Your information stays under your control.

Who this notice covers

This notice applies to people using Trefna, including account holders, invited team members, Trade Management users, prospective customers and people who contact us. Trefna Ltd (company number 904246), registered in Scotland, is the service provider for the Trefna application. Our business-correspondence address is 3F1 Third Floor, 3 Hill Street, Edinburgh, EH2 3JP, United Kingdom.

Where a company customer adds personal information about its own staff, clients, suppliers or project contacts, that company remains responsible for deciding why that information is used. Trefna processes it to provide the service, subject to our Data Processing Addendum.

Information we collect

We collect the information needed to create and secure accounts, such as name, email address, sign-in and account settings. We also store the information users choose to add to their workspaces, including project, forecasting, programme, team, customer, work, expense, receipt and tax-record information.

We receive limited payment and subscription information from Stripe, such as the subscription status, payment outcome and customer reference. Card details are entered and held by Stripe, not by Trefna.

Why we use it

We use information to provide and improve the product, authenticate users, administer workspaces, process subscriptions, prevent misuse, respond to support requests and meet legal or accounting obligations.

We do not sell personal information. Trefna does not use customer project information, Trade Management records or receipts for advertising or to market third-party products.

Project and support access

Trefna does not routinely view customer projects. Support access must be expressly granted by the customer for a stated issue, is limited to the selected projects and can be revoked by the customer.

Support access is read-only unless a customer separately agrees to a different level for a particular issue. Access is time-limited where the product provides an expiry, and all use should be restricted to resolving the request.

Who we share information with

We use carefully selected service providers to run Trefna, including hosting and database infrastructure, authentication, file storage, email delivery and Stripe for payments. They only receive information needed to provide their part of the service.

We may also disclose information where required by law, to protect rights, safety or security, or as part of a genuine business reorganisation. We do not share information with advertising networks.

Retention and deletion

We retain account and workspace information while an account or subscription is active. We may retain limited records afterwards where needed for security, dispute handling, accounting or legal obligations.

Workspace administrators control most operational data within their workspace. Requests for account deletion or a copy of personal information can be made through Contact & services or the in-product support area.

Your rights

Depending on the circumstances, you may have rights to access, correct, erase, restrict or object to the use of your personal information, and to receive a portable copy of information you provided. You may also complain to the UK Information Commissioner’s Office.

We may need to verify your identity and may be unable to action a request where information belongs to a customer workspace and the workspace administrator is the appropriate person to decide.

Privacy contact

For a privacy question or to exercise a data-protection right, email hello@trefna.com or write to Trefna, 3F1 Third Floor, 3 Hill Street, Edinburgh, EH2 3JP, United Kingdom.

Security

We use access controls, individual sign-ins and role-based workspace permissions to help protect information. No online service can promise absolute security, so users must keep their credentials private and use individual accounts rather than shared logins.

If we materially change this notice, we will publish the revised version here and update the date above.