Who we are
TradesDone is run by Will Boex, a sole trader trading as TradesDone.
- Address: The Net Loft, The Moors, Porthleven, Cornwall, TR13 9JX
- Email: [email protected]
For questions about this policy or your details, email us. We’ll reply within 5 working days.
Two different roles
Our role depends on whose details they are:
- Your own details, as a TradesDone user or someone contacting us. We decide how they’re used, so we’re the controller. This policy explains how.
- Your customers’ details. These are the customers, quotes and invoices you add to the app, and the enquiries sent through your TradesDone website. You are the controller, and we handle those details for you as your processor, under the data processing terms in our Terms and conditions. If you’re a tradesperson’s customer and want to know how your details are used, ask the tradesperson first. You can also contact us and we’ll pass your request on.
What we collect
When you contact us or ask about a plan
Your name, trade, town, phone number, email address, Facebook page or website, the plan you’re interested in, and your message.
When you create an account
- Your email address, and a password. The password is stored scrambled, so we can never see it.
- The date you agreed to our terms.
When you use the app
- Your business details: business name, your name, trade, address, phone, email, website, logo, VAT details, and the bank details you want shown on your invoices.
- What you add: customers, quotes, invoices and enquiries.
- Voice notes. Each recording is sent to our AI provider to be turned into text and a draft. We don’t keep the recording. We keep the text, saved with the quote or invoice.
On your phone or computer
The app saves a copy of your details on your device so it can work without signal and show your logo on the login page. We don’t use advertising cookies or tracking. The tradesdone.com website doesn’t track you, and doesn’t use cookies.
Automatically
Our hosting providers keep standard technical records, like your IP address, browser type and the time of each request, to keep the service secure and working. These are kept briefly.
Why we use your details
| What for | Why we’re allowed to |
|---|---|
| Running your account and the app, and building and hosting your website | To carry out our contract with you |
| Replying to your messages and enquiries about TradesDone | Our legitimate interest in answering you |
| Emails about your account, such as sign-up and password emails and important changes | To carry out our contract with you |
| Occasional news about TradesDone, if you’ve signed up or asked about a plan | Our legitimate interest. You can say no at any time. |
| Keeping TradesDone secure, fixing problems and improving it | Our legitimate interest in a reliable, safe service |
| Keeping records of what you’ve paid us | The law, because HMRC requires us to |
We never sell your details, show adverts, or use your customers’ details for our own marketing.
Who helps us run TradesDone
We use a small number of trusted companies to run TradesDone: for hosting, storing data, logins, sending emails, and the AI that turns voice notes into text. They only use your details to provide their service to us, under data protection agreements.
The app’s data is stored in the UK. Some of these companies may handle data in other countries, including the USA. Where that happens, it’s protected by safeguards approved under UK law.
We may also share details if the law requires it, or with someone who takes over TradesDone. If that happens, we’ll tell you.
How long we keep it
- Your account and everything in it: while your account is open. If you close it, we keep your data for 30 days so you can download it, then delete it within a further 60 days.
- Messages and sign-up enquiries to us: up to 2 years after we last hear from you, unless you become a customer.
- Records of what you’ve paid us: 6 years, because HMRC requires it.
- Technical logs: only briefly, usually days or weeks.
Keeping it safe
Data is encrypted while it travels between your device and our servers. The app’s database uses security rules so each business can only see its own data, and only you can log in to your account. No system is completely safe, but we take care to protect your details. If something goes wrong that puts them at risk, we’ll tell you.
Your rights
You have the right to:
- see the details we hold about you;
- correct anything that’s wrong;
- delete your details, or have us limit how we use them;
- object to us using them, including for any news emails;
- take your data with you. You can export your quotes, invoices and customers from the app at any time.
To use any of these rights, email [email protected]. It’s free, and we’ll reply within a month.
If you’re unhappy with how we’ve handled your details, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ico.org.uk).
Children
TradesDone is for businesses. It isn’t meant for anyone under 18.
Changes to this policy
If we change this policy in a way that matters, we’ll update the date at the top. If you have an account, we’ll also email you.