Privacy Policy

This Privacy Policy explains how TradeMartin Ltd ("we", "us", "our") collects, uses, stores and protects personal information when you use the TradeMartin website, mobile applications and related services, the "Service".

We are committed to protecting your privacy and processing personal data fairly, lawfully and transparently in accordance with the UK GDPR, the Data Protection Act 2018 and other applicable privacy laws.

By using the Service, you acknowledge that your personal data will be processed as described in this Privacy Policy.

Data Controller: TradeMartin Ltd

Email: [email protected]

Depending on how you use the Service, we may collect account information, Customer Data, payment information, device information, usage information and AI interaction data.

Account information may include your name, business name, email address, telephone number, postal address, login credentials and subscription details.

Customer Data may include customer names, contact details, addresses, job information, quotations, invoices, expenses, notes, photographs, uploaded files and communications. You remain the owner of this information.

Payments are processed by authorised third-party payment providers. We do not store full payment card details.

We may receive limited billing information including payment status, transaction identifiers and subscription status.

We may automatically collect IP address, browser type, operating system, device identifiers, language settings, time zone, crash reports and diagnostic information.

Usage information may include features accessed, pages visited, login history, button clicks, workflow events, session duration, API usage and error logs.

Where you use AI Features, we may process prompts, uploaded documents, conversation history, AI-generated responses and feedback regarding AI responses.

We use personal information to provide the Service, authenticate users, process subscriptions, manage customer accounts, provide customer support, improve system performance, develop new features, improve AI functionality, detect fraud, maintain security, comply with legal obligations and communicate important service updates.

Where lawful, we may also send product updates and marketing communications.

You may opt out of marketing communications at any time.

We process personal data under one or more lawful bases, including contract, legitimate interests, legal obligations and consent.

Contract processing includes activities necessary to provide the Service, such as creating your account, storing customer information, generating invoices and synchronising integrations.

Legitimate interests include improving the Service, developing AI Features, preventing fraud, securing our systems and analysing product usage.

Legal obligations include processing required to comply with taxation, accounting and regulatory requirements.

Where required, we rely on consent for activities such as marketing communications or optional cookies. You may withdraw consent at any time.

The Service includes artificial intelligence functionality designed to assist with business administration.

When using AI Features, prompts may be transmitted securely to approved AI providers and processed solely for the purpose of generating responses.

We do not intentionally use your identifiable business data to train public AI models without your permission.

AI-generated responses may be stored as part of your account history.

You remain responsible for reviewing AI-generated content before relying upon it.

We recommend that you avoid entering unnecessary sensitive personal information into AI conversations.

We do not sell your personal data.

We may share information with trusted service providers including cloud hosting providers, payment providers, email delivery providers, SMS providers, customer support platforms, analytics providers, AI service providers, security monitoring providers, accounting integrations and calendar integrations.

All providers are required to maintain appropriate security and confidentiality.

Some of our service providers may process information outside the United Kingdom.

Where personal data is transferred internationally, we implement appropriate safeguards including UK International Data Transfer Agreements, Standard Contractual Clauses, adequacy decisions where applicable and equivalent legal safeguards.

We implement technical and organisational security measures designed to protect personal information.

These may include encryption in transit, encryption at rest where appropriate, role-based access controls, multi-factor authentication for internal systems, audit logging, vulnerability monitoring, regular software updates and secure backups.

No internet-based system can be guaranteed completely secure.

We retain personal information only for as long as necessary.

Retention periods depend on active subscriptions, legal obligations, accounting requirements, dispute resolution and legitimate business purposes.

Following account closure, information may be retained for a limited period before secure deletion.

Backups may continue to exist for a reasonable recovery period.

Subject to applicable law, you may have the right to access your personal data, correct inaccurate information, erase your personal data, restrict processing, object to certain processing, receive a copy of your information in a portable format, withdraw consent where processing relies on consent and lodge a complaint with the Information Commissioner's Office.

Requests should be sent to [email protected].

We may request proof of identity before responding.

We use cookies and similar technologies to keep you signed in, remember preferences, improve performance, analyse usage and maintain security.

Some cookies are essential for the Service to function.

Where legally required, we request your consent before placing non-essential cookies.

Further information is available in our Cookie Policy.

The Service is intended for business users and is not directed towards children under the age of 18.

We do not knowingly collect personal information from children.

The Service may contain links to third-party websites and services.

We are not responsible for the privacy practices of those third parties.

You should review their own privacy policies before providing personal information.

We may update this Privacy Policy from time to time.

Where changes are material, we will notify users through the Service or by email where appropriate.

The latest version will always be published on our website.