Privacy policy

Provenda helps retail buyers find and vet food and drink suppliers, and helps suppliers see whether their products can sell in a new market. For the personal data described here, Provenda is the controller. You can reach us at contact@provenda.co.uk.

Only what the service needs to work:

• Your account: name, work email, company, role, and the team members you invite. Passwords are handled by our sign-in provider, and we never see them.
• Your company: the profile you fill in, and the documents you send for the company check by Provenda.
• What you put into Provenda: products, specification sheets, pack photos, price lists and certificates (suppliers), briefs, shortlists and notes (buyers), messages, files and NDAs in a deal room, and sample requests.
• Payments: what you bought and when. Card details go straight to our payment provider and never reach us.
• WhatsApp number, only if you turn on WhatsApp notifications.
• Technical data: server logs and cookieless analytics of pages visited and page speed. See the cookie policy.

• To provide the service you signed up for: your account, your products and briefs, the checks, deal rooms and samples. Basis: our contract with you.
• To run the research agents on the products and documents you add, and show their findings with their sources. Basis: our contract with you.
• To keep Provenda secure and working: logs, abuse prevention, fixing faults. Basis: our legitimate interests.
• To send the notifications you choose, by email or WhatsApp. You can turn each one off in your settings. Basis: your consent for WhatsApp, our contract for account email.
• To meet legal duties, such as keeping payment records. Basis: legal obligation.

Provenda uses AI models to read the documents you upload, research a product against public sources and explain what was found. To do that, the relevant product data and documents are sent to the model providers listed below.

The agents’ findings are indicative research, not a decision about you. Arithmetic such as prices, margins and shelf life is done in code, not by a model, and nothing a model proposes counts until a person confirms it.

Other people on Provenda see only what your actions share:

• Buyers see a supplier's product once the supplier publishes it.
• A deal room is private to the two companies in it.
• On a tender, neither side is named to the other until both agree to an introduction.

We use these providers to run Provenda. Each processes data only on our instructions:

We don’t sell personal data, and we don’t share it for advertising.

Some of these providers process data outside the UK, including in the United States. Where they do, we rely on safeguards UK law recognises, such as adequacy regulations or the UK International Data Transfer Addendum.

• Your account and what you put into Provenda: for as long as your account is open. You can delete your account from your settings.
• The research agents' results: 30 days, after which they are run again when needed.
• Payment and accounting records: as long as the law requires.
• Server logs: for a short period, to keep the service secure.

You can ask to see the personal data we hold about you, correct it, delete it, restrict or object to how we use it, or receive it in a portable format. Where we rely on consent, you can withdraw it at any time. Write to contact@provenda.co.uk.

If you are unhappy with how we handle your data, you can complain to the Information Commissioner’s Office at ico.org.uk. We’d welcome the chance to put it right first.

Data travels encrypted between your browser and Provenda. Each company’s data is separated in the database, access is limited to the people who need it, and files are fetched with your sign-in rather than public links.

When this policy changes, the date at the top changes with it. If a change matters to how your data is used, we’ll tell you before it takes effect.