Privacy Policy

Last Updated: 13 October 2026

This policy explains what personal data TradelineAI Limited ("TradelineAI", "we", "us") holds, why we hold it, who we share it with, how long we keep it and the rights you have. TradelineAI Limited is registered in England and Wales (company number 16868958) at 3rd Floor, 86-90 Paul Street, London, United Kingdom.

We hold personal data in two different roles:

As a controller for our own customers, website visitors, affiliates, people who call our own sales and demo lines, and businesses we contact about our service. We decide how that data is used, and this policy covers it in full.
As a processor for the callers of the businesses that use TradelineAI. When you ring a business and our AI assistant answers, that business decides how your details are used, and we handle them only on its instructions. Section 9 explains what that means for you.

1. What we collect

1.1 Customers

Account details: your name, email address, phone number and password (stored only as a one-way hash)
Business details: business name, trade, address, service areas, opening hours and the greeting and questions you set up for your assistant
Billing: your plan, subscription status and payment history. Card and bank details are entered with our payment provider and never reach us.
Usage: call minutes used, when you last signed in and messages you send our support team
How you found us: the advertising campaign or link you arrived from, if you accepted cookies (see section 7)

1.2 Calls answered for customers

We hold these on behalf of the business that was called:

The caller's phone number, and the time and length of the call
A recording and a written transcript of the call
Details the caller gives, such as their name, address and the job they need doing
A short AI-generated summary and classification of the call

1.3 Affiliates

Your name, email address and referral code
UK bank details for payouts, stored encrypted
Visits through your referral link (the page visited and the browser type, not IP addresses), the customers you refer and the commission earned

1.4 Our own sales and demo lines

If you call our sales or demo line, your phone number, a recording and transcript of the call, and any details you give
If you are a business we contact about TradelineAI, the business contact details we hold (usually taken from public sources such as your website or business listings) and a record of our conversations

1.5 Website visitors

With your consent, how you use our website, through Google Analytics
A security check when you sign up, to tell people from automated sign-ups
Technical information your browser sends, such as its type and your IP address, which our hosting provider uses to deliver and protect the site

2. Why we use it, and our lawful basis

Purpose	Lawful basis
Providing the service: answering calls, texting you call summaries, showing your calls and leads in your dashboard	Contract with you
Taking payment, managing your subscription and counting call minutes against your plan	Contract with you
Keeping billing and tax records	Legal obligation
Sending service emails: account security, usage warnings, changes to your plan or these policies	Contract with you, and our legitimate interest in running the service safely
Preventing fraud and abuse, and keeping the service secure	Legitimate interests
Running the affiliate programme and paying commission	Contract with the affiliate
Answering calls to our sales and demo lines, and contacting businesses about our service	Legitimate interests in promoting our business. You can object at any time and we will stop.
Website analytics and recording which campaign or referral link brought you to us	Consent, which you can withdraw at any time
Handling callers' details for the businesses that use TradelineAI	We act on the business's instructions; the business is responsible for the lawful basis

We do not sell personal data.

3. How we use AI

An AI voice assistant answers calls on the business's behalf, following the greeting and questions the business has set up.
Each call is transcribed, and AI language models write a short summary and a classification of it (for example, a new job enquiry or a supplier call).
We use AI to help draft content for our website. That doesn't involve personal data.

None of this makes decisions about people that have legal or similarly significant effects. The business that was called decides what to do with each enquiry.

We do not use call recordings, transcripts or callers' details to train AI models.

4. Who we share it with

We use carefully chosen service providers to run TradelineAI. Each handles personal data only to provide its service to us, under a written agreement that requires it to keep the data secure:

Telephone and text message providers, which connect calls and send texts
AI voice and language model providers, which answer calls and produce transcripts and summaries
Website and database hosting, file storage and network security providers
Our payment provider, which takes payments and holds card and bank details
Our email delivery provider
Google, for website analytics if you accept analytics cookies

Customers can ask us for the current list of the providers that handle their callers' data, and we tell customers before adding a new one.

We may also share personal data:

With the police, regulators or courts where the law requires it, or to prevent fraud or protect people's safety
With professional advisers such as our accountants and lawyers
With a buyer or investor if TradelineAI is sold or restructured, under the same protections as this policy

5. Where your data is stored

Our database and call servers are in the United Kingdom. Some of our providers process data in the European Union or the United States, including our call and AI providers and our website host.

The EU is covered by UK adequacy regulations. For the United States, we rely on the UK Extension to the EU-US Data Privacy Framework where the provider is certified under it, and otherwise on the International Data Transfer Addendum to the European Commission's standard contractual clauses. You can ask us for more information about these safeguards.

6. How long we keep it

Data	How long
Call recordings	90 days, then the audio is deleted. The transcript, summary and lead stay with the account.
Calls, transcripts and leads	While the customer's account is open. The customer can delete any call at any time.
Customer accounts	While you have a subscription or trial. Once you don't, we delete the account 12 months after you last signed in (or after your access ended, if later). We email you 30 days before, and signing in again keeps the account. You can delete your account yourself at any time.
Billing and tax records	6 years, as required by HMRC. These are kept even if your account is deleted, but stripped of everything not needed for that purpose.
Calls to our sales and demo lines	12 months
Businesses we have contacted about our service	24 months after our last contact, unless they become a customer
Email addresses that have unsubscribed from sales emails	Kept on a do-not-contact list for as long as we send sales emails, so we never email them again
Affiliate referral visits	90 days
Advertising click IDs and referring websites recorded at signup	12 months. After that we keep only the campaign name.
Server logs	Overwritten automatically within weeks. Phone numbers, email addresses and names are masked before anything is logged.

7. Cookies

We only set the cookies needed to run the site until you choose "Accept" on our cookie banner. You can change your choice at any time with the "Cookie settings" link at the bottom of every page. Rejecting after accepting deletes the optional cookies.

Cookie	What it does	Lasts
Always set (needed to run the site)
authjs.* (sign-in session)	Keeps you signed in to your dashboard	Until you sign out, or 30 days
cookie_consent	Remembers your cookie choice	1 year
Cloudflare Turnstile	Security check on the signup form, to stop automated sign-ups	The session
Only with your consent
_ga, _ga_*	Google Analytics: counts visits and shows which pages are used	2 years
tb_signup_meta	Records the advertising campaign or website that brought you to us, so we know which ones work	30 days
tb_aff	Records the affiliate who referred you, so they are credited and you get the longer referral trial	90 days

8. Your rights

Under UK data protection law you have the right to:

Get a copy of the personal data we hold about you
Have inaccurate data corrected
Have your data deleted
Restrict how we use your data, or object to us using it, including for marketing
Receive your data in a machine-readable format
Withdraw consent at any time, where we rely on it

Customers can download their data and delete their account from the Settings page of the dashboard. For anything else, email support@tradelineai.com. We will reply within one month, and there is no charge.

If you are unhappy with how we have handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

9. If you called a business that uses TradelineAI

Some businesses use TradelineAI to answer their phones. If you called one of them, our AI assistant answered for that business, and the call was recorded so your enquiry could be passed on accurately.

The business you called is responsible for your details. It decides how they are used and how long they are kept, within the limits in section 6.
We pass your details to that business only. We don't use them for our own purposes or contact you ourselves.
To get a copy of your details or have them deleted, contact the business you called. If you contact us instead, we will pass your request to them and help them answer it.

10. How we protect it

Data is encrypted in transit, and our database and file storage are encrypted at rest
Call recordings are only available through private links that expire after a few minutes
Passwords are stored only as one-way hashes, and affiliate bank details are encrypted
Access to personal data is limited to the people who need it, and every data export or deletion we carry out is logged

No system is completely secure. If a breach puts your data at risk, we will tell you and the ICO as the law requires.

11. Children

TradelineAI is a service for businesses and is not intended for anyone under 18. If you believe a child has given us personal data, contact us and we will delete it.

12. Changes to this policy

We may update this policy from time to time. If a change materially affects how we use your data, we will email customers before it takes effect. The date at the top of this page shows when it was last updated.

13. Contact us

For questions about this policy or your personal data, contact us at:

Email: support@tradelineai.com

TradelineAI Limited

3rd Floor, 86-90 Paul Street, London, England, United Kingdom

See also our Terms & Conditions and Fair Use Policy.