1. Who we are
TradesFlow AI is a trading name operated in the United Kingdom. We provide AI receptionist and business automation services for tradespeople. For data protection purposes, TradesFlow AI acts as a data processor on behalf of our trade business clients, who are the data controllers for their customers' information.
Contact: Info@TradesFlowAI.co.uk
2. What data we collect and why
When a member of the public interacts with Amy (our AI receptionist) on a tradesperson's website, the following information may be collected during the conversation:
- First name
- Phone number
- Property address (including postcode)
- Description of the work required
- Urgency level
- Date and time of the enquiry
This information is collected for the sole purpose of passing a job enquiry to the relevant tradesperson so they can follow up and provide a quote.
We also collect basic website analytics (page views, browser type, approximate location) via standard server logs. We do not use tracking cookies or third-party analytics platforms.
3. Legal basis for processing
We process personal data on the basis of legitimate interests — specifically, the legitimate interest of the person making an enquiry in having their request passed to a tradesperson who can help them, and the legitimate interest of the tradesperson in receiving business enquiries.
Where we process data on behalf of our trade business clients, we do so under their instructions and their own legal basis for processing.
4. Where your data goes
Enquiry data collected via Amy is transmitted securely to a Google Sheet accessible only to the relevant tradesperson and to TradesFlow AI for support purposes. Data is processed via:
- Anthropic (Claude AI) — for generating Amy's conversational responses. Anthropic's privacy policy applies to data processed through their API.
- Cloudflare — for secure transmission of data between the website and our systems.
- Google Workspace — for storage of enquiry data in Google Sheets.
We do not sell, rent or share personal data with any third parties for marketing purposes.
5. How long we keep your data
Enquiry data is retained in the relevant tradesperson's Google Sheet for as long as that tradesperson is a TradesFlow AI client, or until they delete it, or until you request deletion. We do not retain data in our own systems beyond what is necessary for the operation of the service.
6. Your rights under UK GDPR
If your personal data has been collected via Amy, you have the right to:
- Access the data held about you
- Request correction of inaccurate data
- Request deletion of your data
- Object to processing
- Complain to the ICO (ico.org.uk) if you believe your data has been mishandled
To exercise any of these rights, contact us at Info@TradesFlowAI.co.uk and we will respond within 30 days.
7. Cookies
This website does not use tracking cookies, advertising cookies, or any third-party analytics cookies. The only data stored in your browser is a small session token to maintain your chat conversation with Amy for the duration of your visit. This is deleted when you close your browser.
8. Security
All data is transmitted over encrypted HTTPS connections. Access to Google Sheets containing enquiry data is restricted to the relevant tradesperson and authorised TradesFlow AI staff. We apply rate limiting and abuse prevention measures to Amy to prevent misuse.
9. Children
Our services are not directed at children under 16. We do not knowingly collect personal data from children.
10. Changes to this policy
We may update this policy from time to time. The date at the top of this page will reflect when it was last changed. Continued use of our services after an update constitutes acceptance of the revised policy.
11. Contact
For any privacy-related questions: Info@TradesFlowAI.co.uk