Privacy Policy

1. Our Role

• Controller: We are the controller for the data of people who use our websites and hold an account, and for the signing audit trail.
• Processor: When a business uses Tradear to answer its phone calls, keep its customer records or send documents, that business is the controller for its customers' and callers' data, and we process it on the business's behalf and on its instructions, under our Data Processing Agreement. If you called a business that uses our AI Virtual Receptionist, that business decides how your information is used; you can ask them, or us, about it. See what happens when you call a business that uses Tradear.

2. Data We Collect

• Account Information: Your name, email address, phone number and business details when you register or set up your workspace.
• Document Data: The documents (PDFs, DOCX, etc.) you upload, the people you send them to, and the signed versions the Service produces.
• Signing Audit Data: To show that a signature is genuine, we record IP addresses, timestamps, email and code verification results and browser details during signing.
• Business Records: The customers, jobs, quotes, invoices, bills and receipts you keep in Tradear.
• Phone Calls (AI Virtual Receptionist): For calls to a business that uses it: the caller's phone number, a written transcript of the call, the details the caller gives (such as name, address and what the job is), and a summary with how urgent it seems. The audio of a conversation with the AI is not recorded. If the AI is unavailable and the caller leaves a voicemail, the voicemail audio is recorded and stored, and transcribed.
• Payments: Your subscription and payment status. Card and bank details are handled by Stripe and GoCardless; we don't store them.
• Website Use: Essential cookies and local storage to keep you signed in, and, only if you accept, analytics and advertising cookies (see section 8).

3. How We Use Your Data and Why We're Allowed To

• Providing the Service (contract): uploading, sending, signing and storing documents; answering calls and passing the details to the business; invoicing and records.
• Security & Fraud Prevention (legitimate interests): spotting misuse and protecting accounts and the platform.
• Signing Audit Trails (legitimate interests and legal claims): keeping evidence that a document was signed, which may be relied upon in legal proceedings.
• Phone Calls (the business's legitimate interests in taking its calls): the AI tells each caller that it is an AI assistant taking notes for the team. Callers may mention health or other sensitive matters; we only keep what the business needs to deal with the call.
• Analytics and Advertising (your consent): only if you accept cookies; you can change your mind at any time.
• AI & Automated Processing: We use AI to transcribe and summarise calls, extract details from documents and draft content. It is not used for profiling, credit scoring or decisions with legal or similarly significant effects on you.

4. Who We Share Data With

We do not sell your personal data. We share it only with the providers ("subprocessors") that run parts of the Service for us:

• Google Cloud / Firebase: hosting, sign-in, the database (London) and file storage (United States), and the server that answers calls (Netherlands).
• Google (Gemini, Speech-to-Text and Text-to-Speech): AI that transcribes and understands calls and voicemail, extracts document details and drafts content. Google does not use this data to train its models.
• Telnyx: phone numbers, call connection, SMS alerts and voicemail recording. Telnyx also keeps a copy of voicemail recordings in its own storage.
• Stripe and GoCardless: payments.
• Resend: sending emails such as signing requests and call alerts.
• Google Analytics and Meta (Facebook): website analytics and advert measurement, only with your consent and never on signing pages.
• postcodes.io: checking a postcode a caller gives. Only the postcode is sent.

5. International Transfers

Some of these providers store or process data outside the UK, mainly in the United States (including our file storage) and the European Union. Where data leaves the UK we rely on UK adequacy regulations (for the EU and for US companies certified to the UK Extension of the EU-US Data Privacy Framework) or on the UK International Data Transfer Addendum to the providers' standard contractual clauses.

6. How Long We Keep Data

• Documents: In accordance with our Terms of Service: while you have an active paid subscription, and otherwise for 12 months after your last activity or the end of your subscription.
• Signing Audit Trails: For as long as needed to prove a signed contract is valid, which may be longer than the document itself (typically up to 6 years, the limitation period for contract claims, or 12 years for deeds).
• Voicemail Audio: 90 days.
• Call Transcripts, Caller Details and Job Summaries: 12 months after the call, unless the business deletes them sooner or turns them into a customer or job record, which it then keeps as its own business record.
• Unused Trial Accounts: Accounts created without signing up (for example to try a document) are deleted after 30 days without use.
• Accounts: Until you close your account, then up to 12 months, except for records we must keep longer by law (such as invoices for tax purposes, 6 years).

7. Your Rights

Under UK data protection law you have rights over your personal data:

• Access & Portability: You may ask for a copy of the personal data we hold about you.
• Correction and Deletion: You may ask us to correct or delete your data. Some signing audit data may have to be kept to prove that a signed contract is valid.
• Objection and Restriction: You may object to processing based on legitimate interests, or ask us to limit it.
• Withdrawing Consent: Use "Cookie settings" at the bottom of any page.
• Callers: If you called a business that uses our AI Virtual Receptionist, you can make these requests to that business, or to us and we will pass them on.
• Contact and Complaints: Email support@esignkit.co.uk. We will acknowledge a complaint within 30 days and tell you how we will resolve it. You also have the right to complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113).

8. Cookies

• Essential: Sign-in and security storage, and a note of your cookie choice. These are needed for the Service to work and are always on.
• Analytics (Google Analytics): How visitors use the site, so we can improve it. Only if you accept.
• Advertising (Meta pixel): Measuring whether our adverts work. Only if you accept.

Analytics and advertising cookies are never used on document signing pages. You can change your choice at any time with "Cookie settings" at the bottom of any page.

9. Human-in-the-Loop Oversight

Our AI tools are designed to assist human decision-making, not replace it. We do not make significant decisions about you by automated means alone. You can contest any AI output and ask for a person to review it.

10. Changes

We will update this policy when the way we use data changes, and tell account holders about significant changes by email.