Privacy notice

Trades Office prepares quotes, invoices and payment reminders for tradespeople. It holds two kinds of personal data: the details of the tradespeople who use it, and the names, addresses and e-mail addresses of their customers. For the second kind the tradesperson is the controller and we process it on their instructions, under the data processing terms they accept in their account.

Who is responsible

Data controller for this service: Armen Sarkisian, Komitas 57, 0032 Yerevan, Armenia. Questions about your data: privacy@vitersoft.com.

What is stored

• Your business details as you enter them: names, address, phone, e-mail, VAT number, bank details for invoices.
• Your price list, your customers (name, address, e-mail, householder or business) and your job requests.
• The quotes and invoices we prepare, their status, and a log of what was done and by whom.
• Who accepted the service terms, and when.

We do not store IP addresses and we do not take card payments on this site.

How long

For as long as the account exists. The owner can delete the account from the settings page: everything goes at once, and we count each of our tables afterwards to confirm nothing is left. An account that was requested but never signed in to is removed automatically after 30 days. Sign-in links are stored only as a hash and removed within a day of expiring. Keeping copies of invoices for HMRC is the business's own duty — print or save them before deleting.

Who else sees it

• Cloudflare, Inc. (USA and EU) — runs the application.
• Supabase (EU, Frankfurt) — the database. Only our server can read it.
• Sendinblue SAS, 9-17 rue Salneuve, 75017 Paris, France (trading as Brevo) — sends sign-in links and “ready for your approval” messages to the tradesperson. It never e-mails your customers: quotes, invoices and reminders are sent by a person from your own mailbox. Brevo registers when a letter is opened; we cannot switch that off per message.
• PostHog (EU, Germany) — counts how the tool is used: numbers and categories, no names, no amounts.
• OpenRouter, Inc. (USA) — only when the assistant asks for suggested quote lines: the text of the job request and the names of your price-list items (not the prices) are sent to a language model. Requests are routed only to providers that retain nothing (zero data retention).

Where a recipient processes data outside the UK or the EEA, the transfer is covered by Standard Contractual Clauses.

Cookies

One: the sign-in cookie. The analytics use no cookies and no local storage, so there is no banner.

Your rights

You can ask for a copy of your data, have it corrected, or delete it yourself in settings. You can complain to the Information Commissioner's Office (ico.org.uk). If you are a customer of a tradesperson who uses us, write to that tradesperson first; we help them answer.