Last updated: 27 January 2026

This privacy notice for Tradecert Limited ("we", "us", or "our") explains how and why we collect, use, store, and share personal data when you use our services ("Services"), including when you:

• Visit our website at tradecert.app
• Use the Tradecert application
• Contact us, purchase subscriptions, or engage with marketing

If you do not agree with this notice, please do not use our Services.
Questions can be sent to info@tradecert.app.

SUMMARY OF KEY POINTS

• We process personal data to provide electrical certification software and related AI-assisted features
• We track equipment and calibration dates to send helpful reminders
• We may share anonymised equipment usage data with manufacturers to improve industry standards
• With your consent, we may share your contact details with selected suppliers
• We may earn affiliate commissions from supplier recommendations
• We use third-party AI providers strictly to return requested outputs under contractual safeguards
• We act as both a data controller and a data processor, depending on the data
• You have rights under UK GDPR, including access, correction, deletion, and the right to lodge a complaint with the ICO

OUR ROLE UNDER GDPR

Tradecert Limited acts as:

• Data Controller for account data, billing data, analytics, and marketing communications
• Data Processor for certificate data, photos, notes, and installation documentation uploaded by users when we process that data on their behalf

Users remain the data controllers for certificate content relating to their customers.

INFORMATION WE COLLECT

Personal information you provide:

• Name, email address, phone number
• Company details and professional credentials
• Subscription and billing information
• Certificate data, installation documentation, notes, and observations
• Images of electrical installations and distribution boards
• Equipment and test instrument details (make, model, serial numbers, calibration dates)

Information collected automatically:

• Device and usage data
• Log and diagnostic data
• Approximate location (derived from IP, where enabled)

HOW WE USE YOUR INFORMATION

We process personal data to:

• Provide and operate the Tradecert application
• Generate and store electrical certificates
• Perform AI-assisted extraction, validation, and text generation
• Send essential service communications
• Manage subscriptions and payments
• Improve reliability, performance, and security
• Comply with legal obligations
• Track equipment calibration dates and send reminders
• Provide equipment recommendations and supplier offers (with your consent)
• Share aggregated, anonymised usage data with equipment manufacturers and industry partners

AI-ASSISTED PROCESSING

We use third-party AI service providers to analyse and interpret uploaded certificates, photos, and notes in order to deliver AI-assisted features such as:

• Auto-populating certificate fields
• Extracting data from distribution board photos
• Generating suggested observation wording

These providers act strictly as data processors under our instruction and are contractually prohibited from:

• Using your data to train or improve their own models
• Retaining your data beyond the processing operation
• Using your data for any purpose other than delivering the requested service

We do not train our own AI models on your data.

Only the minimum data required to deliver the requested AI feature is sent, and it is processed under contractual safeguards including data processing agreements compliant with UK GDPR requirements.

The AI processing does not involve automated decision-making that produces legal effects or similarly significantly affects you. All AI-generated suggestions remain subject to your review and approval.

EQUIPMENT TRACKING AND CALIBRATION REMINDERS

We track details of your test equipment, including make, model, serial numbers, and calibration due dates, to provide helpful reminders and services.

Calibration reminders:

• We will send you reminders when your equipment calibration is due
• These reminders may include recommended suppliers or affiliate links
• You can opt out of calibration reminders at any time in your account settings

Aggregated equipment data:

• We may share anonymised, aggregated statistics about equipment usage with manufacturers and industry partners
• This data does not identify individual users
• This helps improve product development and industry standards

Supplier recommendations:

• With your consent, we may share your contact details with selected equipment suppliers and wholesalers
• This is always opt-in and you can withdraw consent at any time
• We may earn affiliate commissions from supplier recommendations

Equipment data is processed on the legal bases of:

• Performance of a contract
• Legitimate interests (for anonymised industry insights)
• Consent (for sharing identifiable contact details with suppliers)

LEGAL BASES FOR PROCESSING

We rely on the following lawful bases under UK GDPR:

• Performance of a contract – for core app functionality, certificates, AI-assisted features, and equipment calibration tracking
• Legal obligation – where required by law
• Legitimate interests – for service improvement, fraud prevention, business operations, and anonymised industry insights
• Consent – for marketing communications, supplier contact sharing, and advertising audiences

You may withdraw consent at any time.

LEGITIMATE INTERESTS

Where we rely on legitimate interests, we have assessed that processing is necessary and does not override your rights. This includes:

• Service improvement
• Security and fraud prevention
• Business operations
• Anonymised industry insights
• Calibration reminders

You have the right to object to this processing by contacting info@tradecert.app.

SHARING YOUR INFORMATION

We may share data with:

• Hosting and infrastructure providers
• AI service providers acting as processors
• Payment processors
• Email and SMS service providers
• Analytics and advertising platforms (only where lawful)
• Equipment manufacturers and industry partners (aggregated, anonymised data only)
• Equipment suppliers and wholesalers (only with your explicit consent)

We do not sell personal data.

INTERNATIONAL DATA TRANSFERS

Some service providers process data outside the UK.

Where this occurs, we rely on appropriate safeguards such as UK-approved Standard Contractual Clauses and contractual GDPR-equivalent protections.

DATA RETENTION

We retain personal data as follows:

• Account and certificate data: We retain account information, certificates, photos, notes, and related records for as long as your account remains open. Many users rely on long-term access to historical certificates, including if they pause or stop using the service temporarily.

• Inactive or unpaid accounts: If your account becomes inactive or you stop paying for the Services, we may continue to retain your data so that it remains available should you return, unless you instruct us to delete it.

• Deletion on request: You may request deletion of your account and associated personal data at any time. Where requested, we will delete or anonymise personal data unless we are legally required to retain it.

• Billing and financial records: Retained for 6 years as required by tax and accounting laws.

• Marketing consent records: Retained for as long as necessary to demonstrate compliance.

• Backups: Retained for up to 90 days for security and recovery purposes, after which they are overwritten or deleted.

MARKETING COMMUNICATIONS

Service communications (cannot be opted out):

• Account notifications and security alerts
• Subscription confirmations and billing notices
• Essential service updates

Calibration reminders (can be opted out):

• Equipment calibration reminders
• May include affiliate links

Marketing communications (opt-in only):

• Product updates
• Industry news
• Supplier offers (requires separate consent)

You can manage preferences via account settings, unsubscribe links, SMS replies, or by contacting info@tradecert.app.

YOUR PRIVACY RIGHTS

You have the right to:

• Access your data
• Correct inaccuracies
• Request deletion
• Restrict or object to processing
• Request data portability
• Withdraw consent
• Lodge a complaint with the ICO

Requests can be made via info@tradecert.app.

AUTOMATED DECISION-MAKING

We do not use automated decision-making that produces legal or similarly significant effects.
AI features provide suggestions only and remain under your control.

SECURITY

We apply appropriate technical and organisational measures including encryption, access controls, and staff training. No system is completely secure.

CHILDREN’S DATA

Tradecert is not intended for users under 18. We do not knowingly collect data from minors.

DATA PROTECTION CONTACT

Email: info@tradecert.app
ICO: ico.org.uk | 0303 123 1113

CHANGES TO THIS NOTICE

We may update this notice from time to time. The “Last updated” date reflects the current version.

CONTACT DETAILS

Tradecert Limited
111-113 High Street
Evesham, Worcestershire
WR11 4XP
England

Company number: 15542281
VAT number: 503816901

PRIVACY POLICY