Privacy Policy | TradeVault

Template notice: This is a starting-point privacy policy. Before publishing, replace the placeholders in [brackets] and have it reviewed by a qualified data-protection adviser or solicitor so it accurately reflects how TradeVault actually processes data and meets your obligations under UK GDPR and the Data Protection Act 2018.

Last updated: [Date]

1. Who we are

TradeVault (“we”, “us”, “our”) provides a construction workforce and commercial management platform. For the purposes of UK data protection law, the data controller is [Registered company name], [registered address], company number [number].

If you have any questions about this policy or your personal data, contact us at admin@tradevaultapp.co.uk.

2. The information we collect

Depending on how you use TradeVault, we may collect:

Enquiry details — name, company, email, phone number and any message you send when you request a demo or contact us.
Account & user details — names, contact details, roles and login information for people using the platform.
Workforce & operative data — entered by our customers to manage their teams, which may include names, contact details, qualifications, CIS information, payment records and related documents.
Site & commercial data — plots, bookings, drawings, applications, invoices, retention, costs and similar records.
Technical data — basic information such as IP address, browser type and usage data collected to keep the service secure and working.

3. How we use your information

To respond to enquiries and arrange and follow up on demos.
To provide, operate, secure and improve the TradeVault platform.
To process workforce, site and commercial records on behalf of our customers.
To meet legal, tax and regulatory obligations.
To communicate with you about your account or important service changes.

4. Lawful basis for processing

We rely on one or more of the following lawful bases under UK GDPR:

Legitimate interests — to respond to enquiries, run and improve our service and keep it secure.
Contract — to provide the platform to customers who have signed up.
Legal obligation — where we must keep or share data to comply with the law.
Consent — where you have given it, for example for certain marketing messages.

5. Controller and processor roles

Where our customers enter their own workforce, site and commercial data into TradeVault, that customer is the data controller for that information and we act as a data processor, handling it on their instructions under a separate data-processing agreement. For our own enquiry, marketing and account data, we are the controller.

6. Sharing your information

We do not sell your personal data. We may share it with:

Trusted service providers who help us run the platform (for example hosting, email and analytics), under appropriate contracts.
Professional advisers, or authorities, where required by law.
A successor organisation in the event of a business sale or reorganisation.

Where any provider processes data outside the UK, we take steps to ensure an appropriate level of protection as required by law.

7. How long we keep it

We keep personal data only for as long as necessary for the purposes set out above, to provide the service, and to meet legal, accounting or reporting requirements. Customer data is retained in line with our agreement with that customer.

8. How we protect your data

We use appropriate technical and organisational measures — such as access controls, encryption in transit and secure hosting — to protect personal data against loss, misuse and unauthorised access. No system can be guaranteed completely secure, but we work to keep your information safe.

9. Your rights

Under UK data protection law you have the right to: be informed about how your data is used; access your data; have inaccurate data corrected; have your data erased in certain circumstances; restrict or object to processing; and request data portability. To exercise any of these rights, contact us using the details above.

10. Cookies

This website uses only the cookies and similar technologies necessary to function and, where applicable, to understand how the site is used. [Update this section to reflect the analytics or marketing cookies you actually use, and add a cookie banner if required.]

11. Complaints

If you have a concern about how we handle your data, please contact us first. You also have the right to complain to the UK’s Information Commissioner’s Office (ICO) at ico.org.uk.

12. Changes to this policy

We may update this policy from time to time. Any changes will be posted on this page with a revised “last updated” date.

13. Contact

TradeVault — [Registered company name]
Email: admin@tradevaultapp.co.uk