Privacy Policy

1. Who we are

VanDesk is a software product built to help UK tradespeople manage invoices, chase payments, and support their wellbeing. The service is operated as a sole trader business based in the United Kingdom.

2. What data we collect

• Your name and email address when you create an account
• Invoice information you enter including customer names, email addresses, phone numbers, job descriptions and amounts
• Usage data such as when you log in and which features you use

3. Why we collect it

• To provide the VanDesk service including generating and sending invoice reminders
• To keep your account secure
• To improve the product based on how it is used

4. How we store it

Your data is stored securely using Supabase, a cloud database provider based in the EU. All data is encrypted at rest and in transit. We do not sell your data to any third party under any circumstances.

5. Your customers' data

When you enter a customer name, email or phone number into VanDesk, you are responsible for ensuring you have a legitimate reason to store and use that data under UK GDPR. VanDesk acts as a data processor on your behalf.

6. AI processing

VanDesk uses artificial intelligence to generate invoice chaser emails and other communications on your behalf. To do this, relevant details such as customer name, job description and invoice amount are sent to Anthropic (the company behind Claude AI) for processing. Anthropic processes this data solely to generate the requested content and does not use it to train their models. You can read Anthropic's privacy policy at anthropic.com/privacy.

7. What data we store

VanDesk stores the following information on your behalf: customer contact details (name, email, phone), job details (description, date, address, notes), invoice details (amounts, due dates, status), and quote details (itemised materials, labour costs). All data is stored on Supabase servers based in the EU and is encrypted at rest and in transit.

8. How long we keep it

We keep your data for as long as your account is active. If you delete your account, your data is permanently deleted within 30 days.

9. Your rights

• Right to access the data we hold about you
• Right to correct inaccurate data
• Right to delete your account and all associated data
• Right to data portability

To exercise any of these rights email: privacy@vandesk.co.uk

10. Cookies

VanDesk uses only essential cookies required for login and session management. We do not use tracking or advertising cookies.

11. Changes to this policy

We may update this policy from time to time. We will notify you by email if we make significant changes.

12. Contact

If you have any questions about this privacy policy or how we handle your data, contact us at privacy@vandesk.co.uk