Privacy Policy

This Privacy Policy explains how Tradechase ("Tradechase", "we", "us") collects, uses, and protects personal data when you use our website and app (together, the "Service"). We are committed to handling your data carefully and in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Tradechase is a tool that helps tradespeople follow up on their quotes and invoices — sending timely reminder messages to their own customers so they win more work, collect more reviews, and earn repeat business.

For the purposes of data protection law, the data controller is:

RorysWork Ltd

Wegnall's Mill, Presteigne, Powys, LD8 2LD

Registered in England & Wales, company number 17100750

Email: hello@tradechase.app

2. Data we collect

We collect the following categories of personal data:

• Account data — your name, email address, and the details you provide when you sign up or set up your business profile (for example your business name, trade, logo, and contact details).
• Google account data — if you choose to sign in with Google and connect your mailbox, we receive your Google profile (name, email, profile picture) and permission to send email on your behalf. See section 3.
• Business content you add — the customers, jobs, quotes, invoices, documents, certificates, and message templates you create or upload in the app. This may include personal data about your customers (their name, email address, and phone number). See section 6.
• Messaging data — the content, timing, and delivery status of the emails and SMS messages you schedule and send through the Service.
• Usage & device data — basic technical information such as your device type, browser, and app interactions, which we use to operate and improve the Service and to keep it secure.

3. Google account data

If you connect your Google account, Tradechase requests the send-only Gmail permission (the gmail.send scope). This lets the Service send the follow-up emails you set up from your own address, so replies come straight back to you.

What this permission does and does not allow:

• We can send emails that you have created or scheduled in the app.
• We cannot read, search, download, or delete the emails already in your mailbox. The send-only scope does not grant access to your inbox.

To send on your behalf, we securely store the access and refresh tokens Google issues. You can disconnect your Google account at any time from within the app or from your Google account permissions, which revokes our access and deletes the stored tokens.

Limited Use disclosure. Tradechase's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular:

• We only use Google user data to provide and improve the email-sending features you have asked for.
• We do not use Google user data for advertising.
• We do not sell Google user data.
• We do not transfer Google user data to others except as necessary to provide or improve the Service, to comply with applicable law, or as part of a merger or acquisition.
• We do not allow humans to read your Google user data unless we have your explicit consent for a specific purpose, it is necessary for security or to comply with the law, or the data has been aggregated and anonymised.

4. How we use your data

• To create and manage your account and business profile.
• To send the follow-up emails and SMS messages you schedule, on your behalf, to your customers.
• To send you service notifications (for example reminders, delivery updates, and account alerts).
• To operate, maintain, secure, and improve the Service.
• To provide support and respond to your requests.
• To comply with our legal obligations.

We do not sell your personal data, and we do not use it for third-party advertising.

5. Lawful basis for processing

We rely on the following lawful bases under the UK GDPR:

• Contract — to provide the Service you have signed up for.
• Consent — where you connect your Google account or opt in to certain communications. You can withdraw consent at any time.
• Legitimate interests — to secure, maintain, and improve the Service, provided your rights do not override those interests.
• Legal obligation — where we must process data to comply with the law.

6. Your customers' data (you are the controller)

When you add your own customers to Tradechase and send them messages, you are the data controller for that customer data and Tradechase acts as your data processor — we process it only on your instructions to deliver the Service.

As the controller of your customers' data, you are responsible for:

• Having a lawful basis to hold their details and to contact them by email and SMS.
• Complying with the UK GDPR and the Privacy and Electronic Communications Regulations (PECR).
• Honouring any opt-out or unsubscribe requests, and keeping their details accurate and up to date.

Your responsibilities are set out more fully in our Terms of Service.

7. Who we share data with

We share data with trusted service providers ("sub-processors") who help us run the Service. They act on our instructions and are bound to protect your data. These currently include:

• Google — sign-in and sending email on your behalf.
• Supabase — database, authentication, and file storage hosting.
• Twilio — sending SMS messages.
• Cloudflare — website and app hosting, content delivery, and security.

We may also disclose data where required by law, to protect our rights, or in connection with a business sale or reorganisation. We will update this list as our providers change.

8. International transfers

Some of our providers process data outside the UK. Where data is transferred internationally, we rely on appropriate safeguards such as UK adequacy regulations or Standard Contractual Clauses (with the UK Addendum) to protect it.

9. How long we keep data

We keep your account and business data for as long as your account is active. If you close your account, we will delete or anonymise your personal data within a reasonable period, unless we are required to keep it to comply with a legal obligation. Google tokens are deleted as soon as you disconnect your Google account.

Message records. When you send a quote, invoice, chaser or text through Tradechase, we keep a record of it — the recipient's email address or mobile number, the subject or message text, and whether it was delivered. We keep these records for 13 months from the date they were sent, then delete them automatically. Thirteen months means your annual service reminders still work year on year, without us holding your customers' contact details indefinitely.

If you close your account, these records are deleted along with the rest of your data rather than being kept for the remainder of the 13 months. Your customers can ask us to remove their details at any time — see Your rights below.

10. Security

We use reasonable technical and organisational measures to protect your data, including encryption in transit (HTTPS), access controls, and reputable infrastructure providers. No online service can be guaranteed to be completely secure, but we work hard to protect your information and to keep it that way.

11. Your rights

Under UK data protection law you have the right to:

• Access the personal data we hold about you.
• Ask us to correct inaccurate or incomplete data.
• Ask us to delete your data ("right to be forgotten").
• Restrict or object to certain processing.
• Request a copy of your data in a portable format.
• Withdraw consent where we rely on it.

To exercise any of these rights, contact us at hello@tradechase.app. You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO), though we'd appreciate the chance to resolve any concern first.

12. Cookies & local storage

We use essential cookies and browser local storage to sign you in and keep you signed in, and to make the Service work. These are necessary for the Service to function. If we introduce optional cookies (for example analytics) in future, we will ask for your consent first and update this policy.

13. Children

Tradechase is a business tool intended for people aged 18 and over. It is not directed at children, and we do not knowingly collect data from anyone under 18.

14. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will change the "Last updated" date at the top of this page, and for significant changes we will let you know within the app or by email.

15. Contact us

If you have any questions about this policy or how we handle your data, please email us at hello@tradechase.app.