Privacy
Privacy Notice
This notice explains what personal information Trofik Impact LLC collects, why we use it, when it may be shared, and the choices available to you.
The short version
We collect information needed to respond to inquiries, provide the trōfik website and platform, protect them from misuse, and deliver work requested by customers. We do not sell personal information or use contact-form inquiries for advertising.
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).
Trofik is the controller of information used for its own website, inquiries, account administration, security, and business operations. For customer-controlled project information, the customer normally decides why and how the information is used and Trofik acts as a processor or service provider under the customer agreement. Requests about a specific project may therefore need to be handled 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 received from customers and public sources
Customers may add project contacts, stakeholder details, meeting notes, communications, public-source material, files, and other project information. Project research may also use news, public records, organizational websites, and other public sources. Customers are responsible for having appropriate authority to provide information to the service.
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.
- Session or local browser storage used for login, security, project selection, and other requested platform functions.
Purposes and legal bases
| Purpose | Legal basis where GDPR applies |
|---|---|
| Respond to inquiries and take steps requested before entering a contract. | Steps before a contract and our legitimate interest in responding to requests. |
| Create accounts, provide services, support users, and administer customer relationships. | Contract performance and our legitimate interests in operating the service. |
| Protect the service, prevent misuse, diagnose problems, and maintain appropriate records. | Our legitimate interests in security and service integrity, and legal obligations where applicable. |
| Measure aggregate use and improve reliability. | Our legitimate interests in understanding and improving the service; consent where applicable law requires it. |
| Comply with law, resolve disputes, and protect legal rights. | Legal obligations and our legitimate interests in establishing, exercising, or defending legal claims. |
When Trofik processes customer-controlled project information for a customer, the customer determines the applicable legal basis. Where we ask for consent, it may be withdrawn at any time without affecting earlier lawful processing.
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-provider categories that support hosting, databases, authentication, private file storage, email, analytics, managed compute, integrations, transcription, and AI-assisted processing. The providers used depend on the customer and features enabled.
- 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.
International transfers
Trofik is based in the United States. Information submitted from another country may be processed in the United States or other locations used by the service providers supporting the relevant feature. The transfer mechanism and safeguards depend on the customer agreement, provider, and location involved. Contact us for information about the safeguards applicable to a particular processing activity.
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 the law that applies, you may have rights to access, correct, delete, restrict, object to processing of, or receive a portable copy of personal information. You may also withdraw consent where consent is the legal basis. Email christian@trofikimpact.com. We may verify your identity and, for customer-controlled project information, coordinate with the relevant customer.
If GDPR applies, you may complain to the data-protection authority where you live or work or where you believe an infringement occurred. French residents may contact the CNIL.
Cookies, browser storage, and analytics
The service uses session or local browser storage for requested functions such as login, security, project selection, and saved interface state. The public website also uses basic audience measurement and operational error reporting. We do not use third-party advertising cookies or advertising technology intended to track visitors across unaffiliated websites.
You may disable cookies or browser storage through your browser, but login and some platform functions may then stop working. If a feature that requires consent-based tracking is introduced, an appropriate choice will be presented before that tracking begins.
Security
We use administrative and technical safeguards intended to protect information. No online service can promise absolute security. Please report suspected security issues to christian@trofikimpact.com. Customers may request additional security and privacy information for diligence review.
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