Tradevero CRM

Privacy Policy

Updated 18 September 2026.

Tradevero runs this CRM, its portals at portal.tradevero.nz and the CheckSetDone phone app for its own staff, for the independent businesses that deliver cleaning services with Tradevero (providers), and for the customers whose sites those businesses look after (clients). This policy says what the system stores about you, why, who can see it, and how to ask about it. The phone app and the website are one system: what you do in one shows in the other, and this policy covers both.

What the system stores

Your login. Name, email address, username, phone, position, role, and the times you sign in, with device type and IP address.
Sales records. Business names, contact people, phone numbers, email addresses, addresses, notes, calls, callbacks, meetings, quotes and files that staff enter about leads and customers.
Site purchase applications. When somebody applies on tradevero.co.nz to buy a site: their name, date of birth, contact details, address, business details, IRD number, photo ID, proof of address, insurance certificate, signature, references and availability, with the status of the application and the notes Tradevero staff write about it. The documents and the IRD number are shown only to Tradevero admins, and each time one of them opens a document or reveals the IRD number the system records who did it and when. A Tradevero admin can delete an application, which removes its documents with it.
Work records. Contracts, offers, commitments, payment receipts, job logs, checklists, and the photos and videos providers attach to a visit, including the photo taken for each checklist line that asks for one.
Checklist approvals. When somebody sends a checklist for approval: who was asked, what each of them answered, when, and any comment they wrote asking for changes, kept with the checklist and readable by Tradevero staff. The request is also a message in a direct chat between the two people.
Quality checks. When a Tradevero Quality Control Officer or a member of Tradevero staff audits a site: a rating and a note on every checklist line, photos of the work, an overall rating and written feedback, with the auditor's name, whether they are an officer or office staff, and the date. A site carries one audit, which the auditor or Tradevero can change.
Your notification choices. Whether you want notifications pushed to your phone and browser, and between which hours. The system checks them before every push. Signing out of a device stops pushes to that device.
Site walkthroughs. Photos and video of a customer's site that Tradevero staff record to describe it, and a record of who opened each one and when. The viewer's name and email are shown over the picture while it plays.
Location, only when a provider checks in. A provider's position at the moment they check in to a job, so the visit can be confirmed. There is no background tracking.
Messages. Chat messages, attachments and voice notes inside Tradevero Comms, and support tickets. When somebody deletes a chat it is removed for everyone in it.
Your phone. If you use the app: the token your phone gives us for push notifications, the device type, and the photos or videos you choose to take or pick for a visit, an audit, a task or a chat. The app uses the camera and your photo library only when you press the button that asks for them, and never in the background.
Your photo, if you add one. A picture you choose for your account, shown beside your name to the people you work with, on the web and on the phone. Take it off from My profile or Account at any time, and the file is removed.
Attendance, for providers. The system keeps a record of every visit it counted down to: the site, the day, the time it was due and how many reminders went out. Against that it reads what happened, so a day the provider finished reads present, a day nobody started reads absent and a day that was due with neither reads not marked. Tradevero staff and a Quality Control Officer can also mark a day present or absent by hand, with a note and the name of the person who marked it, and that mark wins over the reading. A provider can read their own sheet. A client's reviewers can read the sheet for their own sites and cannot change it.
Ratings of a finished visit. Tradevero staff, a Quality Control Officer and a client's reviewers can rate a finished visit. The system stores a score out of ten on each checklist line with a note, an overall score out of ten, written feedback, any photos or videos added to the rating, and the rater's name, their role and the date. Each person rates a visit once and can change what they gave. Tradevero, the client's reviewers and the provider whose work it is can read the ratings, and the provider is told the score and who gave it. Rating is optional.
Feedback on a visit nobody started. When a visit falls due and nobody starts it, the system keeps the day, the site, the provider, the time it was due, how long the window stayed open, how many reminders went out and to whom. Tradevero staff, a Quality Control Officer and a client's reviewers can then write about that day: what happened, whether it counts against the provider, and any photos or videos, with the writer's name, their role and the date. There is no score, because no work was done. Each person writes once and can change what they wrote. Tradevero, the client's reviewers and the provider whose day it was can read it, and the provider is told when somebody writes. The provider cannot change it.
Ratings of a day's work, for clients. If a client's reviewer rates a day's work at a site, the system stores the number, the words, the site, the date, and the reviewer's name, and shows them to Tradevero and to the provider whose work it is. Rating is optional and the reviewer can change or remove their own.
When a job started and finished. The moment a provider starts a job on the app and the moment they finish it, told to Tradevero and to the client's reviewers with the provider's name, the site and the time. A job left open is flagged as not finished.
Whether you are online. The moment you were last active on the app or the CRM, and which of the two it was, so the people you work with can see a green dot beside your name for a few minutes afterwards. Everyone at Tradevero sees everyone in the account; a provider or a client sees the Tradevero people only.
Change history. Who changed what and when, kept so mistakes can be undone and disputes settled.
Emails the system sends. Sign-in codes, welcome emails, reminders and the emails staff send to leads, with delivery status.

Why

To run Tradevero's business: win and serve customers, arrange and check cleaning work, pay providers, keep the records the law requires, and keep accounts secure. The system does not sell or rent personal information and does not use it for advertising.

Who sees it

Tradevero staff see the records their role allows. Admins see everything in the business.
Providers see their own profile, the contracts and sites assigned to them, their job logs and payments, and the chats they are in. They read the ratings of their own finished visits and are told the score. They do not see quality checks: Tradevero talks to a provider about an audit rather than showing them a score.
Clients see their own sites, the providers assigned to them, visit records with photos and videos, the quality checks written up on their sites, their contracts and their tickets.
Quality Control Officers see the sites Tradevero puts them on, the cleaning at those sites and the audits they write. They do not see sales records, contracts or money.
Names. Everybody sees the names of Tradevero staff and of the people they share a chat, a team or a client with. A client never sees another client, and a provider never sees another provider.
Service companies that host the system process data on Tradevero's behalf and under contract: Supabase (database and file storage), Vercel (the web app), Resend (email delivery) and, where staff connect it, Google (calendar and maps). None of them use the data for their own purposes.

Google services

A staff member can connect their Google Calendar. The system then uses Google user data only to create, update and remove the meetings booked in the CRM for that person, and to add a Google Meet link. It reads no other calendar entries and shares nothing with anyone else. The access token is stored encrypted and is deleted when the person disconnects, which they can do at any time from My profile or from their Google account settings. Tradevero's use of information received from Google APIs follows the Google API Services User Data Policy, including the Limited Use requirements. Maps on lead pages come from Google Maps and load only the address shown on the page.

Security

Every sign-in with a password also needs a 6-digit code sent to your email. Data lives in Supabase in the Asia Pacific region behind row-level access rules, so each person only reaches what their role allows. The system backs itself up every 5 hours and keeps the newest three copies. All traffic is encrypted in transit.

How long

Records stay while Tradevero has a business or legal reason to keep them. Sign-in history and location check-ins are kept for a year. Visit records, their photos and videos, and quality checks stay with the site as the record of the work, and a rating stays with the visit it is about. A deleted chat is gone for everyone in it. When a login is deleted, the personal profile and the phone's notification token go with it and the work it did is handed to a Tradevero administrator.

Your rights

Under the Privacy Act 2020 (New Zealand) and the Privacy Act 1988 (Australia) you can ask what the system holds about you, ask for corrections, and ask for your login to be removed. Providers can also request account deletion from inside the portal, and anyone can ask for it from My profile in the phone app. Contact the Tradevero team through your usual contact. Tradevero answers within 20 working days.

Changes

When this policy changes, the date at the top changes and the new version applies from then. If you keep using the system after that date, you accept the change.