Privacy Policy

1. Who Artem Software is

Artem Software is a software platform for trades businesses, starting with painters and decorators. It helps users manage leads, customers, jobs, estimates, invoices, payments, reviews, communications, scheduling, uploads, and related business workflows.

Artem Software is operated by Perrie Fearon, trading as Artem Software, a UK-based sole trader. For privacy or data protection queries, contact info@artemsoftware.com. A trading address for written correspondence is available on request via the same email.

2. Who this policy applies to

This policy is relevant to:

• people who create or use an Artem Software account;
• team members invited into an Artem Software workspace;
• customers, leads, and contacts whose details are entered into Artem Software by a trades business;
• people who use Artem Software public links, such as estimate, invoice, review, intake, info-request, portal, or payment links;
• people who contact Artem Software directly about support, access, deletion, billing, or security matters.

3. Controller and processor roles

Artem Software does not play the same role for every type of personal data.

• Artem Software as controller: for our own account, billing, support, security, product analytics, consent, and business relationship data about the trades businesses and team members who use the platform.
• Artem Software as processor: where a trades business uses the platform to store or send customer, lead, job, estimate, invoice, review, communication, or photo data about its own customers.

If you are a customer of a trade business using Artem Software, that business is usually the first point of contact for rights requests about the data it has entered into the platform. Artem Software may assist that business in responding where required.

4. The personal data Artem Software may handle

Depending on how the platform is used, Artem Software may handle:

• Account and team data: names, email addresses, login details, team roles, invitation records, notification preferences, and activity relevant to account security.
• Business profile data: business name, branding, phone number, address, sender settings, website or domain settings, payment connection details, VAT or tax-related settings, and other configuration entered by the user.
• Lead, customer, and contact data: names, email addresses, telephone numbers, addresses, enquiry details, job notes, property details, and communication history.
• Job and workflow data: lead status, appointments, schedule items, estimates, invoices, deposits, payment status, review requests, review responses, internal notes, and related files or records.
• Uploaded content: customer-uploaded or tradesperson-uploaded photos, attachments, completion photos, intake images, and supporting documents.
• Public-link activity: when a customer opens or interacts with a public estimate, invoice, review, intake, or info-request link, Artem Software may record limited activity such as link access, status changes, and form submissions.
• Payment and billing data: billing plan details, subscription state, invoice status, payout or connected-account references, and payment processor transaction identifiers. Artem Software is not intended to store full card numbers.
• Diagnostic and analytics data: consent choices, cookie preferences, technical logs, error reports, event telemetry, and usage data used to operate, protect, and improve the service.

5. How Artem Software collects data

• directly from users who create an account or configure the app;
• when a trades business enters customer, lead, job, or financial data into the platform;
• when customers interact with public links, upload files, submit feedback, or reply to messages sent through Artem Software;
• from payment, messaging, analytics, hosting, and infrastructure providers used to deliver the service;
• from cookies and similar technologies, subject to the choices explained in the Cookie Policy.

6. What Artem Software uses personal data for

• creating and managing user accounts and team access;
• hosting CRM, job, estimate, invoice, payment, and review data;
• generating and securing public estimate, invoice, review, intake, info-request, and other customer-facing links;
• sending transactional emails, SMS, WhatsApp messages, reminders, notifications, and review requests;
• processing payments, deposit requests, subscription billing, and connected payment flows where enabled;
• handling support, troubleshooting, abuse prevention, fraud prevention, and platform security;
• analysing service usage and product performance where analytics cookies or telemetry are enabled;
• meeting legal, accounting, tax, or regulatory obligations where they apply.

7. Lawful bases

Where UK GDPR applies, Artem Software expects to rely on one or more of the following lawful bases, depending on the context:

• Contract: to provide the Artem Software service, manage subscriptions, and carry out requested platform functions.
• Legitimate interests: to keep the platform secure, maintain service quality, prevent misuse, investigate incidents, and improve the product in a proportionate way.
• Consent: for non-essential analytics cookies and similar technologies, and in any other place where consent is the appropriate basis.
• Legal obligation: where records or disclosures must be kept or made to comply with tax, accounting, fraud-prevention, or other legal requirements.

Trades businesses using Artem Software remain responsible for deciding their own lawful basis for customer and lead data they collect and upload.

8. Public links, estimates, invoices, reviews, and uploads

Artem Software includes customer-facing links for estimates, invoices, reviews, intake forms, info requests, payments, and related workflows. These links are designed to let a customer access a specific task without creating an Artem Software account.

• Public links may reveal limited customer, job, estimate, invoice, review, or upload information relevant to that workflow.
• Artem Software may log when public links are viewed or used, including duplicate-view prevention and abuse-control signals.
• Uploaded photos and attachments may be processed to support the relevant workflow and are intended to be available only to authorised users or time-limited, authorised public sessions.
• If a trades business shares a public link with the wrong person or without the customer's authority, that business is responsible for that decision.

9. Sharing and subprocessors

Artem Software uses third-party providers to host, secure, deliver, and support the service. Based on the current codebase, this includes:

• Supabase - database, authentication, storage, and backend platform services. (confirmed)
• Resend - transactional email delivery. (confirmed)
• Stripe - subscription billing, payments, deposits, and connected account flows, where enabled. (confirmed, where enabled)
• Twilio - SMS or WhatsApp-style messaging flows, where enabled. (confirmed, where enabled)
• PostHog - product analytics, event telemetry, and diagnostic session tooling, subject to consent where required. (confirmed, where enabled)
• Sentry - application error monitoring and incident diagnostics, where enabled. (confirmed, where enabled)
• Google Fonts - web font delivery to public and app pages. (confirmed)
• Browser push notification services - web push delivery through browser or platform push providers, where enabled. (confirmed, where enabled)
• AI model providers - drafting, summarisation, or assistant-style features, where enabled. The specific provider may change over time. (confirmed category, provider may vary)

Artem Software may also share data where necessary with professional advisers, regulators, law enforcement, or courts where there is a lawful basis to do so.

10. International transfers

Some providers used by Artem Software may process data outside the UK. Where that happens, Artem Software expects to rely on appropriate safeguards such as adequacy regulations, the UK International Data Transfer Agreement, or other recognised contractual safeguards.

11. Security

Artem Software aims to use proportionate technical and organisational measures to protect personal data, including access controls, authentication, tenant separation, secured public-link handling, backups, logging, and service-provider security features.

No online service can promise absolute security. Users should still protect their passwords, control team access carefully, and only share public links with intended recipients.

12. Retention

Artem Software intends to keep personal data only for as long as it is needed for the relevant service, legal, security, accounting, or support purpose.

• Account, billing, and workspace records may be kept while an account is active and for a reasonable period afterwards.
• Customer, job, estimate, invoice, review, and communication records may be retained for operational history, dispute handling, accounting, and compliance needs.
• Uploaded files and photos may be deleted earlier if removed by the customer's trades business or through account deletion or anonymisation workflows.
• Consent records may be kept long enough to show that cookie choices were recorded.

Exact retention periods should be checked and finalised against the business's real support, tax, and deletion processes before launch.

13. Marketing waitlist and trade-request forms

When you join a waitlist or submit a “request a trade” form on artemsoftware.com, we store the email address you provide together with the trade slug, free-text notes if you provided any, the IP address the request came from, and the browser user-agent. We use these only to (a) email you when the trade you asked about is ready, and (b) prioritise which trade to build next. We never sell, share, or rent this data. You can ask us to delete it at any time by emailing privacy@artemsoftware.com. Default retention: 24 months from signup.

14. Access, export, correction, and deletion

Subject to applicable law, people may have rights to request access, correction, deletion, restriction, objection, or portability of their personal data.

• Artem Software users can contact info@artemsoftware.com for access, deletion, or other rights requests relating to Artem Software's own controller data.
• If the data sits inside a trades business workspace as customer or job data, the request should normally be sent to that trades business first.
• Where Artem Software acts as processor, it may help the relevant trades business fulfil that request.

15. Cookies and preferences

Artem Software uses cookies and similar technologies for essential app functions, login state, duplicate-view prevention on some public-link flows, consent storage, and optional analytics or diagnostics.

More detail is available in the Cookie Policy. Users can change analytics cookie choices using the cookie preferences tools shown in the product footer.

16. Complaints

If you are unhappy with how personal data has been handled, we would appreciate the chance to address it first at info@artemsoftware.com.

You also have the right to complain to the Information Commissioner's Office in the UK. Details are available at ico.org.uk.

17. Changes to this policy

Artem Software may update this draft policy as the service and its provider setup change. The date at the top shows the latest update.