Privacy Policy
Last updated: 8 October 2026
Tavons is a sales CRM for card machine and business funding sellers. This policy explains what personal data we handle, why, and your rights. It is written in plain English; if anything is unclear, email support@tavons.com.
1. Who we are
Tavon Partners Ltd, trading as Tavons, is a company registered in England and Wales. Contact: support@tavons.com.
We act in two different roles:
- Data controller for the personal data of the people who sign up for and use Tavons (account holders and their staff), and for visitors to this website.
- Data processor for the information our customers put into Tavons about their own leads, clients, contacts, meetings and deals. Each customer company decides what it stores and why, and is the controller of that data. We only process it on their instructions to provide the service.
2. What we collect
- Account data: name, work email, phone number, company name, password (stored securely hashed by our authentication provider), and your role in your company.
- Customer content you enter: leads, contacts, deals, notes, meetings, addresses, referral details, email templates, company logo and brand details.
- Business card images: photos you upload to the card scanner. They are sent to a text-recognition service to read the details and are not kept after reading.
- Statement checker: a merchant statement you upload is analysed in memory and is not stored. Figures are only sent anywhere if you choose to email them to yourself.
- Location and map data: if you use the journey planner we use your address entries and, only if you tick the option, your current location, to work out a route. We do not track you in the background.
- Google connections (optional): if you connect Google Calendar or Google Contacts we store the access token needed to read or sync them. You can disconnect at any time.
- Billing data: when paid plans are switched on, payments are handled by our payment provider. We do not store full card numbers.
- Technical data: basic server logs (IP address, browser type, pages requested) used for security and fault-finding.
3. Why we use it, and our legal basis
| Purpose | Legal basis (UK GDPR) |
|---|---|
| Providing your account and the Tavons service | Contract |
| Sending service emails (sign-up, password reset, invitations, receipts) | Contract |
| Sending follow-up emails to your leads and clients on your behalf | Your instruction as our customer (we are your processor) |
| Security, fraud prevention and fixing faults | Legitimate interests |
| Keeping accounting and tax records | Legal obligation |
| Replying to your questions | Legitimate interests |
As our customer you are responsible for having a lawful basis (for example legitimate interests, or consent where required) for contacting the people you add to Tavons, and for honouring their requests to stop.
4. Who we share data with
We do not sell personal data. We use trusted service providers to run Tavons:
| Provider | What for |
|---|---|
| Supabase | Database, sign-in and file storage |
| Netlify | Website and application hosting |
| Render | Statement analysis and Google connection services |
| Resend | Sending emails |
| Google (Maps, Places, Routes, Calendar, Contacts, sign-in) | Address search, route planning and optional calendar/contacts connections |
| Text-recognition provider | Reading business card photos |
| Payment provider | Taking subscription payments (when enabled) |
Some providers process data outside the UK. Where they do, we rely on UK-approved safeguards such as the UK International Data Transfer Addendum or an adequacy decision.
Data belonging to one company is kept separate from every other company's data, and is only visible to that company's own users.
5. How long we keep it
- Your account and customer content: for as long as your account is open. When you close it we delete or anonymise it within 90 days, unless the law requires us to keep something.
- Billing and accounting records: 6 years.
- Server logs: up to 90 days.
- Business card images and uploaded statements: not kept after processing.
6. Security
Data is encrypted in transit, access is controlled by company and role, and passwords are never stored in readable form. No online service can promise perfect security; if we become aware of a breach affecting you we will tell you and the ICO where the law requires.
7. Your rights
You can ask us to access, correct, delete or restrict your personal data, to object to our use of it, or to receive a copy in a portable format. Email support@tavons.com. If your data is held by one of our customers (for example you are a lead of a seller who uses Tavons), please contact that company first; we will help them respond.
If you are unhappy with how we handle your data you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
7a. How to ask us to delete your data
- If you have a Tavons account: email support@tavons.com from the account's email address with the subject "Delete my data". Company administrators can also ask us to close the whole company account. We will confirm your identity, then delete or anonymise your personal data within one month (we will tell you if we need longer for a complex request, as the law allows).
- If a company that uses Tavons holds your details (for example you were a lead or client of a seller): ask that company, as it decides what it keeps. If you email us we will pass your request to the company and help them act on it, usually within 5 working days.
- What we can't delete: records we must keep by law, such as invoices and accounting records (kept for 6 years), and information needed to deal with a legal claim. Backups are overwritten on their normal cycle, normally within 35 days.
- Deletion is permanent. We will confirm in writing when it is done.
Where we act for a business customer, our Data Processing Agreement sets out who is responsible for what.
8. Cookies
See our Cookie Policy.
9. Changes
If we make an important change we will update the date above and, for account holders, tell you by email.