Privacy notice
Last updated 16 September 2026
This notice explains what personal information TradieMail collects, why, who it's shared with and what your rights are.
Who we are
TradieMail sets up and manages Microsoft business email for tradespeople and small businesses. For the personal information described in this notice, we are the data controller.
If you have a question about your information, or want to use any of your rights below, contact us using the details above.
What we collect
When you send an enquiry
Your name, business name, email address, phone number (if you give it), the plan and payment option you're interested in, any message you write, and whether you've agreed to receive marketing emails.
When you become a customer
- Your name, business name, email address and phone number.
- Details of your plan, number of users, payments and invoices.
- The names and email addresses of anyone in your business who has a mailbox.
- Notes about support requests and work we've done for you.
Card and bank details are entered directly with our payment provider, Stripe. We never see or store your full card number.
When you visit the website
Our hosting and security provider, Cloudflare, processes technical information such as your IP address and browser details to deliver the site and block spam and attacks. We don't use advertising or analytics cookies.
Your Microsoft account and emails
To manage your email, we hold administrator access to your business's Microsoft account. That account contains your emails, contacts and calendars, and those of anyone else in your business with a mailbox.
- We only look at the contents of a mailbox when you ask us to, or when it's needed to fix a problem you've reported.
- For this information we act on your behalf as a data processor, and you remain the controller.
- Your emails are stored by Microsoft under Microsoft's own terms and privacy statement.
Why we use your information
| What we do | Lawful basis |
|---|---|
| Reply to your enquiry and give you a quote | Taking steps at your request before a contract, and our legitimate interest in responding to enquiries |
| Set up and manage your email and provide support | Performing our contract with you |
| Take payments and keep financial records | Performing our contract, and our legal obligations (for example, to HMRC) |
| Send occasional emails with tips and offers | Your consent, which you can withdraw at any time |
| Keep the website and our systems secure | Our legitimate interest in protecting our business and customers |
We'll only send you marketing emails if you've ticked the box to say you're happy to receive them, or if you're an existing customer and haven't opted out. Every marketing email includes a way to unsubscribe.
Who we share it with
We don't sell your information. We use these providers to run the business, and they only use your information to provide their service to us:
- Microsoft, which provides the email and Microsoft 365 services.
- Stripe, which processes payments and subscriptions.
- Cloudflare, which hosts and protects this website.
- SMTP2GO, which delivers enquiry form messages to our inbox.
- Our accountant, if we use one, for bookkeeping and tax.
We may also share information if the law requires it.
Some of these providers may process information outside the UK. Where they do, they use legal safeguards approved for UK data protection, such as adequacy regulations or the UK's international data transfer agreements.
How long we keep it
- Enquiries that don't lead to you becoming a customer: up to 12 months.
- Customer records: while you're a customer, then up to 12 months after you leave.
- Payment and accounting records: 6 years, as required for tax purposes.
- Marketing preferences: until you unsubscribe. We keep a note that you've opted out so we don't email you again.
When you leave, we remove our access to your Microsoft account. We don't keep copies of your emails.
Your rights
You have the right to:
- ask for a copy of the information we hold about you
- ask us to correct anything that's wrong
- ask us to delete your information, where we don't need to keep it
- object to or ask us to limit how we use it
- ask for your information in a format you can take elsewhere
- withdraw your consent to marketing at any time
To use any of these rights, contact us using the details at the top of this page. We'll reply within one month.
If you're unhappy with how we've handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Keeping it secure
Access to our accounts, and to the Microsoft accounts we manage, is protected with strong passwords and multi-factor authentication. Only we can access your information, and only when we need to.
Changes to this notice
We'll update this page if anything changes. The date at the top shows when it was last updated.