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Privacy policy

How TradeOwed collects, uses, shares and protects information.

Effective date: October 30, 2026

This privacy policy (the "Policy") explains how Buy Owner Florida LLC, a Florida limited liability company doing business as TradeOwed ("TradeOwed," "we," "us," "our") collects, uses, shares and protects information when you visit tradeowed.com, use the TradeOwed app at tradeowed.com, or open a TradeOwed sharing or upload link. TradeOwed is a business tool for subcontractors and general contractors, and this Policy is written for the people who use the application for business purposes.

If you have questions, email [email protected].

The short version

  • We collect what you give us: your contact details, your company's details, and the documents you upload.
  • Documents are kept in private storage and shared only with the people you choose.
  • We never read, extract or store the taxpayer ID or Social Security number on a W-9. We keep the W-9 as a file only, and we never send W-9s to our third-party Artificial Intelligence ("AI") provider.
  • Payments are handled by our third-party payment provider, Stripe. We never see or store your full card number.
  • We do not sell personal information, and we don't share it for targeted advertising.
  • You can export your data, and you can ask us to correct or delete it.

Who this policy covers

  • Website visitors, including individuals who fill in a form on tradeowed.com.
  • Users/Customers: the companies that sign up for TradeOwed, and the owners, office staff and team members who use or create an account.
  • Individuals our users/customers work with: general contractors who receive documents from a TradeOwed user/customer, and subcontractors or vendors whom a user/customer asks to upload documents. People receiving documents emailed through TradeOwed don't need a TradeOwed account.

When a user/customer adds information about its general contractors or subcontractors to TradeOwed, the user/customer decides what goes in and why. We handle that information on the user's/customer's behalf and under the user's/customer's instructions (see "Information our users/customers control" below).

Information we collect

When you use our website

  • What you type into a form: such as your name, work email, company name, role, trade, phone number and message, and whether you agreed to receive product updates.
  • Where you came from: the page you were on when you filled in the form, the site that referred you, and any campaign tags in the link you followed (for example, utm_source). Our website stores the campaign tags in your browser's session storage until you close the tab, so a form you fill in later can be credited to the right campaign.
  • Spam protection: a one-way hash of your IP address, used briefly to limit repeated submissions. We don't keep your IP address with your form entry.
  • Server logs: like most websites, our web server records basic technical information such as IP address, browser type and the pages requested. We use these logs to keep the site running and secure.

When you start a trial or subscribe

  • Account details: your name, email address, company name, and optional details such as your trade, phone number and business address.
  • Billing details: Stripe, our payment processor, collects your payment card and billing address. We receive and store your plan, billing status, and third-party Stripe user/customer and subscription identifiers. Stripe may also show us limited card details, such as the card brand and last four digits. We never receive your full card number or security code.
  • Sign-in details: if you set a password, it's stored only as a secure hash. You can also sign in with a one-time link sent to your email.

When you use the app

  • Documents you upload: certificates of insurance, licenses, W-9s and other files, along with details you enter or confirm, such as carrier, policy numbers, effective and expiration dates, coverage limits and notes.
  • Your contacts: the general contractors you send documents to and the subcontractors you collect documents from, including company names, contact names, email addresses, trades and any notes you add.
  • Activity records: who uploaded, changed, sent or deleted what and when; which emails the app sent and whether they were delivered; and when a sharing link was first opened. We keep these records so your team can see what happened and so we can keep the service secure.
  • Help center use: which training videos you've finished, so the app can track your progress.
  • Support conversations: what you send us when you contact support.

W-9s and taxpayer IDs

A W-9 contains a taxpayer identification number, which can be a Social Security number. TradeOwed stores the W-9 file only. We never read the numbers on it, never save them in a database field, never write them to logs, and never send W-9s to our third-party AI provider. The file is shared only with the people you choose to send it to. This section is for general information only; nothing in this Policy or our Terms of Service is legal or tax advice.

How we use information

We use information to:

  • provide the service: store your documents, read certificate details, send documents and reminders, collect documents from your subcontractors, and run your team's account;
  • start and manage trials and subscriptions, and send billing notices;
  • reply to questions and provide support;
  • send service emails, such as sign-in links, reminders, expiration warnings and notices about your account (you can't opt out of these while you have an account, but you can change reminder timing in the app);
  • send occasional tips and product updates if you agreed to receive them (you can unsubscribe at any time);
  • keep the service secure: prevent spam, abuse and fraud, and investigate problems;
  • understand which pages and campaigns bring people to TradeOwed, and improve the product; and
  • comply with the law and enforce our Terms of Service.

How the AI feature works

When you upload a certificate of insurance and choose to have it read automatically, or a subcontractor uploads one through an upload link, we send that certificate to OpenAI through its business API. The AI reads details such as the carrier, policy numbers, dates and limits, and the app shows them for you to check before anything is saved.

  • We never send W-9s to the third-party AI provider.
  • Under OpenAI's API terms, data sent through the API isn't used to train OpenAI's models unless the customer opts in, and we have not opted in. OpenAI may keep API inputs and outputs for up to 30 days to monitor for abuse, or longer if the law requires it.
  • AI reading is limited per account: currently 50 certificates a day and 300 a month, and 30 in total during a free trial period. You can always enter the details manually instead.

How we share information

We share information only as described here.

  • With the people you choose. When you send documents to a general contractor, they receive an email with a secure link to the documents you selected. Anyone who has that link can view and download those documents until it expires, 30 days after sending. When you ask a subcontractor to upload documents, they receive an upload link that expires after 14 days.
  • With your team. Members of your TradeOwed account can see the account's documents and contacts, based on the role the account owner gives them.
  • With service providers who help us run TradeOwed, under contracts that limit how they can use the information:
    • Payments: Stripe, Inc.
    • Email delivery: Resend, Inc.
    • AI document reading: OpenAI, L.L.C. (certificates only, as described above)
    • Network, security and backups: Cloudflare, Inc., which carries traffic to and from our servers and stores our encrypted backups
    • Hosting: DigitalOcean, LLC, which runs the TradeOwed website and app on servers in the United States
    • Database, sign-in and file storage: Supabase, Inc., which stores account information and uploaded documents in the United States
  • For legal reasons, when we believe in good faith it's needed to comply with a law, court order or legal process, or to protect the rights, safety or property of our users/customers, the public or TradeOwed.
  • In a business transfer, such as a merger, acquisition or sale of assets, in which case this policy continues to apply to the information transferred.
  • With your permission, in any other case.

Support access. To help with a support request, our staff can view an account in a read-only mode for up to 30 minutes at a time. Each session is recorded in the account's activity log. Staff can't change your data in this mode.

We don't sell personal information, and we don't share it with third parties for cross-context behavioral advertising.

Information our users/customers control

Information that users/customers put into TradeOwed about their general contractors, subcontractors and vendors (for example, a contact's name and email, or documents a sub uploaded) belongs to that user/customer. We process it on the user's/customer's behalf to provide the service. If you are one of these contacts and want to see, correct or delete your information, please contact the TradeOwed user/customer that added you. If you contact us instead, we'll pass your request to that user/customer and help them respond.

Cookies and similar technologies

  • Website: tradeowed.com does not currently use advertising cookies or third-party analytics. It uses your browser's session storage to remember campaign tags until you close the tab, as described above. Pages with a form set one strictly necessary cookie that helps us tell people from spam bots; it holds no personal information and expires after 24 hours.
  • App: the TradeOwed app uses cookies that are strictly necessary to keep you signed in and to protect your account. It does not use advertising cookies.

If we add analytics or other non-essential cookies, we'll update this policy first and, where the law requires it, ask for your consent.

How long we keep information

  • Website form entries: up to 24 months after our last contact with you, or until you ask us to delete them.
  • Account data and documents: for as long as your account is open.
  • After you cancel, or if a free trial ends without a subscription: your account stays available in read-only mode so you can view and export your data. We delete the account's documents and data 12 months after cancellation (or after the trial ends), or sooner if the account owner asks us to in writing sent to [email protected].
  • Backups: deleted data can remain in our backups for up to 35 days before they're overwritten.
  • Activity and security logs: up to 24 months.
  • Billing records: as long as needed for tax and accounting law, typically 7 years.

We may keep information longer when the law requires it or to resolve a dispute.

How we protect information

  • Documents are kept in private storage. Files are opened only through links that expire after 5 minutes, and every account's data is separated at the database level, so one user/customer can't see another's.
  • Sharing and uploading links use long random tokens that we store only in hashed form, and they expire.
  • Data travels over encrypted (HTTPS) connections.
  • Uploads are checked by file type and size, and important actions are recorded in an activity log.
  • Our staff's administrative access requires two-factor sign-in, and every administrative action is logged.
  • We back up data nightly, and keep a copy off-site.

No system is perfectly secure. If we learn of a security incident that affects your personal information, we will notify you as the law requires.

Your choices and rights

  • Product updates: unsubscribe using the link in any marketing email, or email us.
  • Export: account owners and admins can export the account's documents and records from the app at any time, including after cancellation.
  • Access, correction and deletion: you can update most information in the app. To ask for a copy of your personal information, a correction or deletion, email [email protected]. We'll verify your request and respond within the time the law requires, typically 30 days.
  • State privacy rights: depending on where you live, you may have additional rights under state privacy laws, such as the right to know what personal information we've collected, to delete it, to correct it, and to opt out of its sale or of targeted advertising. We don't sell personal information or use it for targeted advertising. We won't treat you differently for using your rights. You can use an authorized agent to make a request, and if we deny a request you can appeal by replying to our answer.

Minors

TradeOwed is a business service and is not directed to minors under the age of 18 years old. We do not knowingly collect personal information from anyone under 18. If you believe a minor has given us information, email us at [email protected] and we will delete it.

Where information is stored

TradeOwed is operated from the United States of America, and information is stored and processed in the United States of America. TradeOwed is intended for businesses in the United States of America.

Changes to this policy

We may update this Policy as TradeOwed changes. We'll post the new version here with a new effective date. If a change is significant, we will also notify account owners by email or in the app before it takes effect, typically 30 days before taking effect.

Contact us

Buy Owner Florida LLC d/b/a TradeOwed
Email: [email protected]