may have.

6.3 Legal and Safety Requirements

We may disclose your information if required by law, legal process, or government request, or if we believe disclosure is necessary to:

Protect the rights, property, or safety of TradeSender, our users, or others
Enforce our Terms of Service or other agreements
Investigate potential violations or fraudulent activity

6.4 With Your Consent

We may share your information with third parties when you explicitly consent to such sharing, such as integrating with third-party applications.

7. International Data Transfers

TradeSender operates globally, and your data may be transferred to and processed in countries outside the United Kingdom and European Economic Area, including the United States. When we transfer data internationally, we ensure appropriate safeguards are in place, including:

Standard Contractual Clauses (SCCs) approved by the European Commission and UK Information Commissioner's Office
Adequacy decisions where applicable
Other legally approved transfer mechanisms

8. Data Retention

We retain your personal data for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Specifically:

Active Accounts: We retain your data for the duration of your account and for a reasonable period thereafter.
Closed Accounts: After account closure, we may retain certain data for up to 7 years for legal, tax, and audit purposes.
Aggregated Data: Anonymised and aggregated data may be retained indefinitely.
Marketing Data: Until you withdraw consent or unsubscribe.
Legal Holds: Data may be retained longer if subject to legal proceedings or regulatory requirements.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and store information. Types of cookies we use include:

Essential Cookies: Required for the Service to function (e.g., authentication, security, preferences).
Analytics Cookies: Help us understand how visitors interact with our website and improve our Service.
Marketing Cookies: Used to track visitors across websites and display relevant advertisements.

You can manage cookie preferences through our cookie consent banner or your browser settings. Disabling certain cookies may affect the functionality of our Service.

10. Your Rights Under GDPR

If you are located in the UK or EEA, you have the following rights regarding your personal data:

Right of Access: Request a copy of your personal data we hold.
Right to Rectification: Request correction of inaccurate or incomplete data.
Right to Erasure: Request deletion of your personal data in certain circumstances (“right to be forgotten”).
Right to Restrict Processing: Request limitation of how we use your data.
Right to Data Portability: Receive your data in a structured, machine-readable format.
Right to Object: Object to processing based on legitimate interests or for direct marketing.
Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent.
Right to Lodge a Complaint: File a complaint with the UK Information Commissioner's Office (ICO) or your local supervisory authority.

To exercise these rights, please contact us at privacy@tradesender.co.uk. We will respond to your request within 30 days.

Note: Certain rights may be limited where we have overriding legitimate interests or legal obligations. Additionally, deletion requests will not affect aggregated or anonymised data already derived from your information.

11. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:

Encryption of data in transit (TLS/SSL) and at rest
Regular security assessments and penetration testing
Access controls and authentication mechanisms
Employee training on data protection and security
Incident response procedures

While we strive to protect your data, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

12. Your Customers' Data

When you use TradeSender to manage your business, you may input personal data about your customers (“End User Data”). You are the data controller for this End User Data, and we act as a data processor on your behalf.

Your Responsibilities:

Ensure you have a lawful basis for collecting and processing your customers' data
Provide appropriate privacy notices to your customers explaining how their data will be used
Respond to data subject requests from your customers
Comply with applicable data protection laws

We will process End User Data in accordance with your instructions and this Privacy Policy. Our use of End User Data for aggregation, analytics, and improvement of our Service is governed by Section 5 above.

13. Children's Privacy

TradeSender is not intended for use by individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have collected information from a child, please contact us immediately.

14. Third-Party Links and Services

Our Service may contain links to third-party websites, applications, or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal data.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. We will notify you of material changes by posting the updated policy on our website and, where appropriate, by email.

Your continued use of the Service after any changes constitutes acceptance of the updated Privacy Policy.

16. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Email: privacy@tradesender.co.uk
Website: https://tradesender.co.uk/contact