Privacy Policy

• You own your business data. We don't sell it, and neither we nor our AI provider use it to train AI models.
• TradersFlow has AI features (Ask TradersFlow, Automated Business Insights, Create with AI and agreement writing help). When you use them, the relevant part of your business records and your prompt are sent to OpenAI to produce the answer or draft — see AI features & OpenAI.
• We collect the minimum needed to run the Service, bill you accurately, and keep your account secure.
• Subscriptions are billed by Google Play Billing under your Google account, with RevenueCat, Inc. as our subscription management sub-processor.
• You can export core account data and use in-app controls to delete business data or your whole account, subject to the retention and current deletion limitations explained below.
• Deleting your TradersFlow account does not automatically cancel a Google Play subscription — cancel it via the Google Play Store separately.
• TradersFlow is operated by AE TECHNOLOGIES GROUP LTD, a company registered in England and Wales under company number 17419062, which is the data controller for your account data.
• We work to meet our obligations under the UK GDPR, the Data Protection Act 2018 and, where applicable, the EU GDPR, and — for users in India — India's Digital Personal Data Protection Act 2023 as it is brought into force. No automated review or provider can certify legal compliance or promise perfect security.

Account & profile data: your name, email, securely hashed password, and the business profile details you add (company name, trading address, phone, tax registration number (such as a VAT or GST number), bank details for invoice payouts, logo). If you sign in with Google, only the basic profile fields Google shares with us (name, email address and profile picture URL).

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.

Staff and work-management data: staff directory records (name, role or trade, phone, email, display colour or initials, active/inactive status) and which staff are assigned to jobs, schedule events, tasks and time entries; tasks and repeating-task settings; in-app reminders; and timesheet entries (dates, times, duration, notes and linked job). See Staff Members data and Tasks, reminders, timesheets & schedule.

Document theme data: the themes you create (colours, logo and logo position, which details are shown, headings and footer notes), the design saved with each issued quote or invoice, and uploaded theme logos. See Document themes & logos.

Inventory & purchasing data: materials and stock items, stock locations, stock levels and valuations, stock movements (an append-only, audit-style record of every increase, decrease, transfer and adjustment), stock transfers, stock takes and adjustments, supplier records, purchases and purchase orders including partial receipts, materials consumed on jobs, and the links between job materials, invoices and expenses.

AI feature data: the prompts and questions you type into Ask TradersFlow and Create with AI, the business records selected to answer them, a usage log of each AI request (feature, timestamp, model, approximate size and token counts, latency, success or error code) used for fair-use limits, abuse prevention, cost control and reliability, and a cache of generated insight explanations so the same explanation is not paid for twice. AI drafts you do not confirm are not stored as business records.

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

Invoice & payment records: the invoices you raise to your own customers and records of payments received against those invoices, which your customers pay by direct bank transfer.

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 Google Play/RevenueCat 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 and platform (Android app or web), app version, IP address (used to derive an approximate country and then not stored as a location profile), and first-party product-usage events. This helps us fix bugs and understand where people get stuck — see Product usage analytics. In the Android app, and only if you accept optional analytics, Google Firebase Analytics additionally processes app-usage, device and conversion events as described in Firebase Analytics (Android app).

Camera: if you use barcode or QR scanning, TradersFlow asks for camera access. Scanning happens entirely on your device; camera images are not uploaded, stored or sent to us or any third party. You can withdraw camera permission at any time in your device settings. (Photos you choose to upload, such as job photos or attachments, are covered under Business data above.)

Your Company Profile is the single source of truth for the business information TradersFlow reproduces across the app. The fields we may store and process, when you provide them, are:

• Business name
• Trading name
• Owner name
• Company registration number
• Tax registration number (such as a VAT or GST number)
• Business address
• Business phone number
• Business email
• Website
• Business description
• Your trade or business type (including any description you type in for "Other"), which personalises in-app tips, templates and job suggestions and can appear on your public portfolio page or digital business card if you publish one
• Business logo
• Bank details (where provided, for display on invoices)
• Preferred payment method
• Accepted payment methods
• Insurance information (where provided)

We use this information to:

• Generate invoices and quotations
• Create printable documents that your browser or Android device can save as PDF
• Send customer-facing emails on your behalf
• Display your branding across the app
• Power your portfolio pages
• Provide business management features

You remain the owner of the business information stored in your Company Profile and can update or delete it at any time from Settings → Company Profile. Removing a field stops it appearing on new invoices, quotes, emails, PDFs and portfolio pages.

To provide the Service (running your account, storing your data, sending quotes and invoices), to process subscription billing through Google Play Billing and RevenueCat, 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 also process business data to run the AI features you choose to use — answering your questions, generating insight explanations, and preparing drafts for you to review — as described in AI features & OpenAI.

We never sell your data and never share your business data for advertising. The only measurement data that reaches a third party is the optional, consent-based Firebase Analytics data described in Firebase Analytics (Android app), which we use to understand app usage and to measure whether people who install the Android app go on to create an account or start a subscription — not to show you advertising inside TradersFlow. We do not use your business data to train machine-learning models, and data sent to OpenAI through the API is not used by OpenAI to train its models.

Where UK or EU data protection law applies, we rely on the following lawful bases. Where India's Digital Personal Data Protection Act 2023 applies, the equivalent processing is carried out for the purpose for which you provided your data, or as otherwise permitted by that Act.

• Performance of a contract — creating and running your account; storing the jobs, customers, quotes, invoices, schedules, stock, suppliers, purchases, photos and documents you enter; producing documents; running the AI features you choose to use; sending the transactional emails the Service depends on; providing and enforcing trials, subscriptions and entitlements.
• Legal obligation — keeping billing and tax-relevant records, responding to lawful requests, and handling data-protection rights requests.
• Legitimate interests — securing the Service and preventing fraud and abuse (including the minimal free-trial record and AI fair-use limits), keeping admin audit logs and stock audit trails, diagnosing faults, understanding aggregate feature usage, and handling support and feedback. We balance these against your rights and keep the data involved to a minimum.
• Consent — optional extras only, such as the optional analytics storage and Firebase Analytics collection you can accept or reject on the in-app consent banner, and any non-essential communications you opt into. You can withdraw consent at any time without affecting the Service.

Where you enter personal data about your own customers, employees or contractors, you choose and are responsible for the lawful basis for that processing — see Data Processing Addendum.

Account and business data is stored using our managed database, authentication and file-storage provider in the project's configured European region. Connections use HTTPS/TLS and the provider applies encryption at rest. Backup operation, encryption and deletion are governed by the live hosting configuration and provider terms; contact us if you need current assurance details.

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

Subscription payments are processed by Google Play Billing. Card details are entered directly into Google Play and TradersFlow does not store full card details — we only retain a Google Play purchase reference and high-level subscription status via RevenueCat. Invoice payments between you and your customers are made by direct bank transfer — TradersFlow never processes or holds these funds.

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

Free trials are started through Google Play on eligible subscription offers. Google Play requires a payment method and shows the available trial length, price and renewal date before you confirm. We receive the trial and entitlement status and expiry time through RevenueCat so we can provide access until the entitlement actually expires.

When you subscribe, Google Play Billing processes the payment and we receive (via RevenueCat) a purchase 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 Google Play and RevenueCat, our subscription billing providers. Every event is verified, logged, and processed to keep your subscription records in sync. Logs include the event type, identifiers, processing outcome and timestamps — used for reconciliation, debugging and fraud prevention.

If you choose to be paid by bank transfer, you can store your business bank details (depending on your country, fields such as account holder name, account number, local bank code such as a sort code, routing number, BSB or IFSC, optional bank name, IBAN/SWIFT and payment instructions) in your TradersFlow profile.

These details are stored in our database with row-level access controls so only you and, where strictly necessary, authorised TradersFlow staff can access them. They are shown on the invoices and invoice emails you choose to send to your customers.

TradersFlow does not process payments and never receives, holds or transfers your customers' funds. Payments go directly from your customer's bank to yours.

When you subscribe inside the TradersFlow Android app, the purchase is processed by Google Play Billing. Google LLC (and Google Ireland Limited for UK/EU users) acts as an independent data controller for the personal and payment information it processes to sell you the subscription and take payment.

To verify the purchase, prevent fraud, keep your subscription status accurate and honour refunds or cancellations, TradersFlow receives and stores the following data from Google Play:

• Purchase token and product / base plan ID (the subscription you bought).
• Order ID and purchase / renewal timestamps.
• Subscription state (active, in grace period, on hold, paused, cancelled, expired) and auto-renewing flag.
• An obfuscated Google account identifier that Google Play requires so we can match a purchase to your TradersFlow account and prevent purchase sharing or fraud. We do not receive your Google email address or Google profile from Google Play Billing.
• Subscription lifecycle events (purchase, renewal, cancellation, billing issue, refund, expiry) delivered to us by RevenueCat.

We never receive or store your card number, Google account password, or Google Wallet details. Payment, taxes, receipts, refunds and price-change consent are handled directly by Google Play under Google's own Privacy Policy and Google Play Terms of Service.

Purchase validation and entitlement management are performed primarily by RevenueCat, Inc., our subscription infrastructure provider, which sits between Google Play and TradersFlow. RevenueCat stores an app user identifier linked to your TradersFlow account ID, product and entitlement identifiers, subscription status and renewal dates, and notifies us by webhook when they change. TradersFlow also uses the Google Play Developer API for server-side purchase verification and lifecycle reconciliation.

We use this data solely to: (i) confirm through RevenueCat that a purchase is valid, (ii) grant, extend or revoke premium access, (iii) reconcile billing and support requests, and (iv) meet legal, accounting and anti-fraud obligations. We do not use it for advertising or profiling, and we do not share it with third parties except Google (as the billing provider) and our infrastructure sub-processors listed below.

Authorised TradersFlow staff may access your account and the personal data within it when reasonably necessary to provide customer support, resolve technical issues, maintain the platform, or meet legal and regulatory obligations.

Access is governed by server-side role-based permissions and is granted only for legitimate business purposes. Supported administrative actions are recorded with the actor, action, affected account or resource and timestamp. Those records may be reviewed for security, compliance and quality-assurance purposes and are retained according to our operational and legal needs.

All administrative sessions are restricted to the minimum data required to complete the task. TradersFlow handles any personal data accessed in this way in accordance with UK GDPR and applicable privacy regulations.

A limited number of authorised personnel may have administrative access for support and operations. Administrative actions supported by our tooling are recorded with the actor, action, target and timestamp. The exact fields available depend on the action performed.

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.

When you type an address into TradersFlow — for example on a customer, job or Company Profile form — we use the Google Maps Platform Places API to suggest matching addresses.

To do this, the characters you type into the address box are sent to Google, along with the technical information Google receives with any web request, which can include your IP address, device and browser information. Google processes this as an independent controller for its own mapping and service-operation purposes under the Google Privacy Policy.

Address autocomplete is a convenience only. If you would rather not use it, type the address manually and ignore the suggestions — the lookup runs only while you are typing in an address field.

If you publish a TradersFlow portfolio page or send review or enquiry links, members of the public who are not TradersFlow account holders may give us information. Here is exactly what happens.

Visitor analytics on your portfolio page. When someone views your public page or scans your QR code, we record a first-party event containing: the event type (page view or QR scan), the portfolio project viewed (where relevant), your account ID, a timestamp, and a non-reversible visitor hash used only to estimate unique visitors. The visitor hash is calculated on our server from the visitor's IP address, browser user-agent, the page and the current day; it changes every day, cannot be turned back into an IP address, and the IP address itself is not stored with the event. Nothing is stored on the visitor's device for view counting — no cookie and no browser-storage identifier. We do not store visitor names, advertising identifiers or profiles, and we do not use a third-party analytics product. These counts appear in your Performance / Analytics screens.

Enquiry (lead) forms. If a visitor submits an enquiry, we store the name, email address and/or phone number, message and any photo they attach, and pass it to you as a lead and notification.

Reviews. If you invite a customer to review you, we store their review token, rating, review text and first name, and the submission timestamp. Only approved reviews are shown publicly, and public review display is limited to first name, rating, review text and date — review tokens and email addresses are never published.

Who is responsible. For this information, you (the tradesperson) are the controller — it concerns your customers and prospective customers and it is yours to act on. TradersFlow is your processor, storing and delivering it on your behalf under our Data Processing Addendum.

Retention and rights. Leads, reviews and portfolio events are kept while your account is active, and are deleted when you delete them or delete your account. A member of the public who wants access to, correction of, or deletion of what they submitted should contact the tradesperson they dealt with. If they contact us instead, at privacy@tradersflow.co.uk, we will pass the request to the relevant account holder and help action it.

Businesses using TradersFlow can share secure links with the people they work for. If you received such a link, you do not need a TradersFlow account, and this section is written for you.

Who is responsible. The business that sent you the link decides what to collect and why: that business is the controller (in India, the Data Fiduciary). AE TECHNOLOGIES GROUP LTD supplies the software and hosting and acts as that business's processor under our Data Processing Addendum. TradersFlow is not the controller of that information. We are a controller only for the limited security and service records we must keep to run the platform safely (for example rate-limiting and abuse-prevention records).

What is processed through the portal, where the business uses these features:

• Contact and address details — your name, email address, phone number and the address of the work.
• Work requests — the service you need, your description of the job, preferred dates or time windows, and up to three photos you attach. Photos are stored privately and are not published.
• Booking requests — the slot you requested, any time the business proposes instead, your acceptance or decline, and the resulting appointment.
• Quotes and invoices addressed to you — the documents the business issues, your acceptance or decline of a quote, and the amounts outstanding.
• Payment reports — when you use "I've paid" to tell the business you have sent a bank transfer or paid by cash or cheque: the amount, date, method and any reference you give. See Payments your customers make to you.
• Portal and work-request events — a record that a link was opened, a document viewed, a quote accepted or declined, a booking requested or a payment reported, with a timestamp, so the business has an audit trail.
• Security and rate-limiting data — technical request data, including a short-lived record used to block automated abuse of public links, and standard server logs.
• Email delivery information — where the business emails you a document through TradersFlow, our email provider reports delivery, open, click, bounce and complaint events back to us so we can prove delivery and honour unsubscribes.

Link security. Links to your own documents (portal, invoice payment pages, booking status) are long random tokens that expire and can be revoked by the business. A business may also publish a permanent Request Work link — for a website, van or social profile — which does not expire, but the business can regenerate it at any time, which immediately invalidates the old link.

Your rights. Ask the business you dealt with to access, correct or delete what it holds — it decides. If you contact us instead at privacy@tradersflow.co.uk, we will pass the request to that business and help them action it.

Where you record a supplier, a contact at a supplier, or another business contact (name, email address, phone number, address, account reference and notes) — for example on a supplier record or a purchase order — that information is stored as part of your business records. You are the controller for it and TradersFlow is your processor, in the same way as for your customer records.

TradersFlow does not process payments between you and your customers and never holds their funds. There is no card processing, no payment links and no merchant account in TradersFlow.

What actually happens: TradersFlow displays the payment instructions you supply (for example bank transfer details, or that you accept cash, cheque or UPI). Your customer pays you directly, outside TradersFlow. Your customer may then use "I've paid" in the portal to report the payment; that report is stored as an unverified claim and notifies you. Nothing is recorded against the invoice ledger until you review and confirm it in TradersFlow, which is the only way a payment is recorded.

We measure how people move through the app so we can find broken steps — for example how many people who open the app go on to finish signing up. This is our own, first-party measurement: the events are sent to our own servers and stored in our own database. On the web we do not use any third-party analytics or advertising product. In the Android app, the separate and equally optional Firebase Analytics integration described in the next section is the only third-party measurement we run. We do not build advertising profiles or share these first-party events for marketing.

What an event contains. A short event name from a fixed list (for example app first open, onboarding started, auth screen viewed, signup started, signup completed, trial started, paywall viewed, plan selected, purchase started or completed, and first customer/job/quote/invoice created), a timestamp, a randomly generated anonymous device identifier stored on your device, a per-launch session identifier, the platform and app version, an approximate country derived from the IP address of the request, the subscription product identifier where a purchase step is involved, and — if you arrived through a campaign link — the campaign, source and medium recorded on first visit.

Linking to your account. Events recorded before you had an account are linked to your account once you sign up, so the sign-up journey can be measured end to end. After that, events are recorded against your account identifier.

Why, and on what basis. This measurement is optional. The identifiers described above are only stored on your device, and events are only recorded, if you choose "Accept" on the consent banner shown when you first open TradersFlow; we rely on your consent for that storage, and on our legitimate interest in operating, debugging and improving the Service and in detecting abuse of the free trial and purchase flow for the analysis itself. Choosing "Reject" stops the recording and clears the identifiers, and the app works exactly the same. The events contain no message content, customer records, financial figures or contact details. You can clear the anonymous identifier at any time by clearing the app's storage or your browser storage; a new one is created on the next launch.

The TradersFlow Android app includes Google Analytics for Firebase ("Firebase Analytics"), a Google service. It is not included in the web app and is not used on the public Customer Portal or Request Work pages.

Off by default; on only with your consent. Firebase Analytics collection is disabled in the Android app when it is installed. It is switched on only after you choose "Accept" on the analytics consent banner shown when you first open TradersFlow — the same choice that controls our first-party analytics above. Until then no Firebase event is sent. If you choose "Reject", or later withdraw consent by clearing the app's storage and rejecting when the banner reappears, collection is switched off again and no further Firebase events are sent. The app works exactly the same either way.

What Firebase processes when enabled. Google receives app-usage and device/app-interaction information: the standard automatic app events collected by the Firebase SDK (for example first open, session start, app update and engagement time), together with the following events we send: sign_up (an account was created, with the sign-in method used — Google or email), start_trial (Google Play confirmed a 7-day free trial began), purchase (a genuine paid subscription began) and trial_converted_to_paid (a free trial converted into a paid subscription). Subscription events carry only the Google Play product identifier, the platform ("android"), whether the purchase was made in a test environment, and — for paid events — an internal reference used solely to prevent the same purchase being counted twice. Google also processes the technical information its SDK collects with every event: a Firebase app-instance identifier generated on your device, device model and operating system version, app version, language and approximate location derived from your IP address. We do not collect the Android Advertising ID: Advertising ID collection is switched off in the app, the app does not request the Android Advertising ID permission, and ads-personalisation signals are disabled.

What Firebase never receives. Your name, email address, password, business records, customer records, financial figures, bank details, prices you pay, or any message or document content. We do not send your TradersFlow account identifier as a Firebase user ID.

Why. To understand how the Android app is used, to measure performance and reliability across app versions, to measure conversions — whether people who install the app go on to create an account, start a free trial or start a paid subscription — and to improve TradersFlow. Conversion counts may be shared with Google's advertising services in aggregate to measure the effectiveness of our own app-install campaigns. We do not use Firebase to show advertising inside TradersFlow or to build a marketing profile of you.

Lawful basis and your control. Consent (which you give or refuse on the consent banner). Google LLC / Google Ireland Limited processes this data for us as described on our Sub-Processors page; where Google combines it with data it holds independently, Google's own Privacy Policy applies. You can withdraw consent at any time as described above. The Firebase app-instance identifier is reset when you uninstall the app.

When you submit feedback or a bug report from inside the app, we store your message, the category you chose, your account ID and — so we can reproduce the problem on the right platform — your browser/device user-agent string. It is used for support and product improvement only.

Where Google Play shows an eligible trial offer (currently 7 days for configured eligible offers), the offer is intended for first-time evaluation. To stop repeated account creation being used to obtain repeated trials, we keep a separate, minimal trial history record noting that a sign-up identity has already used a trial, the date it was first used, and a reference to the first account that used it.

This record is deliberately limited to what is necessary for that single purpose. It contains no business data, no customer data and no content, is never used for marketing or profiling, and it is retained even after an account is deleted — otherwise deleting and re-registering would reset the free trial. It is kept for as long as we run the free-trial offer, and we are moving this record to a one-way hashed identifier so that no readable email address needs to be retained.

Lawful basis: legitimate interests — protecting a free offering from abuse. You can object at privacy@tradersflow.co.uk and we will consider the objection on its merits.

If you add staff members, we store the details you enter — name, role or trade, phone, email, display colour or initials and active/inactive status — together with the jobs, schedule events, tasks and time entries you assign them to. Staff members do not have TradersFlow logins, and we do not contact them or use their details for our own purposes.

You are the controller of your staff's personal data and we process it on your behalf, in the same way as your customer data (see Data Processing Addendum). You are responsible for having a lawful basis to hold it, keeping it accurate, informing your staff where required and handling their data-protection requests. Staff are deactivated rather than deleted in the app so past records stay accurate; their records are removed when you use Delete business data or delete your account. If a staff member contacts us directly, we will refer them to you.

Tasks, repeating tasks, schedule events (including recurring ones), in-app reminders and timesheet entries are stored in your account and are visible only to you. Reminders are delivered inside the app while it is open; we do not send them as push notifications, emails or texts. Timesheets are time records only — they are not used for payroll and are not shared with anyone. Time appears on an invoice only if you choose to bill it.

If you use Timesheet Sign-off, we also store your pay period setting and a sign-off record for each person and period: who approved or reopened it, when, the approved total time and number of entries, whether it was a self-approval, the reason given for any reopening, and before-and-after totals for corrections. This history can only be added to, so the record stays reliable. It is kept for deactivated staff and removed only when you use Delete business data or delete your account.

Theme logos are stored in a private storage area that only your account can access. When your customer opens a quote or invoice you have shared, or when you print or save a PDF, the logo is shown through a temporary signed link that expires, not a permanent public address. The design used on an issued quote or invoice is saved with that document so it keeps its original appearance; a logo used by an issued document is therefore kept while that document exists. Themes and logos are removed when you use Delete business data or delete your account.

TradersFlow can prepare a message or document link and open WhatsApp (or another app) on your device; it never sends WhatsApp messages automatically. When you send it, the message and recipient's number are handled by WhatsApp or the app you chose under its own privacy policy. We store your saved message templates, but not the messages you send through WhatsApp.

When a business sends an agreement through TradersFlow, we store the agreement wording, the customer's name and contact details copied into it, its status and an activity history (created, sent, viewed, accepted, declined, cancelled, replaced, printed/saved).

If the customer accepts, we also store the name they type, the time of acceptance, a fingerprint of the exact wording accepted and, if they choose to draw one, an image of their signature. Signature images are kept in a private storage area and shown only through short-lived signed links to the business and to the customer while their link is valid. We do not store the customer's IP address with the acceptance.

The business that sent the agreement decides why and how it uses this data and is the controller for it; TradersFlow processes it on the business's behalf. Agreement records are kept while the business's account exists and are deleted when it uses Delete business data or deletes its account. Customers should contact the business with questions or requests about their agreement.

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 — managed database, authentication and file storage in the project's configured European region.
• RevenueCat, Inc. — subscription management layer for Google Play Billing purchases made in the TradersFlow Android app; handles subscription state, entitlements and receipt validation. Not used to collect payments from your own customers.
• Google Play Billing (Google LLC / Google Ireland Limited) — subscription billing and payment collection for purchases made in the TradersFlow Android app. Google Play is an independent data controller for the payment services it provides to you.
• Google Maps Platform / Places API (Google) — powers address autocomplete when you type an address into the app.
• Google Firebase Analytics / Google Analytics for Firebase (Google LLC / Google Ireland Limited) — Android app only, and only after you accept optional analytics: processes app-usage, device/app-interaction and conversion events (account created, free trial started, paid subscription started, trial converted) so we can understand app usage, measure performance and conversions, and improve TradersFlow. See Firebase Analytics (Android app).
• Lovable managed email — sending transactional emails and reporting delivery, open, click, bounce and complaint events back to us.
• Lovable — application hosting, deployment, managed email and Google sign-in brokering. Its infrastructure providers may process request and operational logs under Lovable's terms.
• OpenAI (OpenAI, L.L.C. / OpenAI Ireland Limited) — processes the prompt and the selected business context for the AI features you use (Ask TradersFlow, Automated Business Insights explanations, Create with AI drafts) and returns the generated text. Requests are made server-side by TradersFlow over OpenAI's API; the API key is held as a server secret and is never present in the app or on your device.

Your account and business data is stored in EU data-centre regions. Some of the providers listed above are established outside the UK/EU (for example RevenueCat, OpenAI and Google in the United States) and may process limited personal data — such as subscription state, purchase tokens, address-lookup queries, email delivery events, consent-based Firebase Analytics events from the Android app, or the prompt and business context sent for an AI request — outside your country.

• For transfers out of the UK/EEA we rely on UK/EU Standard Contractual Clauses and the UK International Data Transfer Addendum, or an adequacy decision where one applies, together with the provider's own security commitments.
• For users in India, subscription billing is carried out by Google as an independent controller under its own terms, and the data described above may be processed outside India.
• You can ask us for information about the safeguards that apply to a specific provider by emailing privacy@tradersflow.co.uk.

We use a small number of strictly necessary cookies and browser-storage items to keep you signed in, remember your preferences (language, theme, appearance) and record your cookie choice. Separately, the optional anonymous identifier used for our own product analytics is only stored if you accept it on the consent banner. We don't use advertising cookies, third-party marketing trackers or cross-site profiling, and on the web we do not run a third-party analytics product. Fonts are served from our own domain, so no third-party font provider is contacted. Usage insight comes from our own first-party, server-side records — see Product usage analytics and portfolio page views — and, in the Android app only and only with the same consent, from Firebase Analytics.

Full details about authentication, local storage, optional analytics and provider-set security technologies are in our Cookie Policy.

We generally keep business records while your account is active. Technical and transient records are removed by scheduled clean-up on the periods below. Step-by-step deletion instructions are on our public Delete your account & data page. Account deletion removes the login and the records currently covered by our deletion workflow from active account access; copies in managed backups age out under the provider's rolling backup schedule.

Some limited records are retained for compliance, security, reconciliation and anti-abuse purposes, with names, email addresses, IP addresses, device details and free-text messages removed wherever the record can work without them. Periods marked "automatic" are enforced by a daily clean-up; the others are removed by a quarterly manual review, and we do not yet delete them automatically. We keep these periods under review and will update this notice if they change.

• Invoice and payment records — kept while your account is active. When you delete your account, the business records we hold for you, including invoices and payment records, are deleted through our account-deletion process. If you need these records for your own tax or accounting obligations, export or download them before deleting your account.
• Google Play purchase records — retained by Google Play under Google's own retention policy; our own subscription record (purchase token, order ID and subscription status) may be retained after account deletion for legal, tax, accounting and compliance purposes, subject to applicable retention periods, and the purchase event logs we receive from Google Play and RevenueCat are automatically deleted after 24 months. Google and RevenueCat keep their own records under their own policies; we cannot delete those for you.
• Subscription records (plan, status, dates and purchase reference — no business data) — TradersFlow's own accounting records: 6 years after the end of the financial year of the last payment (legal obligation under UK company and tax record-keeping law).
• Email delivery logs — 12 months (automatic), for deliverability and abuse handling; recipient and subject are removed when you delete your account.
• Unsubscribe and bounce list — the email address and reason, kept for as long as we send email so that we keep honouring the opt-out (legal obligation under PECR).
• Security, admin audit and support-access logs — 24 months, for security, accountability and fraud prevention (legitimate interests); access is restricted, and email, IP and device details are removed when you delete your account.
• Support tickets — 24 months after closure; on account deletion the message text and contact details are removed and only the date and status remain.
• Proof of terms acceptance (document versions and dates) — 6 years after your account closes, to establish or defend legal claims within the UK limitation period (legitimate interests).
• Account-deletion record (dates and steps only) — 6 years, to demonstrate we carried out your request (accountability under UK GDPR Article 5(2)).
• Product analytics events — the first-party funnel events described above (recorded only with your consent): up to 24 months. A historical account identifier may remain attached until scheduled deletion; it does not restore or reopen a deleted account.
• Firebase Analytics data (Android app, consent-based) — held by Google under the data-retention setting of our Google Analytics property (user-level data no longer than 14 months; aggregated reports may be kept longer). We also keep our own server-side record of which conversion events have been sent, so a purchase is never counted twice: up to 24 months.
• AI usage logs — the per-request record used for fair-use limits, abuse prevention and cost control: up to 12 months, and deleted with your account.
• Cached AI insight explanations — refreshed as the underlying figures change and automatically removed after 30 days, and deleted with your account.
• Stock movement records — kept as an append-only audit trail of your inventory for as long as your account is active, and deleted with your account.
• Portal and work-request activity records — the audit trail of portal link opens, document views, quote decisions, booking requests and payment reports: up to 24 months.
• Abuse-prevention records for public links — 7 days.
• Expired or revoked customer portal links — up to 12 months after expiry or revocation.
• Billing event records from the app store and our subscription provider — up to 24 months, for reconciliation and refund handling.
• Free-trial anti-abuse record — a minimal record that a sign-up identity has already used a trial, retained for as long as we run the free-trial offer (see Free-trial anti-abuse 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 account deletion completes, the deleted login and business content cannot be restored through the Service; limited retained or residual records are handled as described above.
• Deleting your TradersFlow account does not automatically cancel a Google Play subscription — see Deletion & account closure.

We work to meet our obligations under the UK GDPR, the Data Protection Act 2018 and, where applicable, the EU GDPR. Where those laws apply to you, you have the right to:

• Access the personal data we hold about you.
• Correct inaccurate information.
• Export your data in a portable format. The in-app export (Settings → Account & Data) downloads a JSON file of your core account data — profile, customers, jobs, quotes, invoices, reminders, notifications and the list of your attachments — and finance records can be exported as CSV. Other records (for example staff, tasks, timesheets and themes) are not yet in that file; you can request a copy at privacy@tradersflow.co.uk.
• 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 can delete your data yourself, without contacting us, in the app or on the website:

Delete business data (Settings → Delete business data, business owners only) — deletes your business workspace: customers, jobs, quotes, invoices, payments, expenses, suppliers, purchases, stock, timesheets, staff records, agreements, tax settings, themes, uploaded files, your Hire listing and every link you have shared. Your login, regional settings, any subscription and your trial history stay, so you can start again.

Delete my account (Settings → Delete my account; customers: My Hire → Account → Delete my account) — deletes all of the above plus your login and profile, and signs you out on every device. It cannot be undone: a deleted account cannot be restored by signing back in, and signing up again with the same email creates a new, empty account.

To protect you, you must have signed in within the last 10 minutes with your password or Google, and type a confirmation word. Deletion cannot be started from a support-access session. We only tell you deletion is complete when every step has finished; if removing files or your sign-in needs another attempt, you see "in progress" and the account stays locked. Until automatic retries are scheduled, support may need to complete cleanup manually.

Your own records. You may be legally required to keep your business and tax records. Export them first (Settings → Account & Data → Export my data); we do not keep them for you after deletion.

Deletion does not cancel your subscription. Cancel a Google Play subscription in Play Store → Subscriptions → TradersFlow → Cancel subscription — only Google Play can do this — and a website subscription in Billing. If you later create a new account, a restored purchase gives you the plan only, never your old data.

Can't sign in? Email support@tradersflow.co.uk with the subject "Account deletion request"; we verify you own the account and complete the request within one month (up to two further months for complex requests, and we will tell you if so).

What we keep afterwards, and for how long, is in How long we keep your data. Your other rights are in Your GDPR rights.

Where you use TradersFlow to store personal data about your own customers, you are the controller of that data and TradersFlow acts as your processor. Our published Data Processing Addendum sets out the processing terms — roles, sub-processors, security, confidentiality, breach notification, international transfers, assistance with data subject requests, and return or deletion of data.

It applies alongside our Terms of Service and needs no signature for most customers. If your organisation requires a countersigned copy, email privacy@tradersflow.co.uk.

If you are in India, this section explains how this policy applies to you. It sits alongside the rest of the policy rather than replacing it.

• Who we are: AE TECHNOLOGIES GROUP LTD, a company registered in England and Wales under company number 17419062 and operating the TradersFlow service, is the Data Fiduciary for your TradersFlow account data. You are the Data Principal.
• Purpose: we process your personal data to provide the TradersFlow service you signed up for, to manage your trial and subscription, to keep the Service secure, and to support you — as described in Why we collect it.
• Your rights: you may request access to a summary of your personal data and our processing, correction or completion of inaccurate data, erasure of data we no longer need, and nomination of another person to exercise your rights if you are unable to. You may also withdraw any consent you have given.
• How to exercise them: email privacy@tradersflow.co.uk. Most account data can also be exported or deleted directly in the app.
• Grievance redressal: if you are unhappy with how we handled a request, write to our grievance contact at privacy@tradersflow.co.uk marking the subject "DPDP grievance". We aim to respond within 30 days. You may then escalate to the Data Protection Board of India once it is operational.
• Your own customers' data: where you enter details about your customers into TradersFlow, you act as the Data Fiduciary for that data and are responsible for having a lawful purpose and any required consent or notice.

Subscription payments in India are collected by Google Play under Google's own terms and privacy policy; we receive only subscription status, plan and purchase identifiers.

The Help Centre guides and the business calculators (job profit, markup and margin, break-even and tax percentage) run inside the app. We do not store what you type into a calculator, we do not attach it to your account or business records, and we do not send it to any third party. Which guides you open is covered by the ordinary first-party usage measurement described in Product usage analytics, and by Firebase Analytics in the Android app only if you accepted optional analytics. Guides saved to your account are stored against your account so they are available on your other devices, and are deleted when you unsave them or delete your account.

Guides and calculators are general information and estimating tools, not accounting, tax, financial or legal advice — see Terms — Help Centre, guides & business calculators.

TradersFlow includes optional AI features. They only run when you use them, and every AI request is made server-side by TradersFlow to OpenAI, our AI processing provider. Our OpenAI API key is stored as a server-side secret and is never sent to the app, the Android client or your browser.

• Ask TradersFlow — you ask a question and we send your question together with a limited extract of your own business records so the answer can be grounded in your data.
• Automated Business Insights — the insights themselves are detected by ordinary calculations on your account data. Where a plain-language explanation is generated, the figures behind that insight are sent to OpenAI to be worded.
• Create with AI — you describe what you want and we send your description plus the settings and catalogue information needed to prepare a draft quote, invoice, job, expense or customer message.
• Agreement writing help ("Improve") — on a draft agreement, if you ask, we send the wording of that one section plus relevant quote/job details (titles, descriptions, line items, quantities, recorded prices, total and recorded dates), the agreement type, country, currency and language, so clearer wording can be suggested. Customer and business names, contact details, addresses, bank details and tax identifiers are removed where practicable; anything else you typed into the wording itself may still be included.
• Agreement check ("Check agreement") — on a draft agreement, if you ask, we send the wording of all its sections that have wording, plus the same relevant quote/job details, agreement type, country, currency and language, so possibly missing or unclear practical details can be pointed out. The same removals apply: customer and business names, contact details, addresses, bank details and tax identifiers are removed where practicable, and signatures, customer links and acceptance history are never sent. To show the same result again for unchanged wording without another AI use, we keep a fingerprint (a one-way code) of the wording and the short list of points shown, never the wording itself, prompts or the full AI reply.

What may be sent. Only the information needed for the feature you asked for. Depending on the request this can include: business and tax settings (country, currency, tax label and registration status), finance totals, invoices and payment status, quotes, jobs, expenses, suppliers, purchases and purchase orders, materials and stock levels, customer and supplier names, and the prompt you typed. We deliberately exclude customer contact details (email addresses, phone numbers and postal addresses), bank details and tax identifiers from AI requests. Please avoid typing unnecessary personal information into an AI prompt.

We do not claim that nothing leaves TradersFlow. Using an AI feature involves a transfer of the relevant request content to OpenAI (United States) under our contract with them, safeguarded by Standard Contractual Clauses and the UK International Data Transfer Addendum. Content submitted through the OpenAI API is not used by OpenAI to train its models under its API terms, and OpenAI acts as our processor for this purpose. OpenAI may retain API request content for a limited period (up to 30 days under its standard API policy) for abuse and misuse monitoring before deleting it; we do not currently hold a zero-retention arrangement. If you do not want your data processed this way, simply do not use the AI features — the rest of TradersFlow works without them.

Logging, caching and limits. We record a usage row for each AI request (feature, timestamp, model, question length, token counts, latency and outcome) so we can apply plan-based fair-use limits, detect abuse, control cost and diagnose failures. Generated insight explanations are cached against your account so the same explanation is not regenerated unnecessarily. AI allowances depend on your plan (trial, Pro, Business, Founding) and are enforced on our servers.

AI output is assistive only. It can be inaccurate or incomplete, and nothing an AI feature produces is a final business record until you review and confirm it. See Terms — AI features.

Other automation. The Service also uses rule-based automation — reminders, overdue-invoice notices, recurring jobs, quote expiry, tax calculations from the settings you choose, stock level updates, and security/fraud signals. These do not make decisions with legal or similarly significant effects about you. Trial and subscription access checks are automated but are based solely on your own account, trial history and subscription status, and you can contact support if you think a check is wrong.

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

This policy is provided in English, and the English version is the authoritative version, even when you use the app in another language.

We may update this policy as the Service evolves — for example when we add features, change providers, launch in new countries, or respond to legal change. Each published revision shows a version number and "Last updated" date at the top of this page (currently version 3.4, 17 October 2026).

Minor clarifications take effect on publication. If we make material changes — such as new purposes, new categories of data, or a new processor handling your data — we will notify you by email or in-app at least 30 days before they take effect, unless a shorter period is required for legal or security reasons. Where a change relies on your consent, we will ask for it separately.

TradersFlow is operated by AE TECHNOLOGIES GROUP LTD, which is registered with the UK Information Commissioner's Office (ICO) as a UK data controller. ICO registration number: ZC241648. Registration date: 7 September 2026; registration expires: 6 September 2027.

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

AE TECHNOLOGIES GROUP LTD — a company registered in England and Wales under company number 17419062, with its registered office at 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom — is the data controller for the personal data described in this policy and operates the TradersFlow service. Our ICO registration number is ZC241648. For privacy questions, data subject requests (access, correction, export, deletion, objection), or to request our Data Processing Addendum, contact us using the details below.

• Service: TradersFlow
• Operated by: AE TECHNOLOGIES GROUP LTD — a company registered in England and Wales under company number 17419062, registered office 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom.
• General support: support@tradersflow.co.uk
• Privacy & data requests: privacy@tradersflow.co.uk
• Security disclosures: security@tradersflow.co.uk
• Registered office / postal address: AE TECHNOLOGIES GROUP LTD 71–75 Shelton Street Covent Garden London WC2H 9JQ United Kingdom
• Data protection: ICO registration number ZC241648. AE TECHNOLOGIES GROUP LTD is the data controller for account data described in our Privacy Policy.

Written notice by email to the addresses above is accepted as valid contact for the purposes of this policy. Formal correspondence may also be sent to our registered office shown above.

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 · Data Processing Addendum · Delete your account.