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Trilodocs | privacy notice

Privacy Notice for users of the TriloDocs SaaS application

 

We are TriloDocs Ltd.  

This privacy notice provides information on how we collect and process your personal data when you use the TriloDocs SaaS application. It is important that you read this privacy notice. If you have any questions about this policy, including any requests to exercise your legal rights, please contact us at contact@trilodocs.com or by writing TriloDocs Ltd.

This policy was last updated on 19.04.2024. 

Data we collect about you 

Type of data  

Lawful basis 

Purpose of processing 

Login credentials: we will collect the information necessary for us to verify you (e.g. name, email address, IP address, etc.) 

 

Legitimate interest  

We collect this information as it is in our legitimate interests to verify your access to the TriloDocs SaaS application. 

Support data: we will collect you’re the information necessary for us to provide you with support services (e.g. name, email address, phone number, etc.). 

Legitimate interest 

When you contact us for support, it is in our legitimate interest to make sure we can properly respond to your query. 

 

Cookies: we will collect information about how you use our TriloDocs SaaS application. 

Legitimate interest  

 

We use this information to improve our website and to better understand how people use it. More detail on the information we collect and how we do this is set out in our Cookie Policy. 

Who do you share my data with? 

  • Business partners, suppliers and subcontractors for the performance of the contract we enter into with them or your employer.  
  • Regulators/ Authorities/ Enforcement Agencies if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of our clients or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection. 
  • Buyers of our business (prospective and actual) under our legitimate interest to ensure our business can be continued by the buyer, or other businesses we may merge with. We process your personal information for this purpose because we have a legitimate interest to ensure our business can be continued by the buyer. If you object to our use of your personal information in this way, the buyer of our business may not be able to provide services to you. 

Where do you store my data? 

We store your data on third party servers which are based both in the UK and outside of the UK. 

When working with third parties we may need to transfer your personal data outside of the UK and / or EU. 

Whenever we transfer your personal information outside of the UK and the EU, we ensure it receives additional protection as required by law. To keep this policy as short and easy to understand as possible, we haven’t set out the specific circumstances when each of these protection measures are used. You can contact us using the details above for more information on this. 

 

How long do you keep my data for? 

We will only retain your personal information for as long as we need it unless we are required to keep it for longer to comply with our legal, accounting or regulatory requirements. 

We delete your support information immediately after you last contact us. Other information related to your account will be deleted immediately or as the law states after your account has become inactive. 

In some circumstances we may carefully anonymise your personal data so that it can no longer be associated with you, and we may use this anonymised information indefinitely without notifying you. We use this anonymised information to improve the way we work and our services. 

 

What are my rights under data protection law? 

You have various other rights under applicable data protection laws, including the right to: 

  • access your personal data (also known as a “subject access request”); 
  • correct incomplete or inaccurate data we hold about you; 
  • ask us to erase the personal data we hold about you; 
  • ask us to restrict our handling of your personal data; 
  • ask us to transfer your personal data to a third party;  
  • object to how we are using your personal data; and 
  • withdraw your consent to us handling your personal data. 

You also have the right to lodge a complaint with us or the Information Commissioner's Office, the supervisory authority for data protection issues in England and Wales. If you are based in the EU you can find your relevant supervisory authority here. 

Please keep in mind that privacy law is complicated, and these rights will not always be available to you all of the time.