Privacy Policy

Tradebox Limited is committed to respecting and protecting the privacy of visitors to our websites as well as the privacy of our actual customers.

For visitors, we’ve structured our websites so that, in general, you can visit us on the web without identifying yourself or revealing any personal information.

For customers, once you choose to provide us with personally identifiable information (any information by which you can be identified), you can be assured that it will only be used to support your customer relationship with Tradebox Limited.

We may update our privacy policy from time to time so that it matches any changes we make to our processes. If we do, we will let you know by posting on our website and through any other relevant means.

Important information

It is important that you read this privacy policy together with any other privacy policy or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements the other notices and is not intended to override them.

This version was last updated on 17th April 2020.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Our website is not intended for children and we do not knowingly collect data relating to children.

Our website may include links to third-party websites, plug-ins 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 statements. When you leave our websites, we encourage you to read the privacy policy of every website when you visit.

Who are we?

We are Tradebox Limited, a company registered in England and Wales. Our company registration number is 04741300 and our registered office is 18a – 20a Union Quay, North Shields, Tyne and Wear, NE30 1HJ, United Kingdom. We operate the website and provide the Tradebox software. Tradebox Ltd is the controller and responsible for your personal data (referred to as "Tradebox", "we", "us" or "our" in this privacy policy).

We provide the desktop software application known as "Tradebox One” or simply “Tradebox”. Tradebox is a desktop application that installs locally on your computer or network and allows users to create integrated connections (channels) to online platforms such as eBay, Amazon and a variety of online ecommerce webstores, providing order management, stock control and accountancy integration and assists users to streamline their daily online selling tasks.

Website Visitors

What information do we collect?

When you visit our website, our web server collects basic user information about you that includes your ISP’s domain, the time you accessed our website and the pages from within our website that you visit.

We may at times also use cookies, which are small pieces of information that a website can store in a designated file on your computer. Cookies allow a web application to respond to you as an individual.

How do we use this information?

The basic user information collected is used to help us analyse web traffic and to improve the content of our website. Cookies may be used to facilitate your customer interaction with us. For example, we may use a cookie on the landing page of products sold online which record the customer information that is required on the order form, and then forward this information to our internal sales tracking database.

We may from time to time disclose to third parties’ aggregate information on our website’s traffic profile. For example, Internet advertising companies may require this data to help us better target our advertisements on our website(s) and/or other websites.

Note that our site provides links to products and services offered by other companies; the company’s website that you link to will be able to determine that you linked from our website.

Tradebox Software Users

What information do we collect from you?

When you sign up for Tradebox Limited’s services, you provide us with both contact and business information. Contact information includes your name, email address and contact phone number. Business Information includes business name, business address, VAT number, telephone number and details about which platforms you sell on and other IT systems your business uses.

The Tradebox software will also collect system information from the computers the software is installed upon such as:

  • Computer operating system
  • Anti-virus software installed
  • Computer name the Tradebox Service is running on
  • The number and type of channels you have active in the software
  • Total number of order, customer and product records
  • The average number of monthly sales
  • The location of the Tradebox Data folder

This information is used to maintain an accurate profile of your Tradebox software and systems to assist Tradebox in providing technical support. This information is stored locally on your PC/network in the Tradebox database which is encrypted and password protected. This information can be viewed in the Support page of the Tradebox application.

While you are a Tradebox Limited customer, we manage information with regard to your account status, choice of services and customer logs. In addition, we may store customers’ electronic mail and other communications as a necessary incident to the transmission and delivery of those communications.

Downloaded Order Data

All order information downloaded by the Tradebox software (your buyer’s order details and personally identifiable information such as billing address, shipping address, emails, telephone numbers etc) is stored locally in an encrypted database on your computers. For the avoidance of doubt, Tradebox is a desktop application which runs locally on your computer; it is NOT a cloud-based system. Data downloaded by the Tradebox desktop software is NOT shared with Tradebox Limited. All API calls to download or upload information is made privately between the Tradebox software installed on the user’s computer and the online platform. All platform credentials provided by the user to access these platforms is held locally in the Tradebox database installed on the user’s computer. Tradebox Limited have no access to these credentials.

How do we use this information?

We use the contact information you provide us with to establish our service for you. We create and maintain other information such as customer account status, choice of services and customer logs in the normal course of providing a service.

Tradebox Limited may share customer information with selected partners/third parties, for example, to provide you with information about products that might be of interest to you or to enable you to take advantage of special partner programs. Tradebox Limited may also use customer information to provide customers with system information or information about new or upgraded products.

We will not otherwise disclose customer personal and account information unless we have reason to believe that disclosing such information is necessary to identify, make contact with or bring legal action against someone who may be causing harm or interfering with the rights or property of Tradebox Limited, our customers, or others, or where Tradebox Limited has good belief that the law requires such disclosure.

Neither will Tradebox Limited, except for reasons stated below, disclose to third parties the contents of any electronic mail or other electronic communications that Tradebox Limited stores or transmits for its customers. The circumstances under which Tradebox Limited will disclose such electronic customer communications are when:

  • It is necessary in order to provide service to the customer;
  • It is necessary to protect the legitimate interests of Tradebox Limited and its customers;
  • It is required to cooperate with interception orders, warrants or other legal processes that Tradebox Limited determines in its sole discretion to be valid and enforceable; and
  • It is necessary to provide to a law enforcement agency when the contents are inadvertently obtained by Tradebox Limited and appear to appertain to the commission of a crime.

This site uses Google Analytics to track information about the users that use this site. We only use this information to see how many people use the site, how they found us and some other information to help make this site better. You can see a full account of what information Google Analytics tracks and what it is used for in this post on their developer site.

Tradebox Limited disclaims any intention to censor, edit or engage in ongoing review or surveillance of communications stored on or transmitted through its facilities by customers or others. Tradebox Limited will, however, review, delete or block access to communications that may harm Tradebox Limited, its customers or third parties. The grounds on which Tradebox Limited may take such action include, but are not limited to, actual or potential violations

How do we share your personal information?

For the purposes set out above we may have to share your personal data with the following parties:

Service providers acting as processors based in the EU who provide delivery, payment, IT and system administration services

HM Revenue & Customs, regulators, police and other authorities acting as processors or joint controllers based in the UK who require reporting of processing activities in certain circumstances (such as criminal activity, suspected or actual fraud or tax evasion).

Specific Third Parties such as:

  • Amazon Web Services, Inc: Based in the UK with a back-up facility in Ireland who provide hosting services for the Tradebox Customer Portal and our website.
  • Chargebee: - Based in the USA who provide an online solution that allow us to collect subscriptions automatically
  • Stripe Payments Europe Ltd: Based in the EU who provide an online payment system for us to take payments from you.
  • GoCardless: Based in the EU who provide an online payment system for us to take payments from you.
  • Zendesk: - Based in the USA who provide an online ticketing system that allow us to provide support to our users
  • Gibraltar Loupe: - Based in the USA who provide advanced logging and error management software that captures errors in the Tradebox software code and allow us to provide rapid fixes.

Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

How do we ensure your personal information is secure?

All customer information is stored in compliance with the General Data Protection Regulations (GDPR).

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

How long do we store your personal information for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

We will generally retain our customers' data for a period of 6 (six) years after a contract has ended, to ensure that we are able to assist you should you have any questions or feedback in relation to our products or services or to protect, or defend our legal rights, or for tax purposes.

Where we have processed your personal data to provide you with marketing communications with consent, we may contact you at least every twelve (12) months to ensure you are happy to continue receiving such communications If you tell us that you no longer wish to receive such communications, your personal data will be removed from our marketing lists (but will be added to a "do not contact" list).

Where we have processed your data for any other reason (such as where you have contacted us with a question in connection with services, we will retain your data for twelve (12) months.

In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights are detailed below:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it. Request the transfer of your personal data (as a data subject) to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format.

Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.

If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us directly

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.

Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights).

This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. Time limit to respond. We try to respond to all legitimate requests within one month. Occasionally, it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Contact us

If you have any questions, complaints or requests regarding your data privacy including the right to be forgotten please contact:

The Data Controller, Tradebox Limited, 18a – 20a Union Quay, North Shields, Tyne & Wear, NE30 1HJ.