TradeOS

Privacy Policy

Last updated: 2 October 2026

1. Introduction and Data Controller

James Handford trading as TradeOS ("we", "us", or "our") operates the TradeOS Platform and is the data controller responsible for your personal information. This Privacy Policy explains how we collect, use, process, disclose, and safeguard your data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Please read this Privacy Policy carefully. If you do not agree with our data practices, do not use the Platform. For questions about how we handle your data, contact us at privacy@jointradeos.com.

2. Information We Collect

We collect information in the following categories:

Account Information

  • Full name, email address and mobile number. Business owners give a mobile number when they sign up; we use it for your account and support.
  • Company name, VAT number, and business address
  • Billing address and payment information (processed by Stripe; we do not store credit card details)
  • Login credentials and account preferences
  • Professional qualifications and certifications (where relevant)
  • If you sign up as an apprentice, your confirmation that you're 18 or over, and when you gave it

Client Records and Business Data

  • Client names, contact details, and addresses
  • Job descriptions, specifications, and timelines
  • Invoice and quote line items, pricing, and payment terms
  • Certificate data, inspection results, and professional assessments
  • Photographs, site documents, and supporting evidence

Usage Analytics and Technical Data

  • IP address, browser type, operating system, and device information
  • Pages visited, features used, and time spent on the Platform, only if you accept analytics (see section 8)
  • Error reports when the app fails, and performance measurements if you accept analytics
  • Information kept in your browser's storage on your device (see section 8)

Communication Data

  • Support requests, feedback, and inquiries you send us
  • Email communications between you and TradeOS
  • Messages and notes within the Platform
  • Calls and text messages between you and TradeOS
  • Whether you have agreed to hear about offers by phone or text, when you agreed or changed your mind, and the wording you agreed to

You control what business data (client records, invoices, certificates) you upload. We do not require this data; you choose to provide it.

3. Legal Basis for Processing Your Data

We process your personal information on one or more of the following legal bases under UK GDPR:

  • Contract: Processing necessary to perform our agreement with you (providing the Platform, billing, support, and contacting you about your account)
  • Consent: Where you have agreed to it, for example to hear about offers by phone or text, or to analytics. You can withdraw your consent at any time.
  • Legal Obligation: Where required by law (e.g., fraud prevention, record retention)
  • Legitimate Interests: Where processing serves our legitimate business interests and does not override your rights (e.g., security, improving the Platform)

4. How We Use Your Data

We use your information for:

  • Provide the Platform: To deliver TradeOS services, manage your account, and process transactions
  • Generate Documents: To create invoices, quotes, certificates, and site documents based on your data
  • Improve Features: To identify technical issues and develop new features, using usage patterns only if you accept analytics
  • Customer Support: To respond to inquiries, resolve issues, and provide assistance
  • Account and Support Contact: To contact you about your account, its security and your support requests, using the mobile number you gave us. We only use it for offers if you have agreed to that.
  • Security and Fraud Prevention: To detect unauthorized access, prevent fraud, and protect the Platform
  • Marketing (only with your consent): To tell you about new features, updates and offers by email, and by phone or text if you ticked "Happy to hear about offers from TradeOS by phone or text". You can withdraw consent at any time (see section 7).
  • Legal Compliance: To comply with legal obligations and respond to lawful requests from authorities

5. Data Storage and Security

Storage Location: Your data is stored by our hosting provider, Base44, in the United States. Base44 encrypts data in transit (TLS 1.2 or higher) and at rest (AES-256), including its backups.

Security Measures:

  • Encryption of stored data (AES-256), by our hosting provider, Base44
  • HTTPS/TLS encryption for all data in transit
  • Within the Platform, only TradeOS administrator accounts can see records across accounts
  • Base44's security is independently audited (SOC 2 Type II, ISO 27001) and penetration-tested at least once a year
  • Automatic, encrypted backups by Base44, deleted on a set schedule
  • Data isolation between user accounts (multi-tenancy)

Data Retention: We keep your personal information while your account is open, or as long as we need it to provide the Platform. We have not yet set a fixed retention period for business records; when we do, we will publish it here. If you ask us to delete your account or your data, we will reply within one month (see section 7) and delete it, except what the law requires us to keep (for example, tax records). Copies in Base44's backups are deleted on its own schedule.

Responsibility: You are responsible for maintaining backups of your data. TradeOS is not liable for data loss due to your failure to back up information.

6. Data Sharing and Disclosure

We do not sell, trade, or transfer your personal information to third parties for marketing purposes.

We may share data in these limited circumstances:

  • Service Providers: Base44 (hosting, database and file storage, sign-in, analytics if you accept it, and some email), Stripe (subscription payments) and Resend (email). Base44 uses sub-processors of its own, including OpenAI and Anthropic for our AI features: when you use one, such as Tools AI or photo analysis for certificates, what you type and the records or photos it works on are sent to them to produce the answer.
  • Legal Requirements: When required by law, court order, or government request (we will notify you where legally permitted)
  • Business Transfer: If TradeOS is involved in a merger, acquisition, bankruptcy, or sale of assets, your information may be transferred as part of that transaction
  • Consent: Where you explicitly consent to sharing data with third parties

Base44, Stripe and Resend each process your data under a data processing agreement that forms part of their terms of service.

7. Your Rights Under UK GDPR

You have the following rights regarding your personal information:

  • Right to Access: Request a copy of all personal information we hold about you (Subject Access Request)
  • Right to Correction: Request correction of inaccurate or incomplete data
  • Right to Deletion: Request deletion of your data ("Right to be Forgotten"), subject to legal retention obligations
  • Right to Data Portability: Request your data in a portable, machine-readable format (e.g., CSV, JSON)
  • Right to Restrict Processing: Request that we limit how we use your data while you resolve a dispute
  • Right to Object: Object to certain types of processing (e.g., marketing by email, phone or text, and profiling)
  • Right to Withdraw Consent: Withdraw consent for any processing based on your consent (e.g., marketing), without affecting prior processing. To stop offers by phone or text, turn off "Offers by phone or text" in Settings → Notifications, or reply STOP to any text from us.
  • Right to Lodge a Complaint: File a complaint with the Information Commissioner's Office (ICO) at ico.org.uk

To exercise these rights, contact us at privacy@jointradeos.com with your request. We will respond within one month. If a request is complex, or you send us several, we may take up to two further months; if so, we will tell you within the first month. We may request proof of identity to verify your request.

8. Cookies and Browser Storage

TradeOS does not set cookies of its own. It keeps a few things in your browser's storage on your device. The first three are needed for TradeOS to work as you asked, so they are kept without asking; analytics is kept only if you accept.

  • Sign-in: the token that keeps you signed in
  • Preferences: your analytics choice, how you sort your lists, and messages you have dismissed
  • Your work on this device: a copy of a certificate you are filling in, so it is not lost if your connection drops, and your Tools AI conversation history
  • Analytics, only if you accept: a random ID that Base44's built-in analytics uses to group the pages and features you use in one visit. Until you choose, and if you reject, nothing is stored or sent for analytics. We do not use Google Analytics, advertising cookies or any other third-party analytics.

We ask the first time you visit. You can change your choice at any time, on each device you use: in Settings → Data & Account → Usage analytics, or here:

Payments open on Stripe's own checkout page, which Stripe runs under its own privacy and cookie policies.

You can delete this storage by clearing this site's data in your browser settings. If you do, you will be signed out, and unsaved work on that device will be lost.

9. International Data Transfers

Some of our providers process your data outside the UK, including in the United States: Base44 (hosting and storage, United States), Stripe, Resend, and the sub-processors Base44 uses (such as OpenAI and Anthropic for our AI features). Each protects these transfers under its data processing agreement, using safeguards UK data protection law allows, such as:

  • Standard Contractual Clauses, with the changes UK law requires
  • The UK Extension to the EU-US Data Privacy Framework

10. Children's Privacy

TradeOS is not intended for users under 18 years of age. We do not knowingly collect personal information from minors. If we become aware that we have collected data from a child under 18, we will promptly delete it and notify the parent or guardian. If you believe we have collected information from a minor, contact privacy@jointradeos.com immediately.

11. Third-Party Links and Services

TradeOS may contain links to external websites and third-party services. We are not responsible for the privacy practices of external sites. Please review the privacy policies of any third-party services before providing your information.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. We will notify you of material changes via email or through a prominent notice on the Platform. Your continued use of TradeOS after such changes constitutes your acceptance of the updated Privacy Policy.

Contact Us

For privacy inquiries, data subject requests, or to report privacy concerns:

James Handford trading as TradeOS
Privacy contact: privacy@jointradeos.com
Support: support@jointradeos.com
Address: 16 Little Copse Road, Hassocks, BN6 8PQ

We reply to privacy requests within one month (see section 7).

Information Commissioner's Office (ICO)

If you are not satisfied with our response to your privacy concern, you have the right to lodge a complaint with the UK Information Commissioner's Office:

ICO
Website: ico.org.uk
Telephone: 0303 123 1113
Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Can we use analytics?

If you accept, our hosting provider, Base44, keeps a random ID in your browser and records which pages and features you use, so we can see what to improve. Nothing is stored or sent for analytics unless you accept, and TradeOS works the same either way. Privacy policy