Privacy Policy

This policy covers your use of Trellis Leads as an event organizer: the marketing site, the dashboard where you build templates and manage events, and the Host App you run at your venue. A separate, much shorter notice, shown on a guest's own phone before they play, covers what happens to their information specifically, see your event's Attendee Privacy Notice.

This distinction runs through everything below, so it's worth stating plainly:

• As a controller: for your own account data, your name, email, organization, billing details, we decide why it's collected and how it's used. Ordinary SaaS-vendor territory.
• As a processor: for the data your event attendees hand over when they play, their name, and whichever of email, phone, company, or job title you've switched on, you are the controller. You decide what's collected and why; we just store it, show it back to you, and let you export or delete it. Your own compliance obligations toward your attendees, a lawful basis for collecting their data, honoring their requests, are yours to carry; we give you the tools (consent capture, export, deletion) to do it, but we can't do it for you.

As controller, from you, the organizer:

• Account information: name, email, organization name, role.
• Billing information: handled by Stripe; we retain transaction records, not full card numbers.
• Product usage: which templates and games you create, event activity, license activations.

When your attendees play at your event, the Host App collects whatever your template is configured to ask for: always a display name, and optionally email, phone, company, or job title, plus their score and the consent checkbox described in the Attendee Notice. This is stored so you can view and export it as leads for your event. We don't use it for our own marketing, and we don't sell it.

• To operate your account, dashboard, and license.
• To process payments and send receipts.
• To provide support when you contact us.
• To improve the product, using data that's aggregated and not tied back to an individual attendee.

We use a small number of infrastructure vendors to run the service, each processing data only as needed to provide their piece:

• Cloudflare: hosting, database (D1), key-value storage, edge network.
• Stripe: payment processing.
• Clerk: organizer account authentication.
• Microsoft Clarity: session recording and heatmaps on the marketing site (trellis-leads.com) only - not used in the dashboard, the Host App, or during a live event.

Organizer account data is kept for as long as your account is active, plus a reasonable window after closure for legal and accounting purposes. You can export or delete attendee/lead data from your dashboard at any time, per event, whenever you like.

Left untouched, attendee/lead data is kept for up to 24 months after the event it belongs to ends. After that window, we anonymize it rather than deleting it outright: names, emails, phone numbers, and any other identifying fields are stripped, so what remains (scores, game type, rough timing) can still feed aggregate statistics but can no longer be tied back to a person. Anonymized data isn't personal data anymore, so it falls outside this policy from that point on.

Data is encrypted in transit (TLS) between the dashboard, the Host App, and our infrastructure. Access to production data is limited to what's needed to operate the service. The Host App itself runs locally at your venue: attendee data your template doesn't ask us to sync stays entirely on your machine.

You can access, correct, export, or delete your organization's account data and lead data at any time from the dashboard, or by contacting us.

Your event's attendees should direct access, correction, or deletion requests about their own data to you, since you're the controller for that data. If one reaches us directly, we'll forward it to you and assist as needed.

Trellis Leads is operated from the United Kingdom, so we follow UK GDPR as our baseline. A meaningful share of our infrastructure (Cloudflare) runs data through EU regions, including Ireland, which is already governed by (EU) GDPR directly, so both regimes apply in practice rather than just one.

For organizers elsewhere in the EU, for example in Spain, GDPR applies to your own attendee data the same way. For organizers in Brazil, we've built our data handling (consent capture, access, correction, deletion, the retention window above) to the same standard GDPR requires, and LGPD was itself modeled closely on GDPR, so the practical gap between the two is small. That said, LGPD has its own specifics, including a Data Protection Officer requirement once processing crosses a certain scale, and if you're running events at that volume in Brazil, it's worth confirming your own obligations separately rather than assuming our GDPR alignment covers everything LGPD asks.

Trellis Leads is built for organizers running adult and general-audience events. If you're running an event where attendees may be minors, you're responsible for the additional consent requirements that applies in your jurisdiction, talk to a lawyer about what that means for your specific event before enabling email/phone collection.

We'll post updates here with a new effective date, and note material changes on the dashboard.

Questions about this policy: trellis.leads@ismyapp.com