Privacy Notice

Who this notice covers

This notice applies to visitors to our website, people who contact us, account users, and people whose information is submitted to or collected through a customer project using the trōfik Activation Platform (TAP).

For customer-controlled project information, the customer normally decides why and how the information is used. Trofik generally processes that information to provide the service under its agreement with the customer. Questions about a specific project may need to be handled together with that customer.

Information we collect

Information you provide directly

• Contact details such as your name, email address, organization, and role.
• Messages and other information you include in an inquiry.
• Account details, authentication information, and support communications.
• Survey answers, optional contact details, voice submissions, photographs, files, notes, or other project material when a customer enables those features.

Information customers provide

Customers may add project contacts, stakeholder details, meeting notes, communications, public-source material, files, and other project information. Customers are responsible for having appropriate authority to provide this information.

Information collected automatically

• IP address, browser or device information, request time, and security logs used to operate and protect the service.
• Basic website analytics such as pages viewed, referring site, approximate location, browser, device type, and operating system. Our current Vercel Web Analytics setup does not use third-party advertising cookies.
• Session or local browser storage used for login, security, project selection, and other requested platform functions.

How we use information

• Respond to inquiries and requests.
• Create and administer accounts and provide requested services.
• Store, organize, search, summarize, and report customer project information.
• Provide AI-assisted analysis, transcription, research, and practice features described in our AI & Data Notice.
• Maintain security, prevent abuse, investigate problems, and keep audit records.
• Understand aggregate website and product usage and improve reliability.
• Meet contractual and legal obligations and protect our rights and the rights of others.

We do not use contact-form inquiries for marketing. If we introduce optional marketing communications later, we will provide a separate choice.

When information is shared

We do not sell or rent personal information. We may share information in these limited circumstances:

• With the relevant customer or project team when information was submitted for that project.
• With service providers that host, store, transmit, secure, email, or process information for us. Our current provider list is available on the Subprocessor page.
• For legal or safety reasons when reasonably necessary to comply with law, respond to lawful requests, protect people or the service, or investigate misuse.
• During a business transaction such as financing, reorganization, acquisition, or sale, subject to appropriate confidentiality protections.
• With your direction or permission.

Retention and deletion

We keep information only for as long as reasonably needed for the purpose described in this notice, the applicable customer agreement, security and audit needs, dispute resolution, and legal obligations. Retention therefore varies by record type.

Public survey response records are normally assigned a 90-day response-level retention period. Customer project information may remain while the project or customer relationship is active and is then returned, deleted, or de-identified under the applicable agreement and approved close-out process. Provider backup and security-log copies may expire on a separate schedule.

Your choices and requests

Depending on where you live and our relationship with you, you may be able to request access to, correction of, or deletion of personal information, or ask questions about how it is used. Email christian@trofikimpact.com. We may need to verify your identity and, for customer-controlled project information, coordinate with the relevant customer.

You may disable cookies or browser storage through your browser, but login and some platform functions may then stop working.

Security

We use administrative and technical safeguards intended to protect information, including access restrictions, private storage, encrypted transmission, audit records, rate limits, and security review. No online service can promise absolute security. Please report suspected security issues to christian@trofikimpact.com. More information is available on our Security & Trust page.

Children

Our website and platform are designed for organizations and adult professional users and are not directed to children under 13. Customers must not use the platform to collect information from children without first establishing the permissions, notices, and safeguards required for their project.

Changes to this notice

We may update this notice as our services and practices change. We will publish the updated version here and change the date above. Material changes may also be communicated through the service or directly to affected customers where appropriate.

Contact us

Trofik Impact LLC
Brooklyn, NY 11201
christian@trofikimpact.com