This policy explains how TradeWrite AI ("we", "us") handles your personal data. TradeWrite AI is a product of aimdev, a product studio. aimdev is the data controller. For any privacy question, or to exercise your rights, contact [email protected] (this address routes directly to the studio owner).
TradeWrite AI helps tradespeople capture on-site notes and photos and turns them into a professional, branded inspection report or quote. This policy is not legal advice; it is a plain-language description of our actual practices, written to meet the New Zealand Privacy Act 2020's Information Privacy Principles and, for users outside New Zealand, the equivalent requirements of GDPR Articles 13–14 and comparable regimes.
Who we are
- Controller: aimdev
- Privacy contact / data-subject requests: [email protected]
What we collect
When you or your company uses TradeWrite AI we process:
- Your account and workspace membership — your sign-in identity (via our shared sign-in, which we host ourselves) and which company workspace(s) you belong to, as an admin or a worker.
- Client and site information — the client name, client email, and site address you or your team enter for each inspection/report.
- Photos you capture on-site for a report.
- Your capture note — either typed directly, or dictated and transcribed entirely on your own device using an offline speech-to-text model. Your voice audio is never uploaded anywhere, to us or to anyone else — only the resulting text leaves the device, when the app has connectivity to sync it.
- AI-polished / translated text — for workspaces on a paid plan, we send your capture note to Anthropic's Claude API to rewrite it in professional English and translate it if needed (see "Sub-processors" below). If your workspace isn't on a paid plan, your raw note is still saved and used for your report — it's just not rewritten.
- The generated report PDF, stored on infrastructure we operate ourselves.
- Payment records — if your company subscribes in the app, the App Store or Google Play takes the payment and we store the subscription reference, plan, and status (via RevenueCat). Web subscriptions from before September 2026 keep a Stripe reference, plan, amount, and status. Card details are handled by the store or Stripe and never touch our servers.
- Logs — operational logs that reference your account/company by ID only; we do not put client names, addresses, or note content into log messages.
Lawful basis (why we process)
- Providing the service (capturing notes/photos, generating your report, team/billing management): performance of our contract with your company.
- Product analytics (see below): our legitimate interest in operating and improving TradeWrite AI. You can object at any time ([email protected]).
- Security, fraud prevention, and abuse limits: legitimate interest.
Sub-processors and international transfers
We share the minimum data needed with service providers who process it on our behalf under contract:
| Provider | What they process | Where |
|---|---|---|
| Anthropic | Your capture note's text (and detected language), sent per-report, only for workspaces on a paid plan, to produce the polished/translated report text. Anthropic does not receive your photos, client contact details, or account identity. | United States — processed under Anthropic's commercial API terms |
| Stripe | Payment details and billing metadata for subscriptions bought on this website before September 2026 | US/EU — Standard Contractual Clauses |
| Cloudflare | Request traffic and IP addresses (CDN, WAF, tunnel; email routing for [email protected]) | Global edge — Standard Contractual Clauses |
Everything else — your account database, uploaded photos and generated PDFs, and product analytics — runs on infrastructure aimdev operates itself; it is not handed to any other company. We do not sell or rent your personal data, and we do not share it with advertisers or data brokers.
Analytics
TradeWrite AI uses self-hosted product analytics — there is no third-party analytics service or ad-tech SDK. Events are only recorded if you've turned on analytics (web: the Branding page; app: the Settings tab), and carry only counts, enums, booleans, and durations — never client names, addresses, photos, or note content.
Cookies & local storage
The web dashboard uses a session cookie/local storage only to keep you signed in — there are no advertising or cross-site tracking cookies. The mobile app stores your session and offline-capture data securely on your device; it does not use cookies.
Retention
- Account, workspace membership, inspections, reports, payment records: kept while your company's workspace is active. You can delete your account and data yourself at any time — signed in, use the one-click delete on the Delete account page (web) or in the app's Settings screen; signed out, request it from the same Delete account page or by emailing [email protected].
- Analytics events: automatically deleted after 425 days (~14 months).
- Logs: retained up to 365 days.
Your rights
Under the NZ Privacy Act 2020 you have the right to access and request correction of your personal information. If GDPR or an equivalent regime applies to you, you additionally have rights to erasure, a portable copy, restriction of processing, and to object to processing based on legitimate interest.
For erasure specifically, you don't have to wait for us: the Delete account page deletes your account and data on the spot when you're signed in. To exercise any other right, or to request erasure without signing in, email [email protected]. We respond within 20 working days (the NZ Privacy Act timeframe), or 30 calendar days where GDPR applies. If you are in the EEA or UK you may also lodge a complaint with your local data protection supervisory authority; in New Zealand, with the Office of the Privacy Commissioner.
Children
TradeWrite AI is a business tool for tradespeople and is not directed at children.
Changes
We will update this page and its "last updated" date when our practices change.