Trofi AI Privacy Notice
Last updated October 29, 2026.
This notice describes what Trofi AI Inc. (“Trofi AI”, “we”) records about the people who use the service at trofiai.com, why, for how long, and with whom it is shared. It is the privacy notice referred to in the Master Subscription and User Agreement and the Disclaimer. For personal information a customer firm submits to the service, the firm is the controller and this notice describes how Trofi AI processes it on the firm’s behalf.
Who this applies to
People with an account at a customer firm (readers and administrators), and people who complete the onboarding questionnaire for their firm. The service is for professional use; it is not offered to consumers.
What we record
Account details. Your name, work email address, title, phone number when you enter one, your firm and role, seat and administrator role, and the state of your invitation and password. Your password is stored only as a salted hash.
Sign-ins. Each login and password change, with its time. To limit abuse, failed login attempts are counted for fifteen minutes by a hash of the address and account they came from; the address itself is not kept.
Use of the workspace. Which editions, views and situations you open; which company names you search for; when you start an email draft from a contact (the contact’s role, never the address); exports; filters; a heartbeat every minute while the workspace is visible; your “Relevant” or “Not for us” judgement on a situation; and coverage records (stage, owner, next step) your firm keeps on a situation. Nothing is recorded on the public pages. This recording never affects what you are served.
Agreement acceptances. When you accept a version of the Master Subscription and User Agreement: your account, firm, the version and a hash of its text, the time, and the network address the acceptance came from.
Questionnaire answers. What you submit on the onboarding questionnaire: your firm’s profile and coverage criteria, the contacts you list, your name and email address as respondent, and your comments. A link to review or update the answers is issued to the respondent.
Administrative changes. An audit log of changes made by administrators and by Trofi AI (who, when, what), for example when a firm or person is edited or criteria are adopted.
Emails you draft from the workspace are opened in your own mail application; Trofi AI never sends them and never learns whether they were sent.
Why we record it
- To provide the service: sign you in, show your firm’s brief, keep your judgements and your firm’s coverage records, and configure the brief to your firm’s criteria.
- To keep the service secure: limit login attempts, end sessions when access changes, and keep an audit trail of administrative changes.
- To improve the brief: usage figures tell Trofi AI which situations and editions readers find useful. Usage is reported to your firm’s administrators and to Trofi AI only as actions, never as the content of your work.
- To keep a record of agreements accepted, as the Agreement requires.
- To follow up on an onboarding questionnaire and set a firm up.
Who can see it
Your firm’s administrators see the people at the firm, their account state, their usage figures and their agreement standing. Trofi AI’s owner and administrators see the same for every firm, and the questionnaire answers. Readers at other firms see nothing about you.
Trofi AI does not sell or share personal information with third parties for their own purposes. The service runs on Cloudflare’s platform, which hosts the site, the database and the email sending used for invitations and notices; Cloudflare processes the data only to provide that infrastructure. No analytics, advertising or tracking service of any other party is used.
Trofi AI may disclose information when required by law or to protect the service, its customers or others.
How long we keep it
- Account details: for as long as the account exists under your firm’s subscription.
- Workspace usage events: 365 days, then deleted.
- Judgements and coverage records: for as long as your firm’s subscription continues.
- Agreement acceptances and the audit log: kept as records of the agreement and of changes to accounts.
- Questionnaire answers: until the firm is set up and no longer needs them, or on request.
- Login-attempt counters: fifteen minutes.
Cookies and local storage
The site sets one session cookie when you sign in (and a separate one for the admin page), used only to keep you signed in. It is not used for tracking. Your theme choice and, if you set it, how email drafts open are stored in your own browser and never sent to Trofi AI.
Security
Connections use HTTPS. Passwords are hashed. Sessions expire and end when a person’s access changes. Access to accounts and usage data is limited to administrators of your firm and to Trofi AI. No system is completely secure; keep your credentials confidential and tell your administrator of any suspected misuse.
Your choices and rights
You can see and change your name, title and phone number in the workspace. For other requests, including access to or deletion of your information, contact your firm’s administrator or Trofi AI at [email protected]. Where you have rights under applicable privacy law, Trofi AI will honour them, working with your firm where it is the controller.
Changes
Trofi AI may update this notice. The date at the top shows the current version; material changes are announced in the workspace.
Contact
Trofi AI Inc., 16192 Coastal Highway, PMB 215273, Lewes, DE 19958. Email: [email protected].