Last updated: 1 January 2025
TrailOps Systems Ltd ("TrailOps", "we", "us") is committed to protecting the personal information of everyone who uses our platform. This policy explains what data we collect, why we collect it, how we use it and your rights over it.
1. Who we are
TrailOps Systems Ltd is a company incorporated in Nigeria (RC number on file with CAC). We operate the TrailOps procurement management platform accessible at trailops.co and its subdomains.
For privacy matters, contact us at privacy@trailops.co.
2. Information we collect
Information you give us directly
- Account information — name, work email address, phone number, job title, company name and RC number when you register.
- Vendor data — company details, CAC/RC numbers, TIN, bank account information and compliance documents uploaded by your organisation's vendors.
- Transaction data — requisitions, purchase orders, goods receipt notes, invoices and payment records created on the platform.
- Billing information — subscription tier and payment method details (card numbers are not stored directly — we use PCI-compliant payment processors).
- Communications — emails and messages you send to our support or sales teams.
Information collected automatically
- Usage data — pages visited, features used, actions taken, timestamps and session duration.
- Device and browser data — IP address, browser type and version, operating system, screen resolution.
- Cookies — session authentication cookies and analytics cookies. See our Cookie Policy for details.
3. How we use your information
- To provide, maintain and improve the TrailOps platform
- To authenticate users and protect accounts against unauthorised access
- To process payments and manage subscriptions
- To send transactional notifications (approval requests, invoice alerts, payment confirmations)
- To respond to support requests and enquiries
- To generate anonymised, aggregated product analytics that help us improve the platform
- To comply with legal obligations including anti-money laundering and tax requirements
We do not sell your personal data to third parties. We do not use your data for advertising on other platforms.
4. Legal basis for processing (NDPR)
Under the Nigeria Data Protection Regulation (NDPR) and the Nigeria Data Protection Act 2023 (NDPA), we process personal data on the following lawful bases:
- Contract — processing necessary to deliver our services under the terms you agreed to
- Legitimate interests — security monitoring, fraud prevention and product improvement
- Legal obligation — tax records, financial reporting and regulatory compliance
- Consent — marketing communications (which you may withdraw at any time)
5. Data sharing
We share data only with:
- Service providers — cloud hosting (AWS/Google Cloud), payment processors, email delivery and analytics services — each bound by data processing agreements
- Your organisation's members — team members with appropriate access permissions within your TrailOps workspace
- Regulatory authorities — when required by Nigerian law, court order or regulatory request
6. Data storage and security
Your data is stored on servers within or close to Nigeria where feasible. All data is encrypted at rest (AES-256) and in transit (TLS 1.3). We conduct regular penetration tests and maintain SOC 2-aligned security practices.
In the event of a data breach affecting your personal information, we will notify you and the relevant authority within 72 hours of becoming aware, as required by the NDPA.
7. Data retention
We retain your data for as long as your account is active plus 7 years thereafter to meet financial record-keeping obligations. You may request earlier deletion of non-statutory data — see Section 8 below.
Audit logs are retained for a minimum of 5 years and cannot be deleted, as they form part of your organisation's financial audit trail.
8. Your rights
Under the NDPA, you have the right to:
- Access a copy of the personal data we hold about you
- Correct inaccurate or incomplete data
- Request deletion of data we are not legally required to retain
- Object to or restrict certain processing activities
- Receive your data in a portable, machine-readable format
- Withdraw consent for marketing communications at any time
To exercise any of these rights, email privacy@trailops.co. We will respond within 30 days.
9. Cookies
We use cookies to keep you signed in and to understand how the product is used. You can manage cookie preferences in your browser settings. See our full Cookie Policy.
10. Children's privacy
TrailOps is a business-to-business platform and is not directed at individuals under 18. We do not knowingly collect personal data from minors.
11. Changes to this policy
We may update this policy from time to time. When we make material changes we will notify you by email and update the "Last updated" date at the top of this page. Continued use of the platform after the effective date constitutes acceptance of the revised policy.
12. Contact