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Privacy policy

Last updated 24 June 2025

TrustPortal takes data privacy seriously. We respect privacy rights and are committed to managing personal data in a professional, lawful and ethical way.

 

ABOUT

This Privacy Statement describes what types of information we collect from you, how it is used by us, how we share it with others, how you can manage the information we hold and how you can contact us.

Specific details of the information we collect and how it is processed are found below:

 

We collect personal information directly from you/individuals, including the type of information included in work email footers and on business cards (e.g. name, work email address, job information, work phone number and work address collected when you get in touch with us, download a document or register for an account) and technical information arising from your interactions with our websites.

 

We use publicly available information and service providers to provide us with business contact details for businesses and people that we think may be interested in our solutions (“prospects”). We also obtain business contact details from TrustPortal affiliates, customers, partners, service providers and those organising or hosting events that we participate in.

 

The categories of personal information that we have and the sources of that information are summarized below.

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Category: Business contact details (including professional or employment-related information)
Examples: Name, email address, job information, organisation, phone number and address
Who may provide the personal information to us:

  • You / individual

  • Organisation / group / network or academic institution you have a role with

  • Partners (e.g. distribution partners and/or technology partners providing information about customers and prospects)

  • Customers

  • Event organisers / hosts (e.g. about people attending an event TrustPortal is involved with)

  • Service providers including business-to-business lead generation service providers (e.g. business contact information for prospects and customers)

  • Publicly available information (e.g. from internet searches)

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Category: Online and other identifiers
Examples: Username, unique account/user identifier
Who may provide the personal information to us:

  • You / individual

  • Created by us (e.g. unique identifier generated when you register for an account)

Category: Images, videos, audio files
Examples: Photographs voluntarily shared with TrustPortal, video conferencing and recordings, filming and photography at events
Who may provide the personal information to us:

  • You / individual

  • Event organisers / hosts (e.g. about people attending an event TrustPortal is involved with)
     

Category: Interests, activity and preference details
Examples: Registrations for events, downloads of content, interaction with our websites, solutions or adverts, query logs, usage logs, and inferences drawn from this information to determine interest in our solutions
Who may provide the personal information to us:

  • You / individual

  • TrustPortal affiliates

  • Event organisers / hosts (e.g. about people attending an event TrustPortal is involved with)

  • Advertising and social networks and marketing agencies

  • Publicly available information (e.g. from internet searches)
     

Category: Customer relationship management information, commercial and contractual details
Examples: Records of business contacts that purchase or are interested in our solutions, billing/payment contacts and details (excluding credit or debit card data), contract signatories
Who may provide the personal information to us:

  • You / individual

  • Organisation / group / network you have a role with (e.g. a customer, partner or supplier)
     

Category: Correspondence and content
Examples: Personal information included in communications with us (audio, electronic, and visual), content on websites and forums (e.g. feedback, suggestions, or commentary provided via TrustPortal services)
Who may provide the personal information to us:

  • You / individual

  • Users of the online services
     

Category: Training and certification details
Examples: Training issued, date issued, progress, performance, completion date, qualifications / certifications achieved
Who may provide the personal information to us:

  • You / individual

  • Partners

  • Organisation / group / network or academic institution you have a role with (e.g. a customer, partner or supplier)
     

Category: Survey, feedback and customer satisfaction details
Examples: Feedback, ratings, survey responses
Who may provide the personal information to us:

  • You / individual

  • Organisation / group / network or academic institution you have a role with

  • Partners

  • Customers

  • Training participants
     

Category: Internet, device and technical details
Examples: IP address, device model, browser type
Who may provide the personal information to us:

  • You / individual
     

How do we use personal information?

We use personal information to help us work towards our business purpose to provide a hyper automation platform that frees employees and customers from the time consuming administration of legacy systems and delivers a slick and professional customer experience.  

 

We use personal information to grow our business and to serve our customers and partners.  This involves using personal information for marketing campaigns, running and participating in events, looking for and winning new customers, strengthening our relationship with existing customers and partners and raising awareness about our solutions.

We also need to use personal information to run our business and this includes, providing our solutions, training and customer support and looking for ways to develop and improve (e.g. by analysing data, asking for and acting on feedback).

 

We use and collect personal information where there is legitimate interest to grow the TrustPortal business. We seek consent for collecting and using personal information where this is required.

 

The contents may change so you may wish to check this page occasionally. This version of our Privacy Statement is effective from 1st May 2022 and was last updated in June 2025.
 

Who do we share personal information with?

We share personal information with our affiliates, customers, partners, event sponsors and organisers, service providers as part of running and growing our business. If a regulator, government or law enforcement authority asks for personal information, we will provide the information that we are legally required or permitted to provide. We do not sell personal information.

 

Categories of personal information we may share for the purposes of legitimately running our business:

  • Business contact details

  • Online and other identifiers

  • Interests, activity and preference details

  • Customer relationship management information, commercial and contractual details

  • Correspondence and content

  • Training and certification details

  • Survey, feedback and customer satisfaction details

  • Internet, device and technical details

 

Which countries is personal information transferred to?

As a global business, we operate worldwide and transfer and store personal information overseas in countries that may have data privacy laws that differ from the laws in your country. All TrustPortal affiliates have access to personal information in order to run and grow the business, such as business contact details and customer relationship management information. When transferring personal data overseas, we make sure there are necessary safeguards in place where required, such as contractual commitments (e.g. the European Commission’s Standard Contractual Clauses for transfers to non-UK or EEA organisations).

 

If you have questions or need further information about international data transfers, please email info@trustportal.org

 

How long do we keep personal information?

We keep personal data for as long as is necessary to:

comply with our legal, tax, accounting, and other regulatory or reporting obligations or to assert or defend against legal claims or to enable us to enforce or exercise our rights; to provide our solutions, and to run and grow our business.

When determining the retention period for personal information, we consider the applicable legal, tax, accounting, and other regulatory or reporting requirements, the purposes for which we process the personal information, the type of personal information and the potential risk of harm from unauthorized use or disclosure.

If you ask us to delete personal information, object to our processing based on legitimate interests or withdraw consent, where our use of personal information is based on consent, we will delete personal information as appropriate in response to your request.

 

WHAT ARE YOUR RIGHTS

You have a number of rights in relation to your personal information under data protection law. In relation to most rights, we will ask you for information to confirm your identity and, where applicable, to help us search for your personal information. We will respond to you within 30 days after we have received any request (including any identification documents requested).

You have the right to:

  • Ask for a copy of the information that we hold about you;

  • Correct and update your information;

  • Withdraw your consent (where we rely on it);

  • Object to our use of your information (where we rely on our legitimate interests to use your personal information) provided we do not have any continuing lawful reason to continue to use and process the information;

  • Erase your information (or restrict the use of it), provided we do not have any continuing lawful reason to continue to use and process that information;

  • Transfer your information in a structured data file (in a commonly used and machine-readable format), where we rely on your consent to use and process your personal information.

  • Please contact us for further details and how to make a request.

 

CONTACT INFORMATION

You can exercise the above rights and/or manage your information by contacting us using the details below:

 

COMPLAINTS

If you wish to raise a complaint on how we have handled your personal data, please contact us at info@trustportal.org.

If you are not satisfied with our response you can complain to the Information Commissioner’s Office (ICO). The ICO’s contact details are below:

  • Postal address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

  • Email: casework@ico.org.uk

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