Privacy Policy
We believe privacy is a fundamental right. This policy explains exactly what data we collect, why we collect it, and how you can control it — in plain English.
Introduction
Welcome to TradingForms. We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform at tradingforms.com and our related services.
Please read this policy carefully. If you disagree with its terms, please discontinue use of our services. By accessing or using TradingForms, you agree to the collection and use of information in accordance with this policy.
We take your privacy seriously. TradingForms will never sell, rent, or trade your personal data or your clients' data to third parties for marketing purposes — ever.
Information We Collect
We collect information that you provide directly to us, information we collect automatically when you use our services, and information from third-party sources.
Information You Provide to Us
- Account Information: Name, email address, password, and business details when you register
- Business Data: Company name, address, logo, tax identification numbers, and banking details you add to your account
- Document Data: Invoice details, client information, employee payroll data, and quotation content you create
- Payment Information: Billing address and payment method details (processed securely by our payment partners)
- Communications: Messages you send us through support channels, feedback forms, or email
- Profile Preferences: Settings, notification preferences, and customization choices
Information Collected Automatically
- Usage Data: Pages visited, features used, time spent, clicks, and interaction patterns
- Device Information: Browser type, operating system, device identifiers, and screen resolution
- Log Data: IP address, access times, referring URLs, and error logs
- Cookies & Tracking: Session cookies, preference cookies, and analytics identifiers (see our Cookie Policy)
How We Use Your Information
We use the information we collect for the following purposes, always in line with legitimate business interests or your consent:
Service Delivery
To provide, maintain, and improve our document generation platform and all its features.
Account Security
To authenticate your identity, prevent fraud, and protect the security of your account and data.
Communications
To send transactional emails (receipts, password resets), product updates, and support responses.
Analytics
To understand how users interact with TradingForms so we can improve features and fix bugs.
Legal Compliance
To comply with applicable laws, regulations, court orders, and law enforcement requests.
Billing
To process payments, prevent fraudulent transactions, and manage subscriptions.
We will never use the content of your documents (invoices, payslips, quotations) for advertising, AI training, or any purpose other than delivering the service you requested.
Data Sharing & Disclosure
We do not sell, trade, or rent your personal data. We share information only in the limited circumstances described below:
Service Providers
We engage trusted third-party companies and individuals to facilitate our services. These providers have access only to the data necessary to perform their specific functions and are contractually bound to maintain confidentiality and security.
- Payment Processors: Stripe, PayPal — for secure payment processing
- Cloud Infrastructure: AWS, Google Cloud — for secure data hosting and storage
- Email Services: SendGrid — for transactional and notification emails
- Analytics: Google Analytics (anonymized), Mixpanel — for product improvement
- Support Tools: Intercom — for customer support communications
Legal Requirements
We may disclose your information where required by law, such as to comply with a subpoena or similar legal process, when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.
Business Transfers
In the event of a merger, acquisition, or sale of all or a portion of our assets, your personal data may be transferred. We will provide notice before your data is transferred and becomes subject to a different privacy policy.
Data Security
We implement robust technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction.
TLS 1.3 Encryption
All data in transit is protected with industry-standard TLS 1.3 encryption
AES-256 at Rest
Data stored on our servers is encrypted using AES-256 bit encryption
SOC 2 Ready
Our infrastructure follows SOC 2 Type II security controls and practices
Regular Audits
We conduct regular security audits, penetration testing, and vulnerability assessments
Access Controls
Strict role-based access controls limit employee access to customer data
Backups
Automated encrypted backups with geo-redundant storage across multiple regions
While we implement these safeguards, no method of transmission over the Internet or electronic storage is 100% secure. We encourage you to use a strong, unique password for your TradingForms account and enable two-factor authentication where available.
Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy and to comply with our legal obligations.
| Data Type | Retention Period | Reason |
|---|---|---|
| Account Data | Until account deletion + 30 days | Service continuity and recovery window |
| Document Data | Until account deletion + 90 days | Backup integrity and audit trails |
| Payment Records | 7 years | Financial regulations and tax compliance |
| Support Communications | 3 years | Quality assurance and dispute resolution |
| Analytics Data | 26 months (anonymized) | Product improvement insights |
| Server Logs | 90 days | Security monitoring and debugging |
When you delete your account, we begin the deletion process immediately. Most data is purged within 30 days, with certain records retained longer only where legally required.
Your Rights & Choices
Depending on your location, you may have the following rights regarding your personal data. We honor these rights regardless of where you are based.
Right to Access
Request a copy of the personal data we hold about you at any time.
Right to Rectification
Request correction of any inaccurate or incomplete personal data.
Right to Erasure
Request deletion of your personal data, subject to legal retention obligations.
Right to Object
Object to processing of your data for direct marketing or legitimate interests.
Right to Portability
Receive your data in a structured, machine-readable format for transfer.
Right to Restrict
Request restriction of processing in certain circumstances.
To exercise any of these rights, contact us at support@tradingforms.com. We will respond to all verified requests within 30 days. We will never charge a fee for these requests.
International Data Transfers
TradingForms is a global platform serving users in 120+ countries. Your information may be transferred to, stored, and processed in countries other than your country of residence, including the United States and the European Union.
Whenever we transfer personal data internationally, we ensure appropriate safeguards are in place:
- EU Standard Contractual Clauses (SCCs): Used for transfers from the EEA to third countries
- UK International Data Transfer Agreements: For transfers from the UK
- Adequacy Decisions: We transfer to countries recognized by the EU Commission as providing adequate protection
- Binding Corporate Rules: Internal policies that govern cross-border data flows within our organization
Children's Privacy
TradingForms is not directed to children under the age of 16. We do not knowingly collect personal information from children under 16. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately atsupport@tradingforms.com.
If we become aware that we have collected personal data from a child under 16 without verified parental consent, we will take steps to remove that information from our servers promptly.
Third-Party Links
Our platform may contain links to third-party websites, plugins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy practices.
We encourage you to review the privacy policy of every website you visit. The inclusion of any link does not imply our endorsement of that site.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:
- Update the Last Updated date at the top of this page
- Send an email notification to all registered users
- Display a prominent notice on our platform for at least 30 days
- For significant changes, request renewed consent where required by law
Your continued use of TradingForms after the effective date of any updated policy constitutes your acceptance of the changes. We encourage you to review this policy periodically.
Contact Us
If you have questions, concerns, or requests related to this Privacy Policy or our data practices, please reach out to us through any of the following channels:
Privacy Inquiries
privacy@tradingforms.com
Data Protection Officer
dpo@tradingforms.com
Live Support
app.tradingforms.com/support
Postal Address
TradingForms Ltd., 123 Business District, Nairobi, Kenya
We are committed to working with you to resolve any privacy concerns. If you are not satisfied with our response, you have the right to lodge a complaint with your local data protection authority.
Your privacy is our priority
By using TradingForms, you trust us with your business data. We take that responsibility seriously and will always be transparent about how we handle it.
Last updated: January 15, 2025 · Effective: January 15, 2025