Privacy Policy
Last updated 11 November 2026
TradeReputation is run by [your company name] (company number [company number]), [registered address]. We are registered with the Information Commissioner's Office (ICO) under number [ICO registration number]. You can contact us at hello@tradereputation.co.uk.
This policy explains what personal data we collect when you use TradeReputation, why, and your rights under UK data protection law.
Two roles: you and us
Your own data (your account, business details and documents): we are the controller. Your customers' data (the names, mobile numbers and email addresses you type in to ask for a review, and the names and addresses on your invoices and guarantees): you are the controller and we are your processor. We only handle that data to provide the service to you, on your instructions. You are responsible for having a lawful reason to contact your customers and for only asking people who have used your services.
What we collect
| Data | Why we need it | Legal basis |
|---|---|---|
| Your email address, mobile number, password (stored only as a scrypt hash), business name | To create and secure your account and check the email and number are really yours | Contract; legitimate interests (preventing fraud and abuse) |
| Business details, logo, VAT and company number, bank details (encrypted) | To put on the invoices and certificates you create | Contract |
| Links to your Google, Trustpilot, TrustATrader and Checkatrade pages | To build your review links and QR codes | Contract |
| Review requests: customer name, mobile number, optional email, which sites and channel, when it was sent, and whether the link was opened or clicked | To show you who you have asked and let you remind them | Contract (you are the controller) |
| Documents you upload or fetch (insurance, certificate of incorporation, other) and the share links you create | To store them and let you share them | Contract |
| Invoices and guarantee certificates you create, including customer names and job addresses | To store and re-issue them, and to show the guarantee verification page | Contract |
| Subscription status and Stripe customer reference. We never see or store your card number. | To take payment and manage your plan | Contract; legal obligation (accounts) |
| IP address and basic request logs, held briefly | Security, rate limiting and fixing faults | Legitimate interests |
Cookies
We use one cookie, called sid, to keep you signed in. It is strictly necessary, so no consent banner is needed. We do not use advertising or analytics cookies. If that changes we will ask you first.
Who we share data with
We use these providers to run the service. Each only receives what it needs: our hosting provider; Stripe (payments); our email provider and Twilio (to send your verification codes); Google (to look up your business and read Google Maps links); Companies House (public company records). We do not sell personal data. We may disclose data if the law requires it.
Some providers are outside the UK. Where that is so, we rely on the UK's approved transfer safeguards.
Messages to your customers
TradeReputation does not send messages to your customers. When you press Text, WhatsApp or Email, your own phone or email app opens with a message ready, and you send it from your own account. Please make sure that you only message people you have worked for.
How long we keep data
We keep your data while your account is open. When you delete your account (Account screen, "Delete my account") we delete your account, business, requests, documents, invoices and guarantees straight away, apart from encrypted backups that are overwritten within 35 days and records we must keep by law, such as payment records held by Stripe. Verification codes expire after 15 minutes. Request logs are kept for no more than 30 days.
Your rights
You can ask us to access, correct, delete, restrict or move your data, and object to how we use it. You can download your data and delete your account yourself from the Account screen. For anything else, email hello@tradereputation.co.uk. If a customer of yours asks us about their data, we will point them to you. You can complain to the ICO at ico.org.uk or on 0303 123 1113.
Security
Connections use HTTPS, passwords are hashed, bank details are encrypted, files are private, and share links can be switched off. No system is perfectly secure. If a breach affects you we will tell you and, where required, the ICO.
Changes
If we change this policy in a way that matters, we will tell you by email or in the app before it takes effect.