Privacy Policy

Who we are

The Trade Base is an app that helps trades run their customers, jobs, quotes and invoices. In this policy, "we" and "us" means The Trade Base.

If you have a question about your data, email hello@thetradebase.co.uk.

Two kinds of data

Your data. When you book a demo or use the app, we decide how your details are used. We are the "controller" of that data.

Your customers' data. The names, addresses, jobs and messages you add about your own customers belong to your business. You decide how they are used and we only look after them for you. For that data you are the controller and we are your "processor". If you are one of their customers, please contact the trade you are working with about your details.

What we collect

• Demo requests: your name, business name, email, phone number and anything you write in the message box.
• Your account: your name, email and password (stored scrambled, so we can't read it), plus your business details such as address, phone, logo, VAT and company numbers, and the bank details you want on your invoices.
• What you add to the app: customers, addresses, jobs, quotes, invoices, payment schedules, documents, photos and messages. We remove location data from photos before they are uploaded.
• Staff: the names and emails of people you invite, and what they can do in your account.
• Payments for your subscription: handled by Stripe. We see whether you've paid and the last four digits of your card, never the full card number.
• Customer job pages: when a customer accepts a quote we record their name, the time and their internet (IP) address as proof it was accepted.
• Technical details: the cookies needed to keep you logged in (see our Cookie Statement) and standard server logs that help us fix problems and keep the app secure.

We don't add up your invoices or keep track of your income, and we don't use advertising or tracking tools.

Why we use it

• To run your account and give you the app you signed up for (to carry out our contract with you).
• To reply to demo requests and questions, keep the app safe and improve it (our legitimate interests, which we balance against your rights).
• To send you emails about your account, such as trial reminders, payment problems and alerts about new enquiries. We never email your customers unless you press a button to send something.
• To keep records the law asks us to keep, such as billing records for tax.

We will never sell your data or your customers' data.

Who helps us run the app

We use a small number of trusted companies to run The Trade Base:

• Supabase stores the app's data and files, in Ireland.
• Vercel hosts the website, mainly from Ireland.
• Postmark sends our emails, including demo requests and the emails you send your customers.
• Stripe takes subscription payments.

Some of these companies are based in the United States and may handle data there. When that happens it is protected by approved safeguards, such as the UK's International Data Transfer Addendum or the UK–US data bridge. Each company only uses the data to do its job for us.

How long we keep it

• Demo requests: up to 12 months, unless you go on to sign up.
• Your account: while your account exists. If your trial ends or you stop paying, your account is locked but your data is kept, so it's all there if you come back. You can ask us to delete it at any time.
• Billing records: 6 years, because the law requires it.

Keeping it safe

Data is sent over secure connections and each business can only see its own records. Customers only see their own job page, through a private link. Only the staff you invite can get into your account, and only with the permissions you give them.

Your rights

You can ask us to:

• give you a copy of the data we hold about you
• correct anything that's wrong
• delete your data
• stop or limit how we use it
• send your data to you or another company in a common format

Email hello@thetradebase.co.uk and we'll reply within a month. If you're not happy with how we've handled your data, you can complain to the Information Commissioner's Office at ico.org.uk.

Changes to this policy

If we change this policy we'll update the date at the top, and tell you by email if the change is important. Our Terms of Service explain how the app works.