Privacy Policy

TraderHQ is a trading name used to provide the TraderHQ platform to UK freelancers and contractors. We are based in the United Kingdom and process personal data as the "data controller" for the information described in this policy, in accordance with UK GDPR and the Data Protection Act 2018 (as updated by the Data Use and Access Act 2026 — see the note at the end of this policy).

We collect the following categories of personal data:

• Account data — your name, email address, and password (stored securely, hashed, by our authentication provider).
• Invoice data — invoice references, amounts, due dates, and payment status that you enter to use the Recover tool.
• Client data — the names, email addresses, and (where you provide them) company details of your clients, which you add so we can send chase emails on your behalf.
• Payment data — your subscription and billing details. We never see or store your full card number — this is handled entirely by our payment processor, Stripe.
• Usage data — basic technical information such as log-in timestamps and device/browser type, used to keep the service secure and working properly.

We only collect data that we need to provide the service you've signed up for. Specifically, we use your data to:

• create and manage your TraderHQ account;
• send automated invoice chase emails to your clients on your behalf;
• generate contracts, quotes, tax estimates, and analytics you request;
• process your subscription payments;
• respond to support requests; and
• keep the platform secure and meet our legal obligations.

Our legal basis for this processing is that it is necessary to perform our contract with you (our Terms of Service), and in some cases our legitimate interest in running and improving the service securely.

We don't sell your data. We share data only with the third-party services that help us run TraderHQ, each of whom processes it under their own data protection obligations:

• Supabase — hosts our database and handles authentication.
• Stripe — processes subscription payments and billing.
• Resend — delivers the chase, notification, and account emails TraderHQ sends.
• Companies House API — used when you look up a company in the Companies tool. Searches you run are sent to Companies House's public register; we don't send your own personal data to them.

We may also disclose data where required by law, for example in response to a valid request from a court or regulator.

We keep your account and invoice data for as long as your account is active. If you close your account, we retain your data for 2 yearsafterwards — mainly so we can meet accounting and legal obligations and resolve any disputes — after which it is permanently deleted. You can ask us to delete it sooner; see "Your rights" below.

You have the following rights over your personal data:

• Access — request a copy of the personal data we hold about you.
• Rectification — ask us to correct inaccurate or incomplete data.
• Erasure — ask us to delete your data ("the right to be forgotten"), subject to any legal obligation we have to keep it.
• Portability — request your data in a structured, machine-readable format so you can move it elsewhere.
• Objection — object to certain kinds of processing, including where we rely on legitimate interest.
• Restriction — ask us to limit how we use your data while a request is resolved.

To exercise any of these rights, email hello@traderhq.co.uk. We'll respond within one month. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk if you think we've mishandled your data.

For any question about this policy or your data, email hello@traderhq.co.uk.

TraderHQ's ICO registration reference is [ICO REGISTRATION NUMBER — TO BE ADDED BEFORE LAUNCH]. You can verify our registration on the ICO's public register once live.

The Data Use and Access Act 2026, which received Royal Assent on 19 June 2026, introduces changes to UK data protection law. We keep this policy under review and will update it to reflect any changes to our obligations as those provisions come into force. We'll update the "last updated" date above whenever we make a change, and for significant changes we'll notify you by email.