Last updated: 22 October 2026
This notice explains what personal data we collect when you use this website or get in touch with us, why we collect it, who we share it with, and the rights you have over it. We have kept it in plain English.
Who we are
The TradeFlow System is the trading name of Callum Rylance, a sole trader based in Bournemouth, Dorset. Callum Rylance is the data controller for the personal data described in this notice. That means he decides how and why it is used, and is responsible for looking after it.
If you have any question about this notice or your data, email callum@thetradeflowsystem.co.uk.
What we collect
When you use the form on this website
We collect what you type in:
- your name
- your company name
- your mobile number
- your email address
- your main town or postcode
- how you get leads now
The form also records which page of the website you sent it from.
When you book a call through Calendly
We receive your name, your email address, the time you booked and any answers you give to the booking questions.
When you WhatsApp, text, call or email us
We receive whatever you choose to send us, along with your phone number or email address.
We do not ask for, and do not want, any special category data (for example health information) through this website.
Why we use it, and our lawful basis
We use your data to reply to you, to prepare anything you have asked for (such as your Local Search Map), to arrange and hold calls, and to talk with you about our services.
Under UK data protection law we need a lawful basis for this. We rely on:
- Legitimate interests. You contacted us, and we have a legitimate interest in replying to your enquiry and discussing our services with you. We only use your data in ways you would reasonably expect.
- Steps before a contract. When you ask about working with us, we use your data to take the steps you have asked for before any agreement is made.
If you become a client, we will also use your data to deliver the work and to meet our legal and accounting obligations.
Who we share it with
We use a small number of trusted service providers to run the business. They act as our processors: they handle data on our behalf and only as we instruct.
- Web3Forms receives the details you enter in the website form and delivers them to our email inbox.
- Calendly handles call bookings.
- Our email and messaging providers carry and store the emails, texts and WhatsApp messages you send us.
We do not sell your data. We do not share it with other installers, lead buyers or marketers. We would only disclose it to anyone else if the law required us to.
International transfers
Some of these providers may process data outside the UK. Where that happens, we rely on the safeguards UK law requires, such as an adequacy decision or the standard contractual clauses approved for UK transfers.
How long we keep it
- Enquiries that do not become clients: deleted within 24 months of our last contact with you.
- Client records: kept for as long as we need them to deliver the work, and then for as long as our legal and accounting obligations require.
You can ask us to delete your enquiry sooner at any time.
Cookies
This website sets no tracking or advertising cookies, and uses no analytics.
The website's fonts are loaded from Google Fonts. When your browser fetches them, Google's servers receive your IP address, as they would for any web request.
The links to Calendly and WhatsApp take you to those services, which have their own privacy policies and cookies.
Your rights
Under UK GDPR you have the right to:
- access the personal data we hold about you
- rectification, so anything wrong is corrected
- erasure, so your data is deleted
- restriction, so we pause using your data
- object to us using your data, including for any direct marketing
- data portability, so you receive your data in a format you can take elsewhere
To use any of these rights, email callum@thetradeflowsystem.co.uk. We will reply within one month. There is normally no charge.
Complaints
If you are unhappy with how we have handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk or on 0303 123 1113.
Changes to this notice
We may update this notice from time to time, for example if we start using a new service provider. The date at the top shows when it was last changed.