Privacy Policy

Last updated: 20 August 2026

1. What personal data we collect

Depending on how the Service is used, we collect:

• Account data: your name, email address, phone number, password, and the business details you provide when registering, such as company name, address and trade type.
• Billing data: your subscription and payment history. Full card details are never held by us, they're processed and stored directly by Stripe, our payment processor.
• Content you create: job records, customer records, estimates, invoices, documents, notes and messages you enter into the Service, including any personal data about your own customers that this contains, such as their name, email, phone number and address.
• Customer portal data: if you use the customer portal, your customers' login activity, messages and responses to estimates.
• Usage and device data: how you use the Service, including log data, IP address and browser type, mainly for security and troubleshooting.

2. How we use it

We use personal data to:

• provide, maintain and secure the Service, including your account, billing, and the features you actively use, such as invoicing, scheduling and the customer portal;
• send service communications, such as job updates, invoice and estimate emails to your customers on your behalf, and account or billing notices to you;
• respond to support requests you send us, including through the contact form or support chat;
• detect, investigate and prevent fraud, abuse or security incidents;
• comply with our legal obligations, for example around tax and accounting records.

We do not sell personal data, and we do not use your customers' data for our own marketing purposes.

3. Our legal basis for processing

Where we process your data directly, we rely on performance of our contract with you (providing the Service you've subscribed to), our legitimate interests (such as keeping the Service secure and improving it), and, where required, your consent. Where we process your customers' data on your behalf, this is done under contract with you, and you remain responsible for having a lawful basis to share that data with us in the first place.

4. Who we share data with

We share personal data with a small number of third-party providers who help us run the Service, each only to the extent needed for their role:

• Stripe — payment processing and subscription billing.
• Mailgun — sending transactional emails, such as invoices, estimates and account notices.
• DigitalOcean — secure cloud storage for documents and files you upload.
• Google Maps — displaying job locations and addresses on the map view.
• Cloudflare Turnstile — verifying that form submissions come from a real person, not a bot.
• Zapier — powers the support chat widget, if you choose to use it.
• QuickBooks Online — only if you actively connect your account, in which case invoice and estimate data is synced to your own QuickBooks company at your direction.

Each of these providers processes data under their own privacy policy and, where applicable, a data processing agreement with us. We may also disclose personal data where required by law, or to protect our rights, users, or the public.

5. International transfers

Some of the providers listed above may process data outside the UK or European Economic Area. Where this happens, we rely on appropriate safeguards, such as Standard Contractual Clauses or an equivalent adequacy decision, to make sure your data stays protected to UK standards wherever it's processed.

6. How long we keep data

We keep Account data and Content for as long as your account is active. If you cancel your Subscription, we keep your Content so you can reactivate at any time. If your Account remains inactive for 30 days or more following cancellation, we reserve the right to permanently delete your Content, as set out in Section 5 of our Terms and Conditions. We may keep limited billing records for longer where we're legally required to, such as for tax purposes.

7. Cookies

We use a small number of strictly necessary cookies to keep you signed in and to keep the Service secure, including session cookies and a cookie set by Cloudflare Turnstile to verify form submissions. We do not currently use advertising or analytics cookies. If that changes, we'll update this policy and, where required, ask for your consent first.

8. 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 data;
• ask us to delete your data, subject to our legal retention obligations;
• ask us to restrict or object to certain processing;
• receive your data in a portable format;
• complain to the Information Commissioner's Office (ICO) at ico.org.uk if you're unhappy with how we've handled your data.

If you're a customer of one of our Account holders rather than an Account holder yourself, please contact that business directly first, since they control what data is entered into the Service about you. We'll assist them in responding to your request.

9. Children

The Service is intended for business use only and is not directed at, or intended to be used by, children. We do not knowingly collect personal data from children.

10. Changes to this policy

We may update this Privacy Policy from time to time. Where changes are material, we'll notify you by email or via a notice within the Service, consistent with how we handle changes to our Terms and Conditions.

11. Contact us

If you have any questions about this policy or how we handle personal data, please contact us at:

KLIK4 Ltd (trading as Tradentrix)
Company number: 12578548
Registered office: 20-22 Wenlock Road, London, England, N1 7GU
Email: support@tradentrix.co.uk