Last updated: 20 September 2026
This policy explains what personal information TradeFlow collects, why, and how it's handled. It covers TradeFlow itself (the account holder using the app) and, where relevant, the customers of a TradeFlow business whose details get entered into the app.
If you sign up for TradeFlow to run your trade business, this policy covers your account information and the data you enter or connect. If you're a customer of a trades business that uses TradeFlow, your name, contact details, and job information may be stored in the app by that business — TradeFlow acts as a data processor for that business, which remains responsible for how it collects and uses your details in the first place.
Account & business details: your email address, business name, and password (stored securely by our authentication provider, never in plain text).
Business profile: anything you choose to add for your letterhead — ABN, licence number, address, phone, logo, and bank details for invoicing. Bank details are only ever visible to the business owner, not to staff logins on the same account.
Customer/lead data: names, emails, locations, and job details you enter manually or that are extracted from a connected Gmail inbox.
Gmail (if connected): read-only access to your inbox to find genuine customer enquiries and supplier invoices. Email text and, if present, photo and PDF attachments are sent to Anthropic's Claude AI to determine whether a message is a real enquiry or a supplier invoice, to extract details like the customer's name, job type or invoice amount, and to draft a suggested reply for you to review. TradeFlow never sends email on your behalf from your inbox — every drafted message is opened and sent by you.
Google Calendar (if connected): appointments you book through TradeFlow are created as real events in your connected calendar, including the customer's name, job details, and location.
Xero (if connected): invoice details are sent to your own connected Xero organisation only when you explicitly choose to push an invoice — never automatically.
Job paperwork: any documents and photos you upload against a job (certificates, safety forms, test reports, completion photos), stored privately and only accessible to your business.
Team members & timesheets: if you invite staff, we store their email address and role, and any hours they log against jobs.
Weekly summary: unless you switch it off in Settings, we email the business owner a summary of their own outstanding invoices, quotes and jobs each Monday. It goes to the owner only.
We use a small number of service providers to run TradeFlow, each only for the purpose described:
We don't sell personal information, and we don't share it with anyone else for advertising or marketing purposes.
All data is transmitted over encrypted connections (HTTPS). Access to a business's data is enforced at the database level — every login can only ever see the data belonging to their own business, even in the event of a bug elsewhere in the app. Staff logins have restricted access to sensitive settings (like bank details and integration connections) compared to the business owner.
We keep your data for as long as your account is active. If you close your account or ask us to delete your data, we'll remove your business and everything tied to it — leads, quotes, invoices, and connected integrations — within a reasonable time, except where we're required to keep something for legal or accounting reasons.
You can access, correct, or delete most of your business data directly in the app at any time. For anything you can't change yourself — including a full copy or full deletion of your data — contact us and we'll action it.
We use a small number of essential cookies to keep you signed in. We don't use third-party advertising or tracking cookies.
TradeFlow is a business tool and isn't directed at, or intended for use by, children.
If we make material changes to this policy, we'll let you know by email or with a notice in the app before the changes take effect.
Questions about this policy or your data? Contact us at [your contact email].