Privacy Policy

• You own your business data. We don't sell it. We don't train AI on it.
• We collect the minimum needed to run the Service, bill you accurately, and keep your account secure.
• You can export or permanently delete your data — or your whole account — at any time.
• Deleting your account immediately cancels your subscription.

Account & profile data: your name, email, securely hashed password, and the business profile details you add (company name, trading address, phone, VAT number, bank details for invoice payouts, logo). If you sign in with Google or Apple, only the basic profile fields they share with us.

Business data you create: your business profile, customer records, job records, quotes and invoices, schedules, reminders, portfolio data, review data, analytics and performance metrics, finance records, expense records, VAT information, receipt uploads, and any other documents, photos or images you upload, plus templates and material lists you save.

Billing & subscription data: Stripe customer ID, subscription status, plan and price, free-trial start and end dates, renewal dates, and the history of subscription events (created, renewed, cancelled, expired). Your card details are entered into Stripe directly — we never see or store them.

Invoice & payment records: the invoices you raise to your own customers, payment links created via Stripe, and records of payments received against those invoices.

Email delivery logs: a record of every transactional email we send on your behalf (template name, recipient, send status, opens, clicks, bounces, complaints, unsubscribes) so we can debug delivery and respect suppression lists.

Webhook & system event logs: events received from Stripe and other integrations, plus the result of processing them, used for reconciliation and fraud prevention.

Account activity: sign-in timestamps, IP address and user-agent for security auditing, and the actions taken on your account.

Device & usage data: browser type, device, IP address, and basic analytics about how features are used. This helps us fix bugs and improve the product.

To provide the Service (running your account, storing your data, sending quotes and invoices), to process subscription billing through Stripe, to send the transactional emails the Service depends on, to keep it secure (detecting suspicious activity and fraud), to support you (answering questions, fixing issues), and to improve TradersFlow (understanding which features matter most).

We never sell your data, never share it for advertising, and never use your business data to train machine-learning models.

Data is stored on approved, secure cloud infrastructure (Supabase, hosted on AWS) in the EU. It's encrypted in transit (TLS 1.3) and at rest (AES-256). Daily encrypted backups are taken automatically.

Uploaded photos, receipts and documents are stored in isolated, per-user buckets with row-level access controls so other users can never see them.

Payments are processed by Stripe. Card details are entered directly into Stripe's hosted checkout and TradersFlow does not store full card details — we only retain a Stripe customer reference and high-level subscription status.

You may request deletion of your data at any time, subject to legal retention obligations described in Data retention.

When you start a free trial we record the trial start and end timestamps against your profile so we can manage access and send timely reminders before it ends. We do not require a payment card to begin a trial.

When you subscribe, Stripe processes the payment and we receive a customer reference, the price you locked in, your current subscription status, and renewal dates. Your invoices and the payment records linked to them are stored so you and we can reconcile billing.

Invoices you raise to your own customers — and any payments received against them — are stored as part of your business records so you have a complete audit trail.

We send transactional emails for things like account verification, password resets, trial reminders, invoices, payment confirmations and subscription notices. Every send is logged with the template used, recipient, status, and any open/click/bounce/complaint/unsubscribe events returned by our email provider.

We use these logs to prevent duplicate sends, retry failed messages, honour suppression and unsubscribe requests, and monitor overall deliverability. Marketing emails are not sent without a separate opt-in.

TradersFlow receives signed webhook events from Stripe (and may receive them from other integrations you connect). Every event is verified, logged, and processed to keep your subscription, invoices and payment records in sync. Logs include the event type, identifiers, processing outcome and timestamps — used for reconciliation, debugging and fraud prevention.

If you choose to accept card payments through TradersFlow, we use Stripe Connect Express. Stripe (Stripe Payments Europe, Limited and its affiliates) acts as an independent data controller for the information it processes to provide regulated payment services to you.

To create and operate your connected Stripe account, Stripe may collect, process and store information required for payment processing, identity verification (KYC), sanctions screening, anti-money-laundering compliance, fraud prevention, payouts and tax reporting. This typically includes your name, date of birth, address, government ID, business details, bank account details and the transactional data flowing through your account. Stripe handles this information under its own Privacy Policy and Connected Account Agreement.

TradersFlow only receives the information necessary to operate the platform and payment features — for example: your connected account ID, country, default currency, charges/payouts enabled status, onboarding completion status, outstanding requirements, and references to payments and payouts linked to invoices you raise. We do not receive or store full card numbers, government ID images, or bank account numbers.

If you connect a Stripe account, you should review and rely on Stripe's privacy notice for details of how Stripe processes your personal and financial information.

A small number of named TradersFlow staff have administrative access for support and operations. Every administrative action — viewing an account in support tooling, generating a temporary sign-in link, issuing a refund, suspending or reinstating an account, extending a trial, exporting reports — is recorded in an immutable audit log with the actor, action, target and timestamp.

These logs exist to protect you: they let us answer "who did what, when" if anything unexpected happens on your account.

We log security-relevant events such as sign-ins, password changes, email changes, account deletion requests and subscription changes. We also monitor for suspicious patterns — repeated failed logins, unusual payment behaviour, webhook anomalies — to protect you and the platform from fraud and abuse.

We keep this list short and intentional. Each provider is contractually bound to protect your data in line with GDPR. A full list with the categories of data each one handles is maintained on our Sub-Processors page.

• Supabase (hosted on AWS, EU regions) — database, authentication, file storage.
• Stripe — subscription billing, card processing, invoice payment links, and Stripe Connect Express for paying funds directly into your connected Stripe account. Stripe is a PCI-DSS Level 1 processor, handles all card data directly, and is an independent data controller for the regulated payment services it provides to you.
• Our email delivery provider — sending transactional emails and reporting delivery, open, click, bounce and complaint events back to us.
• Cloudflare — DNS, edge networking and DDoS protection.
• Plausible Analytics — privacy-friendly, cookie-free usage analytics.

We use a small number of essential cookies to keep you signed in and remember your preferences. We don't use advertising cookies or third-party trackers. Our analytics provider (Plausible) is cookie-free and doesn't collect any personal data or use device fingerprinting.

Full details — including authentication, security and payment-related cookies set by Stripe and Cloudflare — are in our Cookie Policy.

We keep your data for as long as your account is active. If you delete specific business data, it's removed from our live systems immediately and purged from backups within 30 days.

If you delete your account, all your data is permanently removed within 30 days, with these exceptions kept for compliance and accounting reasons:

• Invoice and payment records — up to 7 years (UK tax / HMRC requirements).
• Stripe billing records — retained by Stripe under their own retention policy.
• Email delivery logs — typically up to 12 months, for deliverability and abuse handling.
• Webhook and security event logs — typically up to 12 months, for fraud prevention and reconciliation.
• Admin audit logs — retained for the lifetime of the platform as an immutable record.

This is important enough to spell out clearly:

• You fully own everything you upload — customers, jobs, invoices, photos, documents.
• You can permanently delete your business data while keeping your account.
• You can permanently delete your entire account at any time.
• Once deleted, data cannot be recovered — even by us.
• When you delete your account, your subscription is automatically cancelled and no further charges are made.

Under UK and EU GDPR you have the right to:

• Access the personal data we hold about you.
• Correct inaccurate information.
• Export your data in a portable format (CSV / JSON).
• Delete your data — partially or completely.
• Object to or restrict certain processing.
• Lodge a complaint with the UK Information Commissioner's Office (ICO) or your local supervisory authority.

Most of these you can do yourself from Settings → Account & Data. For anything else, email us and we'll respond within 30 days.

You have two clear options inside the app:

Delete business data only — wipes your customers, jobs, quotes, invoices, photos, documents, reminders and schedules. Your login and subscription stay active so you can start fresh.

Delete entire account — permanently removes your login, profile, all business data, and immediately cancels your subscription. Irreversible.

Both actions require explicit confirmation and password re-entry. A small set of records (invoice metadata, billing receipts, audit logs) is retained as described in Data retention.

TradersFlow is not intended for anyone under 18 and we don't knowingly collect data from minors.

We may update this policy as the Service evolves. If we make material changes we'll notify you by email or in-app at least 30 days before they take effect.

TradersFlow is registered with the Information Commissioner's Office (ICO) where required under applicable UK data protection legislation.

Our ICO registration number will be displayed here once issued.

You can verify any UK ICO registration via the public register at ico.org.uk.

TradersFlow is the data controller for the personal data described in this policy. For privacy questions, data subject requests (access, correction, export, deletion, objection), or to request our Data Processing Addendum, contact us using the details below.

• Trading name: TradersFlow
• General support: support@tradersflow.co.uk
• Privacy & data requests: privacy@tradersflow.co.uk
• Security disclosures: security@tradersflow.co.uk
• Registered business address: To be published once company registration is finalised.
• Company number: Not yet incorporated — will be published once issued.

Written notice by email to the addresses above is accepted as valid contact for the purposes of this policy until a registered business address is published.

You have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

Related policies: Terms · Cookies · Sub-processors · Security.