Privacy Policy

Privacy Policy

Last updated: 23rd September 2026

At Tradesman Admin, we take the privacy and security of personal information seriously.

This Privacy Policy explains how we collect, use, store and protect personal data when you visit our website, make an enquiry, become a client, or otherwise interact with us.

For the purposes of applicable data protection law, including the General Data Protection Regulation (GDPR), the data controller for the personal information described in this policy is:


Trading as: Tradesman Admin
Business address: Donegal, Ireland
Email: hello@tradesmanadmin.com

1. Information We Collect

The personal information we collect depends on how you interact with us.

Website Visitors

When you visit our website, certain technical information may be collected automatically, such as:

  • IP address

  • Browser and device information

  • Pages visited

  • Referring website or source

  • Date and time of visits

  • Website interactions

  • Cookie and analytics information, depending on your consent preferences

Enquiries and Contact Forms

If you contact us or complete an enquiry form, we may collect information including:

  • Your name

  • Business or trading name

  • Email address

  • Telephone number

  • Type of business or trade

  • Number of employees

  • Services you are interested in

  • Accounting or bookkeeping software used

  • Approximate transaction volumes

  • VAT registration status

  • Information about your current administrative or bookkeeping requirements

  • Any other information you choose to provide

We use this information to understand your enquiry, contact you about the services you have requested information about, and determine whether our services are suitable for your business.

Clients

If you become a client, we may collect additional information required to provide the agreed services, including:

  • Business and contact details

  • Company registration and VAT information

  • Billing and payment information

  • Accounting and bookkeeping information

  • Supplier and customer information

  • Invoices, receipts and financial records

  • Payroll-related information where payroll administration is included

  • Information about your accountant or other professional advisers

  • Information required to access or operate agreed business systems

  • Communications and instructions relating to the services we provide

We only request information that is reasonably necessary to provide or administer the services agreed with you.

2. Information We Process on Behalf of Clients

As part of providing back-office, bookkeeping, payroll and administrative support, we may process personal information relating to our clients' customers, suppliers, employees, subcontractors and other business contacts.

Depending on the service being provided, this may include names, contact information, invoices, transaction records, payroll information and other business records.

Where we process personal data solely on the instructions of a client, the client will generally remain the data controller and Tradesman Admin will act as a data processor.

We process this information only as necessary to provide the agreed services and in accordance with our contractual obligations and applicable data protection requirements.

3. How We Use Personal Information

We may use personal information to:

  • Respond to enquiries

  • Provide information about our services

  • Assess which services or packages may be appropriate

  • Prepare quotations or proposals

  • Set up and manage client accounts

  • Deliver agreed administrative and back-office services

  • Provide bookkeeping support

  • Process receipts, invoices and business records

  • Provide payroll administration where agreed

  • Prepare records for VAT or accounting purposes where agreed

  • Liaise with accountants or other advisers where authorised

  • Communicate with customers, suppliers or other parties where authorised by a client

  • Issue invoices and manage payments

  • Maintain business and financial records

  • Improve our website and services

  • Protect our business, website and systems

  • Meet legal, regulatory, tax and accounting obligations

  • Establish, exercise or defend legal claims

We will not use personal information for purposes that are incompatible with the purposes for which it was collected unless permitted or required by law.

4. Our Legal Bases for Processing

Under GDPR, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on:

Contract — where processing is necessary to provide services you have requested or to take steps before entering into a contract with you.

Legal obligation — where we need to process information to comply with a legal requirement.

Legitimate interests — where processing is reasonably necessary for the operation, administration, security or development of our business and those interests are not overridden by your rights and interests.

Consent — where we have specifically asked you to consent to a particular use of your information, such as certain forms of marketing or non-essential website tracking.

Where processing is based on consent, you can withdraw that consent at any time.

5. Marketing

We may contact existing clients or people who have specifically requested information about our services where permitted by applicable law.

Where consent is required for electronic marketing, we will obtain it before sending such communications.

You can ask us to stop sending marketing communications at any time by using the unsubscribe option provided or by contacting us at hello@tradesmanadmin.com.

Submitting an enquiry does not mean that you will be subjected to repeated sales calls or unwanted marketing communications.

6. Website Forms

Our website is hosted using Squarespace.

When you submit information through a website form, the information you provide may be processed through Squarespace and sent to or stored using the systems we have configured to receive and manage enquiries.

We use form information to respond to enquiries, manage prospective client relationships and provide the services or information requested.

Please do not submit passwords, PINs, authentication codes, online banking credentials or unnecessary sensitive information through our general website forms.

7. Cookies and Analytics

Our website may use cookies and similar technologies to operate correctly, understand how visitors use the website and, where applicable, measure the effectiveness of advertising.

Some cookies are necessary for the website to function and may not require consent.

Where required by law, non-essential cookies, including analytics or advertising cookies, will only be used after you have provided the appropriate consent.

You can manage your cookie preferences using the cookie controls provided on our website.

Further information about the cookies and tracking technologies used on this website can be found in our Cookie Policy.

8. Advertising and Meta

We may advertise our services using platforms such as Facebook and Instagram.

Where enabled and where the appropriate consent has been obtained, our website may use advertising technologies such as the Meta Pixel to help us understand whether advertising results in website visits or enquiries and to measure advertising performance.

These technologies may involve information being shared with or processed by the relevant advertising platform.

You can control non-essential advertising cookies through the cookie preferences available on our website.

9. Who We Share Information With

We do not sell personal information.

Where necessary, information may be shared with trusted service providers that help us operate our business and deliver our services. Depending on the services and systems we use, these may include:

  • Website and hosting providers

  • Cloud storage providers

  • Email and communications providers

  • Accounting and bookkeeping software providers

  • Receipt capture and document management providers

  • Payroll software providers

  • Payment providers

  • IT and security providers

  • Professional advisers

  • Accountants or advisers authorised by our clients

  • Advertising and analytics providers, where applicable and subject to relevant consent requirements

Service providers are given access only where necessary for the relevant purpose and are expected to handle personal information appropriately.

We may also disclose information where required by law, regulation, court order or another lawful authority.

10. International Data Transfers

Some of the technology providers we use may process or store information outside Ireland or the European Economic Area.

Where personal data is transferred internationally, we take appropriate steps to ensure that the transfer is made in accordance with applicable data protection law and that appropriate safeguards are in place where required.

11. How Long We Keep Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to provide services and meet legal, tax, accounting, contractual and regulatory requirements.

Different types of information may therefore be retained for different periods.

Enquiry information that does not result in a client relationship will be retained only for an appropriate period having regard to the nature of the enquiry and any potential follow-up.

Client and financial records may need to be retained for longer periods to comply with applicable legal, tax, accounting or contractual requirements.

When information is no longer required, we will take reasonable steps to securely delete or anonymise it.

12. How We Protect Information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Depending on the information and services involved, these measures may include:

  • Password-protected systems

  • Multi-factor authentication

  • Restricted access

  • Separate user or delegated access to client systems where available

  • Secure cloud storage

  • Appropriate access controls

  • Secure document sharing processes

  • Keeping access limited to information necessary to provide the agreed service

Clients should not send passwords, authentication codes or online banking credentials through ordinary email or general website forms.

13. Your Data Protection Rights

Depending on the circumstances and applicable law, you may have rights in relation to your personal data, including the right to:

  • Request access to personal information held about you

  • Request correction of inaccurate or incomplete information

  • Request deletion of your personal information in certain circumstances

  • Request restriction of processing

  • Object to certain processing

  • Request data portability where applicable

  • Withdraw consent where processing is based on consent

These rights are subject to certain legal conditions and exceptions.

To exercise a data protection right, contact us at:

hello@tradesmanadmin.com

We may need to verify your identity before responding to a request.

14. Complaints

If you have concerns about how we handle your personal information, please contact us first so that we have an opportunity to address your concerns.

You also have the right to make a complaint to the relevant data protection supervisory authority.

In Ireland, this is the Data Protection Commission (DPC).

15. Third-Party Websites

Our website may contain links to websites operated by third parties.

We are not responsible for the privacy practices of third-party websites, and we recommend reviewing their privacy information before providing personal data to them.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, systems, legal obligations or the way we process personal information.

The latest version will be published on this website and the “Last updated” date at the top of this policy will be changed accordingly.

17. Contact Us

If you have questions about this Privacy Policy or how your personal information is handled, please contact:

Tradesman Admin
hello@tradesmanadmin.com