TradesBackbone Privacy Policy

Effective date: 2026-06-02

Last updated: 2026-06-02

1. Introduction & Scope

This Privacy Policy explains how Martello Systems LLC ("Martello Systems," "we," "us," or "our") collects, uses, shares, and protects personal information when you use TradesBackbone at tradesbackbone.com and related applications and services (the "Service"). It applies to information we process about visitors and account holders (the tradespeople and businesses who use the Service).

This Policy also describes how we process information about your customers that you enter into the Service. For that information, you are the controller and we act as your processor — we handle it on your behalf to provide the Service. If you are a customer of one of our users, please see Section 11.

By using the Service, you agree to the practices described in this Policy. This Policy is incorporated into and subject to our Terms of Service. If you do not agree with this Policy, please do not use the Service.

2. Information We Collect

Account information. When you register, we collect information such as your name, email address, business name, and password (stored only as a salted hash), and any team-member details you add.
Business data you enter. We collect the information you input to run your business, such as your customers' names, phone numbers, email addresses, and service addresses; jobs, schedules, and notes; estimates, invoices, line items, totals, and tax-rate fields; and item libraries.
Job photos. We collect the photos you upload and attach to a job (for example, before/after documentation). These images may depict your customers' property, premises, equipment, and — in some cases — people. You are responsible for ensuring you have the right to capture and store them.
Payment information (via Stripe). Subscription payments, and any card payments you collect from your own customers through the Service, are processed by Stripe, Inc. We do not collect or store full payment card numbers. Stripe processes payment details directly; we receive limited information such as a transaction identifier, the last four digits and card brand, subscription status, and billing metadata.
Communications data. When the Service sends email (via Brevo) or SMS (via Twilio) on your behalf, we and those providers process the message content, recipient address/number, opt-out status, and delivery metadata.
Usage, device, and log data. We automatically collect information such as IP address, browser and device type, pages and features used, referring URLs, timestamps, and diagnostic/log data.
Cookies and similar technologies. We use strictly necessary cookies as described in Section 6.
Support communications. If you contact us (for example, at support@tradesbackbone.com), we collect the content of your messages and our correspondence.

We do not intentionally collect sensitive categories of personal information, and we ask that you not submit them.

3. How We Use Information

We use personal information to: provide, operate, and maintain the Service and your account; store and display your customers, jobs, estimates, invoices, and photos; generate and send the estimates, invoices, and automated follow-up messages (SMS and email) you configure to your own customers; process subscriptions, billing, and your customers' card payments through Stripe; send you transactional and account communications; provide customer support; monitor, secure, debug, and improve the Service; detect and prevent fraud, abuse, and security issues; and comply with legal obligations and enforce our agreements. We do not use your data for automated decisions producing legal or similarly significant effects without human involvement, and we do not sell your personal information or your customers' personal information.

4. Legal Bases for Processing (EEA/UK)

Where the GDPR or UK GDPR applies, we process personal information on the bases of: performance of a contract (to provide the Service and process your subscription); legitimate interests (to secure, improve, and analyze the Service and prevent fraud, balanced against your rights); consent (for optional features and certain cookies, which you may withdraw at any time); and legal obligation (to comply with applicable laws, including tax and recordkeeping requirements). Where we process your customers' data, you are responsible for establishing the appropriate legal basis and consents for that processing.

5. How We Share Information

We share personal information only as described below. We do not sell personal information, and we do not share it for cross-context behavioral advertising.

Service providers (processors). Stripe, Inc. (payment processing, subscription billing, and your customers' card payments); Brevo (transactional and follow-up email delivery); Twilio (SMS/text message delivery); our file-storage provider (Supabase Storage, or local server storage, for job photos); mapping providers; and hosting and infrastructure providers that operate the Service.
Legal and safety. We may disclose information if required by law or legal process, or to protect the rights, property, or safety of Martello Systems, our users, or others, or to enforce our Terms.
Business transfers. If we are involved in a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction, subject to this Policy.
With your direction. We share information when you ask us to or otherwise consent — including when you direct the Service to send a message, estimate, or invoice to one of your customers.

6. Cookies & Sessions

We use strictly necessary (essential) cookies to keep you signed in and to protect against cross-site request forgery. These session cookies are always active because they are required for the Service to function. For analytics, we use Google Analytics 4 (GA4), but only after you accept our cookie banner — GA4 and its analytics cookies are never loaded until you opt in. If you decline (or have not yet chosen), no analytics or tracking cookies are set. We do not use advertising cookies, and we do not use cookies to sell your data. You can withdraw consent or control cookies at any time through your browser settings; disabling some cookies may affect functionality.

7. Data Retention

We retain personal information for as long as your account is active and as needed to provide the Service, then for a reasonable period afterward to comply with legal, tax, accounting, and recordkeeping obligations, resolve disputes, and enforce our agreements. Job photos and business data are retained while your account is active; after account closure we delete or anonymize them within a reasonable period, except where retention is required by law. When information is no longer needed, we delete or anonymize it. You may request deletion as described in Section 9.

8. Security

We use reasonable administrative, technical, and organizational measures designed to protect personal information, including encryption in transit, hashed passwords, access controls, and reputable infrastructure and payment providers. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your account credentials confidential and for controlling who you invite to your account. If we become aware of a breach affecting your personal information, we will notify you and authorities as required by law.

9. Your Privacy Rights

Depending on where you live, you may have rights to: access a copy of the personal information we hold; correct inaccurate information; delete your personal information; port/export your data; object to or restrict certain processing; withdraw consent where processing is based on consent; and non-discrimination for exercising your rights.

California residents (CCPA/CPRA). You have rights to know, access, correct, and delete personal information, and to opt out of any "sale" or "sharing" — note that we do not sell or share personal information as those terms are defined.

EEA/UK residents (GDPR/UK GDPR). You have the rights listed above and the right to lodge a complaint with your local data protection authority.

To exercise any right, email support@tradesbackbone.com. We will verify your request and respond within the timeframes required by applicable law. If you are a customer of one of our users (rather than an account holder), see Section 11.

10. SMS / Phone Data Handling & Opt-Out

When you direct the Service to send text messages to your customers, we process those customers' phone numbers, message content, opt-out status, and delivery metadata solely to deliver the messages you have configured and to maintain opt-out records. We share these phone numbers with our SMS provider (Twilio) only to deliver the messages. We do not sell or share phone numbers, and mobile opt-in/opt-out data is not shared with third parties for their marketing purposes.

Outbound texts include opt-out instructions; a recipient may reply STOP to opt out and HELP for help. When a recipient opts out, the Service records the opt-out and suppresses further automated SMS to that recipient. Message and data rates may apply to recipients. As described in our Terms, you are the sender of these messages and are responsible for having any consent required by law (including under the TCPA) before directing us to send them.

11. If You Are a Customer of One of Our Users

If a tradesperson or business uses TradesBackbone to manage their relationship with you, they entered your contact details into the Service and directed any messages, estimates, or invoices you received. That business is the controller of your information. To access, correct, or delete your information, or to stop receiving messages, please contact that business directly, or reply STOP to opt out of texts. You may also contact us at support@tradesbackbone.com and we will route your request to the relevant business.

12. Job Photos

Photos you upload are stored with our file-storage provider (Supabase Storage when configured, otherwise on the Service's own server) and are associated with the relevant job in your account. Photos may contain images of property and, in some cases, people. We process them only to provide the Service to you. You are responsible for having the necessary rights and permissions to capture, upload, and store these images. We do not use your job photos for advertising and do not sell them.

13. Children's Privacy

The Service is intended for business use by adults who are at least 18 years old and is not directed to children. We do not knowingly collect personal information from anyone under 18. If we learn that we have collected such information, we will delete it. If you believe a minor has provided us information, contact support@tradesbackbone.com.

14. International Users

We operate in the United States, and the Service is intended primarily for U.S.-based trades and contracting businesses. If you access the Service from outside the United States, you understand that your information will be processed in the United States, where data-protection laws may differ from those in your country. By using the Service, you consent to this transfer and processing, subject to this Policy and applicable law.

15. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date and may provide additional notice. Your continued use of the Service after the changes take effect constitutes acceptance of the updated Policy.

16. Contact

If you have questions or requests regarding this Privacy Policy or your personal information, contact Martello Systems LLC — TradesBackbone, at support@tradesbackbone.com (tradesbackbone.com).