Legal
Privacy Policy
How Traden handles your information, processes customer enquiries and uses AI to help run the working day.
Last updated 27 September 2026.
Who we are
Traden AI LTD, trading as Traden, is the controller for account, website, billing, security, support and product usage information that we decide how to use. You can contact us about privacy at admin@traden.uk.
The address on our ICO registration is 18 Chaffinch Close, Cannock, WS12 1UH.
ICO registration
Traden AI LTD is registered with the Information Commissioner's Office under data protection registration reference ZC235222. Our certificate records a registration date of 31 August 2026 and an expiry date of 30 August 2027.
You can check the current entry in the ICO register of fee payers using that reference. This is an ICO data protection registration, not a certification of GDPR compliance. Our responsibilities under the UK GDPR and Data Protection Act 2018 apply to the personal data we process.
Who this applies to
This policy applies to Traden account holders, team members, website visitors, support contacts and people whose enquiries or contact details are processed through a Traden-connected trade business.
Information we collect
- Account details such as name, email address, authentication status and subscription state.
- Business profile details such as trade type, services, pricing notes, service areas, hours, tone, safety limits and booking preferences.
- Customer enquiry data such as names, contact details, message content, job descriptions, photos or attachments you choose to process, job notes and conversation history.
- Operational data such as login events, security records, device/browser details, audit logs and app usage needed to operate and secure Traden.
- Connected service data from providers you choose to connect, such as WhatsApp Business, calendar providers and billing providers.
Purposes and lawful bases
The table below describes processing for which Traden acts as controller. When we process a trade business's customer messages, jobs and documents on its behalf, that business determines the lawful basis and we follow its instructions as processor, as explained under “Customer message data”.
| Purpose | Examples | Lawful basis |
|---|---|---|
| Provide the service | Create accounts, run onboarding, maintain business profiles, manage account access and provide support. | Contract with the account holder, and legitimate interests in administering business accounts and supporting people who contact us. |
| Communications | Send verification emails, password resets, service notices, support replies and important operational updates. | Contract, legitimate interests, and legal obligation where a notice is required by law. |
| Security and abuse prevention | Protect accounts, audit admin actions, detect misuse, rate limit requests and investigate suspicious activity. | Legitimate interests in keeping Traden, users and customer records secure. |
| Billing and administration | Manage subscriptions, payments, invoices, accounting records, disputes and tax records. | Contract and legal obligation. |
| Product improvement | Understand reliability, fix bugs, improve workflows and measure feature use. | Legitimate interests for essential product telemetry. Consent where optional analytics cookies or similar storage are used. |
| Marketing | Send product news or offers where permitted. With your optional cookie consent, use Meta Pixel on landing and onboarding pages to measure Meta ad visits and signup progress. Meta may use the events for ad attribution and audiences. | Consent for Meta Pixel advertising measurement. Consent or legitimate interests may apply to other marketing, depending on the message and relationship. You can withdraw optional cookie consent or opt out of marketing at any time. |
Optional website and setup measurement
With analytics consent, Traden records pseudonymous visits and controlled setup events in its private database and can send fixed, sanitised events to configured Google Analytics. With separate advertising consent, it retains sanitised campaign keys and can privately link a measured journey to a validated registration. Optional events contain step IDs, safe error categories and technical timings, not form answers, messages or internal account IDs sent to advertising providers. See our Cookie Policy for purpose choices and storage periods.
Optional raw Traden history and the associated private acquisition link are deleted after 90 days of inactivity, or when you withdraw consent through cookie preferences. Essential account, verification, trial, integration and verified subscription-payment records remain separate and follow the existing operational and financial retention policy. Their aggregate reports do not reconstruct declined-consent browsing histories.
AI processing and automatic replies
Traden processes customer conversations and your saved business profile to understand enquiries, gather job details and send suitable replies automatically. These replies do not require your approval before each message is sent. The relevant conversation and business context may be processed by the AI infrastructure used to provide these features.
Questions needing your judgement are flagged as “Needs You” with the customer context. Traden may still answer unrelated routine questions using verified information while your decision is pending. Automatic replies stop when the customer asks for a person, you take over, or automation is paused. You can review the context and respond yourself.
Customer and job information can also be used to prepare draft quotes and invoices. You can review and edit those documents before approval or sending. Your business remains responsible for informing its customers about this processing and use of AI, and for the lawful basis on which their information is processed.
Customer message data
When Traden processes customer enquiry, message, job, document or contact data on behalf of a trade business, the trade business is normally the controller of that data and Traden acts as its processor. The trade business is responsible for giving its customers any required privacy information and for deciding the lawful basis, retention period and response to data rights requests.
Traden processes that customer message data only to provide, secure and support the service, or as otherwise instructed by the trade business. This includes storing customer records, organising enquiries, sending suitable automatic replies, handing conversations to the business when needed, supporting bookings, generating workspace views, helping with documents, maintaining audit/security records and powering connected services the trade business chooses to use.
Traden remains an independent controller for the information we decide how to use ourselves, such as account registration, billing, security, support, service analytics, legal compliance and platform administration data.
Connecting Gmail and Google Calendar
Gmail connection and syncing are currently paused. Google Calendar connection and syncing are currently paused. Earlier imported messages, job records and connected-account information may still remain in Traden under the retention and deletion practices below. The pause does not itself delete historical Google data.
Connecting Google services is optional. If Gmail connection is available and you choose to connect it, Traden receives your Google account email address and profile information to identify the connected mailbox. It reads email headers, message bodies and attachment information to recognise customer enquiries and keep their conversation context. It can send replies from that mailbox, including automatic replies using your saved business information and controls.
If Google Calendar connection is available and you choose to connect it, Traden reads event details and availability to show your schedule and avoid clashes. It creates, changes and cancels job events as part of your booking workflow. Event details can include titles, descriptions, times, locations and contact information.
Relevant customer email content, job details and conversation context are processed by Google's Gemini API or OpenAI's API to understand enquiries and prepare replies and business actions. Render runs the application and its background processing. Supabase stores workspace records and generated document archives. Workspace records include imported messages, connected-account information, booking records and operational history. Connection tokens are encrypted, and encrypted database backups are retained for recovery.
Traden's use of information received from Google Workspace APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. We use this information to provide the user-facing Traden features described here. We do not use it to develop, improve or train non-personalized AI or machine-learning models.
Imported messages and job records remain in your workspace until removed under the retention and account-deletion processes described below. The current automatic cleanup periods for settled raw inbound payloads, AI audit content and delivery payloads are 30, 180 and 90 days respectively. Active work, disputes and recovery holds can delay cleanup. These periods do not mean that the corresponding conversation or job record is deleted. Backup copies expire separately through backup rotation.
You can disconnect Gmail or Calendar in Integrations to remove Traden's stored connection tokens and stop future access through that connection. Disconnecting does not erase records already imported into Traden or remove messages and events from your Google account. You can also revoke Traden's access in your Google Account connections. Use Traden's account-deletion controls or contact admin@traden.uk about deletion of records held in Traden.
Sharing and processors
We share information only where needed to run Traden, provide connected services, meet legal obligations or protect the platform. Providers may include hosting, database, analytics or logging infrastructure, payment processors, email delivery, WhatsApp Business services, calendar services and AI infrastructure used to power product features.
Customer responsibilities
If you use Traden for your trade business, you are responsible for telling your own customers how their enquiries and contact details are handled, and for making sure you have a lawful basis to process their messages through Traden and connected services. You are also responsible for deciding how long to keep customer records in Traden and for handling customer access, deletion, objection or correction requests where you are the controller.
You should not upload or connect information you do not have the right to process.
International transfers
Traden is operated from the United Kingdom, but some providers we use or connect to may process personal data in other countries, including the United States or countries where connected services operate. Where a transfer is restricted by UK data protection law, we rely on a permitted mechanism, such as UK adequacy regulations, appropriate safeguards including the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, or an applicable exception under that law.
You can contact us at admin@traden.uk if you want more information about the relevant transfer safeguards for a specific provider.
Retention
Generated document defaults are six years after the relevant configured financial year-end for invoices and accepted quotes, 12 months after closure for unsuccessful quotes, and 90 days of inactivity for abandoned drafts. Draft deletion requires an email warning at least 14 days beforehand. Disputes, active work, unpaid invoices and owner retention holds can extend these periods. Financial records are retained when the business has not configured its year-end. Businesses can export documents before account closure and remain responsible for their own recordkeeping obligations. File deletion is retried if storage is unavailable; backup copies expire under the applicable backup policy.
We keep personal data only for as long as needed for the purpose it was collected, unless a longer period is required for legal, tax, accounting, security, dispute or legitimate business reasons. If we do not set a fixed period, we use criteria such as account status, subscription status, connected service requirements, whether a record is needed for an active workflow, legal limitation periods, audit needs and deletion requests.
- Business setup can be saved before you create an account. These server-side drafts are encrypted and expire after seven days; expired drafts are removed by application cleanup. Some unsent answers are also held in your browser tab to recover a form, as explained in our Cookie Policy.
- Account and business profile records are usually kept while the account is active and for a reasonable period after closure so we can handle support, billing, security and legal issues.
- Customer enquiry, message, job, document and workflow records are kept while the trade business keeps them in Traden, unless deletion is requested or required.
- Security, audit, backup and log records are kept for limited periods based on security, continuity and investigation needs.
- Billing, tax and accounting records may be kept for the period required by law.
You can request deletion of account data, subject to information we must keep or where the trade business using Traden remains the controller of the customer record.
Your rights
Under UK data protection law, you may have rights to access, correct, delete, restrict or object to the use of your personal data, and to data portability. Where processing is based on consent, you can withdraw consent at any time. Where we rely on legitimate interests, you have the right to object and we will consider your objection.
Contact admin@traden.uk to make a privacy request. We may need to verify your identity before responding. If your request concerns a trade business using Traden for its own customers, we may direct you to that business or help them respond as their processor.
Complaints
We would like the chance to resolve privacy concerns first, so please contact admin@traden.uk. You also have the right to complain to the Information Commissioner's Office, the UK supervisory authority for data protection.
ICO contact details: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Website: ico.org.uk/make-a-complaint.
Cookies
Our cookie use is described separately in the Cookies notice. Meta Pixel advertising measurement on landing and onboarding pages is only used after you accept optional cookies.