1. Who We Are
Trustee Portal is a SaaS platform for charity governance and compliance. We act as a Data Controller for your personal information and are registered with the Information Commissioner's Office (ICO).
- Company Name: Trustee Portal Ltd
- Registered Address: [Your Address]
- ICO Registration: [Your ICO Number]
- Contact: privacy@trusteeportal.com
2. What Data We Collect
2.1 Personal Information
- Name and contact details (email, phone)
- Professional information (job title, organization)
- Account credentials (encrypted password)
- Profile information (photo, bio - optional)
2.2 Usage Data
- Log data (IP address, browser type, access times)
- Activity within the platform (meetings attended, tasks completed)
- Device information
2.3 Charity Data
- Charity Commission registration numbers
- Publicly available charity information
- Trustee information (as publicly registered)
3. How We Use Your Data
| Purpose | Legal Basis | Retention |
|---|---|---|
| Provide our services | Contract | Account lifetime |
| Communication | Legitimate Interest | Account lifetime |
| Marketing (with consent) | Consent | Until withdrawn |
| Legal compliance | Legal Obligation | 7 years |
| Security and fraud prevention | Legitimate Interest | 1-7 years |
4. Your GDPR Rights
Under GDPR, you have the following rights:
Right of Access
Request a copy of all your personal data
Right to Rectification
Correct inaccurate or incomplete data
Right to Erasure
Request deletion of your data ("right to be forgotten")
Right to Portability
Export your data in a machine-readable format
Right to Restriction
Request limited processing of your data
Right to Object
Object to processing based on legitimate interests
5. How to Exercise Your Rights
You can manage your privacy settings and exercise most rights directly in your account settings. For data export or deletion requests:
- Log into your account
- Go to Settings → Privacy & Data
- Follow the prompts for your desired action
Alternatively, email us at privacy@trusteeportal.com with your request. We will respond within 30 days as required by GDPR.
6. Data Sharing
We do not sell your personal data. We may share data with:
- Service Providers: Cloud hosting (AWS/Supabase), email services
- Charity Commission: Only publicly available data with your consent
- Legal Authorities: When required by law or court order
All third parties are contractually bound to protect your data.
7. Data Security
We implement appropriate technical and organizational measures:
- Encryption in transit (TLS 1.3) and at rest (AES-256)
- Row-Level Security (RLS) in database
- Regular security audits and penetration testing
- Employee background checks and data protection training
- Incident response plan and breach notification procedures
8. International Transfers
Your data is stored in the UK/EU. If we transfer data outside the UK/EU, we ensure appropriate safeguards are in place (Standard Contractual Clauses).
9. Cookies and Tracking
We use:
- Essential cookies: Required for the service to function
- Analytics cookies: To improve our service (with your consent)
- Preference cookies: To remember your settings
You can manage cookie preferences in your browser or account settings.
10. Children's Privacy
Our service is not intended for individuals under 16. We do not knowingly collect data from children. If you believe we have collected data from a child, please contact us immediately.
11. Changes to This Policy
We may update this privacy policy from time to time. We will notify you of any material changes via email or through the platform. Continued use after changes constitutes acceptance of the updated policy.
12. Complaints
If you have concerns about our data practices, please contact us first. You also have the right to complain to the Information Commissioner's Office (ICO):
- Website: ico.org.uk
- Phone: 0303 123 1113
Questions?
Contact our Data Protection Officer:
privacy@trusteeportal.com
Last Updated: March 6, 2026
Version: 1.0