TradeMatrix

1. Who we are

TradeMatrix ("we", "us", "our") provides CRM software for trade businesses via tradematrixapp.uk.

For personal data relating to your account and use of the Service, we act as a data controller.

For Customer Data (data you upload about your own customers), we act as a data processor on your behalf.

Contact: support@tradematrixapp.uk

2. What data we collect

We collect and process the following categories of data:

Account data: name, email address, company name, password (securely hashed).

Profile data (optional): phone number, avatar/profile image, working hours and preferences.

Billing data: billing identifiers and subscription status. Payment processing is handled by third-party providers (e.g. Stripe). We do not store full card details.

Usage and technical data: IP address, browser type and device information, log data.

Customer Data (uploaded by you): customer names and contact details, job, quote and property information, communications and notes.

3. How we use your data

We process personal data under the following lawful bases:

Contractual necessity: to provide and operate the Service, manage your account and subscriptions, process payments and billing.

Legitimate interests: to improve and maintain the Service, monitor usage, prevent fraud and abuse, develop new features.

Legal obligations: to comply with applicable laws (e.g. tax, accounting, regulatory requirements).

Consent: to send marketing communications (only where you have opted in).

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

4. Communications

We may send you service-related emails, including account notifications, trial and billing reminders, system updates and security notices. These are necessary for the operation of the Service and cannot be opted out of while you have an active account.

We will only send marketing emails where you have given explicit consent, and you can opt out at any time.

5. Customer Data you upload

You may upload and manage personal data relating to your own customers. In relation to this data, you are the data controller and we act as a data processor.

We process this data only on your instructions and do not access it except where necessary to provide support or maintain the Service.

You are responsible for ensuring you have a lawful basis to collect and process this data, and for complying with applicable data protection laws.

6. Third-party services and integrations

We use trusted third-party providers ("sub-processors") to operate the Service, including:

Supabase (database and authentication)
Stripe (payments)
Mailgun (transactional email delivery)
Google services (e.g. Gmail, Calendar, Maps — only if you connect them)
Hosting infrastructure providers

Where you connect third-party integrations, you authorise us to access and process data from those services on your behalf. Your use of those services is subject to their own terms and privacy policies.

7. Data retention

We retain your personal data for as long as your account is active. After account closure you may export your data for up to 30 days, after which data is deleted from active systems. Backups may be retained for up to 90 days before permanent deletion.

We may retain certain records (e.g. invoices, audit logs) where required for legal or regulatory purposes.

8. International data transfers

Some sub-processors may process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, including UK adequacy regulations and Standard Contractual Clauses (SCCs).

9. Security

We implement appropriate technical and organisational measures to protect your data, including encryption in transit (TLS), encryption at rest where applicable, role-based access controls, and logical separation of customer data.

If a data breach occurs that is likely to result in risk to your rights and freedoms, we will notify affected users without undue delay.

10. Your rights (UK GDPR)

You have the right to access, correct, or request deletion of your personal data, object to or restrict processing, request data portability, and withdraw consent. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO).

To exercise your rights, contact support@tradematrixapp.uk.

11. Cookies

We use cookies and similar technologies to operate and improve the Service. For full details, please see our Cookie Policy.

12. Changes to this policy

We may update this Privacy Policy from time to time. Where changes are material, we will notify you by email or in-app notification.