Privacy policy

This policy explains what information Trimline (“we”, “us”) collects, why we collect it, and what you can do about it. It covers this website and the Trimline service.

Information we collect

When you contact us or join the waitlist. If you fill in our contact or waitlist form, or email us, we receive your name, work email, company details and anything you include in your message. Waitlist members receive occasional updates about the beta and launch, and can unsubscribe at any time.

When you use the service. If you connect a mailbox or finance platform, we read the invoices, receipts, renewal notices, order forms and payment records related to your software vendors, plus vendor replies in negotiations you’ve authorized. This content is processed in memory and discarded as soon as processing finishes. We don’t store the emails or attachments themselves. We keep only the facts we extract from them, such as vendor names, prices, seat counts, renewal dates and notice periods, along with drafts until they’re sent and an audit log of approvals. Personal and internal email is filtered out and never processed.

When you visit the website. Our servers keep standard logs (IP address, browser type and the pages requested) for security and troubleshooting. We don’t use advertising cookies or third-party trackers.

How we use it

• To reply to your enquiries and run the audit you’ve requested.
• To build your renewal ledger, track deadlines and negotiate on your behalf with your approval.
• To calculate and invoice our fees.
• To build aggregated, anonymized pricing benchmarks that never identify you or your vendors’ terms with you.
• To keep the service secure and meet our legal obligations.

What we never do

We don’t sell your information. We don’t share your contracts, prices or vendor correspondence with other customers, vendors or brokers. We don’t accept payment from vendors.

Service providers

All processing, including AI processing, takes place inside Trimline’s private cloud environment. We don’t send your emails, documents or contract data to third-party AI providers, and your data is never used to train AI models. We use a small number of infrastructure providers for hosting and email delivery, under written agreements that require them to protect your data.

Retention and deletion

We keep extracted renewal data for as long as your account is active. When you disconnect an integration or close your account, we revoke our access tokens and delete the related data from our live systems immediately. Encrypted backups expire automatically within 7 days and can’t be restored into an account. The only exceptions are records we’re legally required to keep, such as our own invoices to you. Contact form messages are kept for up to 24 months.

Security

Data is encrypted in transit (TLS 1.2+) and at rest (AES-256, with a separate key for each customer). Integration access is read-only wherever the provider supports it. Our staff have no standing access to customer data, and support access is time-limited, granted by you, and logged. See our security page for details.

Your rights

Depending on where you live, you may have the right to access, correct, export or delete your personal information, or to object to how we use it. To make a request, email privacy@trimline.tech. We’ll respond within 30 days.

Changes

If we make material changes to this policy, we’ll update the date at the top of this page and notify active customers by email.