Privacy Policy.

01Who We Are

TradieNotes ("we", "us", "our") operates tradienotes.co.uk, an AI-powered invoicing tool for UK tradespeople and small businesses, operated by TradieNotes Limited, a company incorporated in New Zealand. We are committed to protecting your privacy and handling your data responsibly.

For privacy enquiries, contact us at [email protected].

02What Data We Collect

We collect the following information when you use TradieNotes:

• Account data: Your email address, business name, VAT number (if provided), hourly rate, and your logo if you upload one — provided when you register or update your profile.
• Invoice data: Client names, addresses, job descriptions, labour and material line items extracted from your uploaded photos or voice input.
• Payment data: Payment is processed by Stripe. We do not store your credit card details — only a payment reference ID.
• Usage data: Basic server logs including IP address and browser type, retained for security purposes.
• Uploaded images & voice: Photos of your handwritten notes or voice recordings, processed by AI and then discarded — we do not permanently store your uploaded images or voice data.

03How We Use Your Data

We use your data to:

• Generate and deliver your invoice and quote PDFs.
• Email invoices and quotes to you and your customers, including payment reminders you choose to send. We keep a note of when a reminder was sent and to which address.
• Pre-fill your details on future invoices (if you have an account).
• Maintain your invoice history in your dashboard.
• Improve the service and troubleshoot technical issues.

04Third-Party Services

TradieNotes uses the following third-party services to operate:

05Data Retention

We retain your account and invoice data for as long as your account is active. Logos you upload are kept until your account is deleted, including earlier ones you've replaced, so past invoices and quotes keep showing the logo they were made with. You can delete your account yourself at any time in Settings: your account, saved invoices and quotes, and logos are deleted straight away. Download anything you want to keep first. You can also email us to delete it, and we will do so within 30 days. Records of payments you made to us (amounts and dates) are kept by our payment provider, Stripe, for up to 6 years for legal and tax compliance purposes, consistent with HMRC record-keeping requirements.

06Your Rights

You have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate information.
• Delete your account and associated personal data (in Settings, or by emailing us).
• Receive a copy of your data in a portable format.

07Security

We take reasonable steps to protect your data, including encrypted connections (HTTPS), hashed passwords, and secure database storage on Railway's European infrastructure. However, no system is completely secure and we cannot guarantee absolute security. In the event of a data breach that affects your personal information, we will notify you as required by applicable law.

08Cookies

TradieNotes uses session cookies to maintain your login state and preserve invoice data between steps. We do not use advertising or tracking cookies. We do not use third-party analytics cookies or behavioural tracking.

09Children's Privacy

TradieNotes is intended for use by adults and registered businesses. We do not knowingly collect data from anyone under 18. If you believe we have inadvertently collected information from a minor, please contact us and we will delete it promptly.

10UK GDPR Rights

If you are a UK resident, you have rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, including the right to access your personal data, the right to rectification, the right to erasure, and the right to object to processing.

We do not sell personal information. To exercise your UK GDPR rights, contact us at [email protected]. We will respond within 30 days as required by law.

11Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of significant changes via email. Continued use of the service after changes are posted constitutes acceptance. The date of the most recent update is shown at the top of this page.

12Contact

For any privacy concerns or data requests, contact us at [email protected].