This policy explains what information TradeProof ("we", "us") collects when you use our website and web application, how we use it and the choices you have.
1. Information we collect
- Account information: your name, email address, company name, phone, address and logo, and your password (stored hashed).
- Subcontractor information you add: business names, contact names, email addresses, phone numbers, trades and notes.
- Documents uploaded by subcontractors: certificates of insurance and W-9 forms, and the details read from them (insurer, policy numbers, limits, dates, legal name, address). W-9 taxpayer identification numbers are stored encrypted; only the last 4 digits are shown in the app.
- Usage and security data: activity inside your account (for its activity log), sign-in times, devices and IP addresses of your sessions, and emails the Service sends.
- Billing information: your plan and subscription status. Card details are collected and stored by our payment provider, not by us.
2. How we use it
- to provide the Service: store documents, check compliance, send requests and reminders;
- to keep accounts secure and prevent abuse;
- to answer support requests and send service emails (like trial and billing notices);
- to bill paid plans through our payment provider;
- to understand and improve the Service.
We do not sell your personal information and we do not use it for advertising.
3. Service providers
We share information only with providers that help us run the Service:
- Hosting and database (Lovable Cloud, built on Supabase): stores account data and documents.
- AI document reading (an AI model provider, reached through our hosting platform): reads uploaded certificates and W-9s to extract their details. Documents are sent only for that purpose.
- Email delivery (Resend): sends requests, reminders and notices.
- Payments (Paddle.com): our reseller and Merchant of Record; processes payments and handles sales tax under its own privacy policy.
We may also disclose information if required by law or to protect the rights and safety of our users and the Service.
4. Cookies and browser storage
We use your browser's storage for things the Service needs: keeping you signed in and remembering small preferences (such as tips you dismissed).
On our public pages (home, pricing, demo, security, help, contact and sign-in), we also use advertising cookies from Google Ads to measure our ads and to show them to people who may be interested in TradeProof. These cookies are not used inside your TradeProof account, the dashboard or the document upload pages. You can control cookies in your browser settings, and manage Google ad personalization at adssettings.google.com.
5. Security
Data is sent over encrypted connections (HTTPS) and stored in private storage. Documents are only reachable through short-lived links, access is limited to members of your company, and you can turn on two-step verification. No system is perfectly secure, but we work to protect your information and will notify affected customers of a breach as required by law.
6. How long we keep it
We keep your information while your account is active. When you request account deletion, everything — company, subcontractors, documents, files and logins — is permanently deleted 30 days later. Some records may be kept longer where the law requires (for example, billing records held by our payment provider).
7. Your choices and rights
- Download all your data at any time from Settings → Your data.
- Correct your information in Settings, or ask us to.
- Delete your account from Settings, or ask us to.
- Unsubscribe from reminder emails using the link in each email.
Depending on where you live (for example California, the EU/UK or Brazil), you may have additional rights to access, correct, delete or port your data, or to object to some processing. Email support@usetradeproof.com and we will respond within 30 days.
8. Subcontractors
If you are a subcontractor, the contractor who invited you decides what to collect and is responsible for your information in their account; we process it on their behalf. You can contact that contractor, or us, with questions.
Saved certificates. On a contractor's upload page you can choose to save your certificate of insurance under your email address, so you can send it to other contractors who use TradeProof. Saving or sending always needs a one-time code we email to you, and a contractor only receives a certificate when you choose to send it. W-9 forms are never saved this way. You can delete your saved certificates at any time from any upload page; copies you already sent stay with those contractors. Saved certificates are deleted automatically 30 days after they expire.
9. International transfers
Our providers may store and process information in the United States and other countries. We rely on their safeguards to protect it wherever it is processed.
10. Children
The Service is for businesses and is not directed to anyone under 18.
11. Changes
We will post updates here with a new date, and tell account owners about important changes by email. See also our Terms of Service.
12. Contact
Privacy questions: support@usetradeproof.com.