Privacy policy

What we collect

• Your account: email address, password (stored only as a secure hash) and name.
• Your business details: name, contact details, address, tax number, bank details for invoices and your logo.
• Your work: messages, emails and voice notes you send in, and the quotes, invoices, payments and reminders made from them.
• Your clients' details: names, phone numbers, emails, addresses, and photos, voice notes or proof of payment they send through your links.
• Running data: AI usage (which feature, tokens and cost), counts of actions such as "quote sent", and error reports. Visitor IP addresses are used to limit abuse and are only kept in scrambled (hashed) form.

How we use it

• To run the service for you: drafting, sending what you approve, reminders and your weekly summary.
• To keep it secure and working: limits, error reports and fixing problems.
• To bill paid plans and send account emails, such as password resets.

We don't sell personal information, show ads, or use your data or your clients' data to train AI models.

Your clients' information

For your clients' details, you decide what is collected and why, and we process it on your behalf, only to run Trade Admin for you. Use it only for your work with them. Clients who ask us about their information are referred to you, and we'll help you answer them.

Who we share it with

Only the service providers that run parts of Trade Admin, each bound to protect it and use it only for that job:

• Supabase stores the database, logins and files.
• Vercel hosts the app.
• Anthropic drafts quotes, reminders and help answers with AI from the text you give it.
• Deepgram turns voice notes into text.
• Resend sends and receives email.
• Paddle sells and bills paid plans as merchant of record.

Some of them store or process information outside South Africa, including in the United States and the European Union, under agreements that protect it to the standard the law requires. We also disclose information when the law makes us.

Cookies

We use only the cookies needed to keep you logged in. No advertising or third-party tracking cookies.

How long we keep it

While your account is open. When you delete your account from the account page, your business, clients, documents and files are deleted straight away; copies in backups are gone within 30 days. Billing records are kept by Paddle as tax law requires.

Security

Data is encrypted in transit and at rest, each business can only reach its own records, and files are private and shared only through short-lived links.

Your rights

Under the Protection of Personal Information Act (POPIA) and similar laws you can ask to see, correct, export or delete your information, and object to how it's used. Most of this you can do yourself in the app; for anything else contact Help and support in the app's account menu. If you're unhappy with our answer you can complain to the Information Regulator or the privacy regulator where you live.

Changes

We'll update the date at the top when this policy changes, and email you first about changes that matter.