How we process your organisation’s data
Each organisation decides what it records in Trivet and is responsible for it. We store and process it for the organisation, and only on its instructions.
Who is responsible
The organisation that uses the app is the controller of what it records: its members, drivers, trustees, contractors, bookings, incidents and documents. It decides what to record and why, and it answers questions about it.
Trent GECO Limited is the organisation’s processor. We store and process that information only to provide the service, as set out in our data processing terms. We don’t use it for our own purposes, and we never sell it.
Our own uses of information, such as your account and sign-in, are in our privacy notice.
What an organisation can record
| Whose information | Examples |
|---|---|
| Members | Name, email address, role, what they look after |
| Contractors and landlords | Name, business contact details, certificates they provide |
| Drivers | Name, date of birth (only where age rules need it), driving licence number, licence check results including penalty points and disqualifications, and signed declarations |
| Trustees and committee members | Name, office, term, declarations of interest, meeting minutes, and the charity’s public register entry |
| People who book | Name of the person booking, the purpose and how many people; never passengers’ names |
| Incidents | What happened, described without names |
| Documents and photos | Whatever the organisation uploads, such as certificates and check photos |
Licence check results are criminal offence data. The organisation must have a lawful basis and a condition under the Data Protection Act 2018 to use them, and the app asks it to confirm its policy document and impact assessment before automatic checks can start. We give it starter templates.
How we protect it
- Each organisation’s information is kept apart. Every request is checked against the person’s membership and role.
- Everything travels encrypted and is stored encrypted. Driving licence numbers and check results are encrypted again with keys held in Google Cloud’s key management service, and are masked on screen.
- The database, files and backups are in London.
- Sign-in is by emailed link or Google. There are no passwords to steal, and sensitive actions need a recent sign-in.
- An audit log records who did what. We never put names, email addresses or licence numbers in our server logs.
- Our team can’t see an organisation’s data unless an admin turns on support access, for a set time of up to 7 days. The organisation can see and end it. What our team can always see is the account side, which we hold as our own records: the organisation’s name, plan and products, and its members’ names, email addresses and roles, so we can support and bill it.
How long it is kept
| Information | How long |
|---|---|
| Records, certificates and documents | For as long as the organisation uses the service |
| Vehicle checks and defects | 24 months by default; the organisation can choose between 15 and 120 months |
| Bookings | 24 months after they end, or less if the organisation chooses |
| Driving licence check results | The latest while the person drives; earlier results up to 3 years; everything deleted 12 months after the driver is archived |
| The audit log | 6 years |
| Data exports | 24 hours, then deleted |
| Everything, when the organisation is deleted | Deleted 30 days after the owner asks, then gone from backups within 8 weeks. The audit log is kept for the rest of its 6 years |
If you want to see, correct or delete your information
Ask the organisation, as it decides what happens to it. We help organisations answer these requests, for example by exporting a driver’s data. If you contact us instead, we will pass your request to the organisation and tell you we have, unless the law stops us. You can reach us at hello@trivet.digital.