Privacy Policy

1. Introduction

Tarebase Ltd ("Company", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website tarebase.com and the Tarebase platform ("Service").

We are registered in England and Wales (company number 17006333) and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

Tarebase Ltd is the data controller responsible for your personal data. If you have questions about this Privacy Policy or our data practices, contact us at:

3. Information We Collect

3.1 Information You Provide

• Account Information: Name, email address, company name, job title, and password when you register for an account
• Payment Information: Billing address and payment details (processed securely by our payment providers)
• Business Documents: Invoices, contracts, shipping documents, and other files you upload for processing
• Communications: Information you provide when contacting us for support or enquiries

3.2 Information Collected Automatically

• Usage Data: Information about how you interact with the Service, including features used, actions taken, and time spent
• Device Information: IP address, browser type, operating system, and device identifiers
• Cookies and Similar Technologies: See Section 8 for details on our cookie practices

3.3 Information from Third Parties

We may receive information from third-party integrations you connect to the Service, such as accounting software or carrier systems.

4. How We Use Your Information

4.1 Providing the Service

• Processing and analysing your documents using AI
• Generating insights, reports, and recommendations
• Managing your account and providing customer support

4.2 Improving the Service

• Analysing usage patterns to improve functionality
• Training and improving our AI models (using anonymised or aggregated data only)
• Developing new features and services

4.3 Communications

• Sending service-related notifications and updates
• Responding to your enquiries and support requests
• Sending marketing communications (with your consent)

4.4 Legal and Security

• Complying with legal obligations
• Protecting against fraud and unauthorised access
• Enforcing our Terms and Conditions

5. Legal Basis for Processing

Under UK GDPR, we process your personal data based on the following legal grounds:

• Contract: Processing necessary to perform our contract with you
• Legitimate Interests: Processing necessary for our legitimate business interests, such as improving the Service and preventing fraud
• Consent: Processing based on your explicit consent, such as for marketing communications
• Legal Obligation: Processing necessary to comply with applicable laws

6. Data Sharing and Disclosure

6.1 Service Providers

We share information with third-party service providers who assist us in operating the Service, including cloud hosting providers, payment processors, analytics services, and customer support tools. These providers are contractually obligated to protect your information and use it only for the purposes we specify.

6.2 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

6.3 Legal Requirements

We may disclose your information if required by law, court order, or governmental authority, or if we believe disclosure is necessary to protect our rights or the safety of others.

6.4 With Your Consent

We may share your information for other purposes with your explicit consent.

7. International Data Transfers

Your information may be transferred to and processed in countries outside the United Kingdom. When we transfer data internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK Information Commissioner's Office, adequacy decisions recognising the destination country's data protection standards, or other lawful transfer mechanisms under UK GDPR.

8. Cookies and Tracking Technologies

8.1 Types of Cookies We Use

• Essential Cookies: Required for the Service to function properly
• Analytics Cookies: Help us understand how users interact with the Service
• Preference Cookies: Remember your settings and preferences

8.2 Managing Cookies

You can control cookies through your browser settings. Note that disabling certain cookies may affect the functionality of the Service.

9. Data Retention

We retain your personal data for as long as necessary to provide the Service and maintain your account, comply with legal obligations, resolve disputes, and enforce our agreements. When data is no longer needed, we securely delete or anonymise it.

10. Data Security

We implement appropriate technical and organisational measures to protect your information, including encryption of data in transit and at rest, access controls and authentication measures, regular security assessments and monitoring, and employee training on data protection.

While we strive to protect your information, no method of transmission or storage is completely secure. We cannot guarantee absolute security.

11. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you
• Rectification: Request correction of inaccurate or incomplete data
• Erasure: Request deletion of your personal data in certain circumstances
• Restriction: Request restriction of processing in certain circumstances
• Portability: Request transfer of your data to another service provider
• Objection: Object to processing based on legitimate interests or for direct marketing
• Withdraw Consent: Withdraw consent at any time where processing is based on consent

To exercise these rights, contact us at privacy@tarebase.com. We will respond to your request within one month.

12. Marketing Communications

We may send you marketing communications about our products and services with your consent. You can opt out at any time by clicking the unsubscribe link in our emails, contacting us at privacy@tarebase.com, or updating your communication preferences in your account settings.

13. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal data from children. If we learn that we have collected personal data from a child, we will delete it promptly.

14. Third-Party Links

The Service may contain links to third-party websites. We are not responsible for the privacy practices of these websites. We encourage you to review the privacy policies of any third-party sites you visit.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last updated" date. Your continued use of the Service after such changes constitutes acceptance of the updated policy.

16. Complaints

If you have concerns about our data practices, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

17. Contact Us

For questions or concerns about this Privacy Policy or our data practices, please contact us: