Privacy notice

Last updated 29 October 2026

Who we are

This website is run by TRC ERP, the Odoo practice within TRC Group. The company responsible for your personal information is TOTAL RETAIL CONTROL (UK) LTD, registered in England and Wales (company number 07555314), registered office One Kingdom Street, Kingdom Street, London W2 6BD. Where another TRC company provides services to you, your proposal or agreement names it.

For anything about your personal information, email hello@trcerp.com.

What we collect

When you book a call: your name, work email, the time you chose, your time zone, anything you tell us you'd like to cover and who introduced you.
When you ask for a CORE report: what you tell us about your business in your own words (typed or spoken), your answers to the questions (such as your sector, size, systems and needs), any files you upload, your email address and, if you give it, your name.
When you chat with Brad: what you type in the chat (including text you dictate) and Brad's replies, the page you started on, and when you agreed to the chat notice. If you dictate with the microphone, your recorded speech is turned into text and isn't kept; only the text you then send is.
When you ask us to call you (Request a call, on the Contact page): your name, email address and your message, used to arrange the call.
To confirm your email address: a one-time code we send you.
Your choices: whether we may contact you, whether you want updates by email, and whether our AI advisor may prepare notes on your request, with the date and time you made them.
Technical information: your IP address and the requests your browser makes, which we use to keep the site secure and to stop misuse (for example, limiting how many requests come from one connection).

Please don't include sensitive personal information, or information about your own customers or staff, in your answers or files.

How we use it

To book and hold your call and send you the calendar invitation, because you asked us to.
To prepare your CORE report. Every report is reviewed by a TRC specialist before it is emailed to you.
To follow up on your request through our customer records, if you agreed that we may contact you, or as needed to answer your request.
To send you updates about Odoo and business systems, only if you asked for them. You can unsubscribe at any time.
To improve our reports: our AI advisor may suggest general improvements to the guidance it uses. These are anonymised (names, email addresses, phone numbers and links are removed) and a TRC person approves them before they are used.
To keep the site secure and meet our legal obligations.

Where the law requires a legal basis, we rely on taking steps you asked for before a possible contract, on our legitimate interest in answering business enquiries and running a secure website, and on your consent for updates by email and for AI processing. You can withdraw consent at any time by emailing us; this doesn't affect what we did before.

Our AI advisor

If you agree when you request a CORE report, Brad, TRC's AI advisor, reads your answers and any files you sent and prepares notes for the TRC specialist who reviews your report. Brad uses Anthropic's Claude models. Anthropic processes this information on our behalf to produce the notes, and does not use it to train its models. If you don't agree, your report is prepared by TRC people only and the email says so. No decision about you is made by AI alone: a person reviews every report before it is sent.

Brad, our website advisor, is an AI assistant. Its replies are generated with Anthropic's Claude Sonnet 5.5 model. When you chat with Brad, what you type and Brad's replies are sent to Anthropic so a reply can be produced. Anthropic processes this on our behalf under its commercial terms and does not use it to train its models. Sending a message or using the microphone in the chat is agreeing to this notice, as the chat says.

We keep each conversation on our servers in the United Kingdom. It is deleted 90 days after your last message, unless you send us a request, when it is kept with your request for up to 24 months. We use conversations to answer you and to follow up if you ask us to. Brad may suggest general improvements to its guidance; these are anonymised and approved by a TRC person before use. We never use conversations for advertising.

Dictation: if you use the microphone, the audio is sent to Deepgram to turn it into text, and is not stored; we ask Deepgram not to use your audio to improve its models. Please don't enter passwords, payment details or sensitive personal information. Brad can make mistakes and does not replace advice from our team. Brad can't book or send anything himself. If you then send a request from the same browser, the conversation is added to it so the TRC person handling it can read it. To see or delete your conversation, email hello@trcerp.com.

Website analytics

If you accept analytics cookies, Microsoft Clarity collects information about your visit, including pages viewed, clicks, scrolling, device type, browser and approximate location. Anything you type into forms or into our chat with Brad is masked and never recorded. Microsoft processes this data on our behalf under its own privacy statement. We use it only to improve our website, and we never use it for advertising. Our legal basis is your consent, which you can withdraw at any time.

Whatever you choose, our server counts page views by page address only, and counts how many visitors choose Accept or Decline. These counts use no cookies and hold nothing that identifies you.

Who receives your information

TRC people who handle your request.
Our service providers, who process information only on our instructions: our hosting provider (servers in the United Kingdom), our email delivery provider, Anthropic for Brad's chat replies and, when you agreed to them, AI notes, Deepgram for turning dictated audio into text in the chat, and Microsoft (Clarity) for website analytics, only if you accept analytics cookies.
Deepgram, when you press Speak on the page's forms. Your recording is sent through our server to Deepgram, which turns it into text. We don't keep the audio or the text (the text only reaches us if you then submit it yourself), and we ask Deepgram not to use it to improve its models. We keep only your IP address and the time of each Speak, to limit misuse. If your browser can't record audio, or our speech service is unavailable, Speak falls back to your browser's own speech recognition; in some browsers, such as Chrome or Safari, the audio is then processed by the browser's maker under its own privacy terms.
Other sites you choose to visit, such as Odoo or Vimeo (customer story films, loaded only when you press play), under their own privacy notices.

We don't sell your personal information. Some providers, such as Anthropic, Deepgram and Microsoft, are based in the United States; where information leaves the United Kingdom or European Economic Area, we use the safeguards the law requires, such as standard contractual clauses.

How long we keep it

One-time email codes: deleted within a day.
Speak counters (IP address and time): deleted within two days.
Uploaded files: deleted after 90 days unless your enquiry goes further.
Chats with Brad: deleted 90 days after the last message, unless you sent a request, when they're kept with it.
CORE report requests, with your answers and the report: kept for 24 months, then deleted.
Your enquiry and contact details in our customer records: for as long as we're in contact and for up to 24 months after, unless you become a customer, when your agreement sets how long we keep records.
Clarity analytics (only if you accepted): kept by Microsoft for up to 13 months, then deleted.
Page view and consent counts: daily totals with nothing that identifies anyone.
What your browser stores for you (see Cookies): until you clear it, or as described there.

Your rights

You can ask us for a copy of your personal information, and to correct it, delete it, restrict or object to how we use it, or receive it in a portable form. You can object to marketing at any time. Email hello@trcerp.com; we'll answer within one month.

If you're unhappy with how we handled your information, please tell us first. You can also complain to your data protection authority: in the UK, the Information Commissioner's Office (ico.org.uk); in Ireland, the Data Protection Commission (dataprotection.ie); in South Africa, the Information Regulator. In the United States, you may have rights under the privacy law of your state; contact us and we'll help.

Children

This site is for businesses. It isn't meant for children, and we don't knowingly collect information about them.

Changes

We'll update this notice when how we use personal information changes, and show the date at the top.