Privacy Policy

Version: 1.3

Published on23/4/24


1. Clear Data, Clear Decisions, Clear Impact.

Transparency and data are at the core of what we do at Treefera Operations Limited (together with our affiliates) “Treefera”, “we”, “us”, or “our”). Therefore, we strongly value and respect your privacy. We are committed to keeping secure any information which we obtain from or about you through your use of our Website, Services or any other ways of interacting with us. We only process your personal information when we believe it is strictly necessary and that we have a valid reason (i.e. legal basis) to do so and will do so with your consent.


This Privacy Policy describes how and why we might collect, store, use and/or share (“process”) your information when you use our services (“Services”). This Privacy Policy does not apply to content that we process on behalf of our customers of our enterprise offerings such as our Application Programming Interface (“API”). Our use of that data is governed by the customer agreements covering access to and use of those offerings.


If you have any concerns or questions about your privacy rights and choices, please contact privacy@treefera.com


2. Data Collection - how, why and when we collect Personal Information


(a) Personal Information provided directly by you to us:


When you create an account to use our Services or to communicate with us, we will collect your Personal Information in the following ways:


  • Registration and Contact Forms: when you register your interest to work with Treefera through a contact or enquiry form or similar, you may be asked to provide your contact details (full name, email address, contact telephone number) for the purpose of communication with you.


  • Communication Information: If you communicate with Treefera through our “Get in Touch” form or otherwise, we collect details including your full name, contact information and the contents of any messages which you send (via email, letters, instant messages, social media or other forms of communication). In addition, should you participate in any surveys for feedback or improvement purposes, any Personal Information provided by you may be stored. (“Communication Information”).


  • Social Media Information: We may have pages on social media platforms such as LinkedIn, Instagram, Facebook, Medium, Twitter or others. When you interact with our (“Social Information”).


(b) Personal Information we automatically receive through your use of our Services

When you visit our website or interact with our Services, we receive certain information about your visit, use or interactions. (“Technical Information”).



  • Usage Data and Analytics: we may automatically collect information about your use of the Services (what type of content you engage with, features you use and actions you take) as well as details such as your time zone, country, dates and time of access, device and connection information. We use online analytics products (such as Google Analytics) that use third-party cookies to help us analyse how users use our Services and enhance your experience when you use the Services. Technical analytics such as your login/logout times, which Services you engage with and time spent on the website, will be included in this.


  • Location Data: we collect location data such as information about your device’s location (which may be precise or imprecise). How much information we collect will depend on the device being used to access our website or Services. You can opt out of this at any time by refusing access to the information. Please note that if you choose to opt out of location data, you may experience reduced functionality on certain aspects of the Services.



  • Cookies: We collect information about your activity using cookies or similar technologies (see our Cookies Policy for further information). Device information such as your browser details, your visiting frequency, average time spent on the website and viewed pages, may be collected. Such information is collected only for the purpose of evaluating the use and efficiency of the website and to improve content and functionality.


  • Log Data: Information that your browser automatically sends when you use our Services (internet protocol address, browser type and settings, data/time of request, how you interact with our website).



3. Purpose and Legal Basis of Personal Information Processing

Treefera will only collect and process Personal Information when it has a valid legal reason for doing so. A valid legal basis may be any of the following:


  • To fulfil contractual obligations: We may need certain Personal Information to provide our Services and cannot provide them in full without this information.


  • To comply with laws and regulations: In some cases, Treefera has a legal responsibility to collect and store your Personal Information (such as for anti money-laundering purposes, audit requirements etc).


  • For legitimate interests: Treefera may collect and use your Personal Information, or share it with other organisations, because we or they have a legitimate reason to do so, and it is reasonable when balanced against your right to privacy.


  • With your consent: Where you agree to Treefera collecting your Personal Information by providing this on our website, or when you expressly accept the terms and conditions presented to you (through a tickbox or similar method) indicating that you are happy for us to use your Personal Information in a certain way.





4. Data Use and Processing


We may use or process your Personal Information for the following purposes without further notice to you:


  • To provide, administer, maintain and/or analyse the Services;
  • To improve our Services and conduct research relevant to our business and Services;
  • To communicate with you through newsletters, publications and updates, and in relation to your use of the Services;
  • To develop new programs and services;
  • To request feedback from you;
  • To comply with legal obligations and processes;
  • To carry out business transfers;
  • To provide marketing and offers regarding our Services to you and target our marketing materials to you; and
  • We may share personal data with our suppliers and service providers including event organisers, partners and document production and management services

Should we plan to process your information for any other purposes, we shall do so only when we have a valid legal reason to do so and with your prior, express, written consent.



5. Data Sharing and Disclosure

In certain circumstances, we may provide your Personal Information to third parties without further notice to you unless required by law. This includes:


  • Business transfers: (reorganisation of the company structures, insolvency proceedings or transition of service to another provider). The disclosure of your Personal Information may be required for due diligence processes.


  • Social media companies: If you contact us through social media such as LinkedIn, Twitter or other platforms, your Personal Information may be recorded and processed by those companies in accordance with their own privacy policies.


  • Legal requirements: we may share your Personal Information with government authorities, industry peers, fraud prevention agencies, courts or other third parties if:


(a) required by law to do so, or if in good faith, we believe that such action is necessary to comply with a legal obligation;

(b) to protect and defend our rights or property;

(c) if we determine, in our sole discretion, that there is a violation of our terms, policies or the law;

(d) to detect or prevent fraud or other illegal activity;

(e) to protect the safety, security and integrity of our products, employees or users, the public; or

(f) to protect against legal liability.


  • Affiliates: We may disclose your Personal Information to our affiliates (meaning an entity that controls or is controlled by, or is under common control with, Treefera Ltd). Our affiliates shall use such Personal Information in a manner consistent with this Privacy Policy.


  • Enforcement purposes: We may share your Personal Information with third parties where necessary for enforcement or the collection of outstanding payments.


When we share your Personal Information with any third party, we shall take all reasonable contractual, legal, technical and organisational measures to ensure that your Personal Information is treated with the adequate level of protection and in accordance with applicable law.



6. Data Transfers

During the course of our business and Services, we may be required to transfer your Personal Information between our various entities and affiliates. We may also share certain Personal Information with third party providers, such as marketing partners, client management system providers and platforms or services used to store data relating to existing and prospective clients.

If at any time, we are required to transfer your Personal Information, we shall do so only to the extent necessary, and in accordance with the required procedures and laws.



7. Keeping Your Information Safe and Secure

We implement and continuously review strict processes and procedures to protect your personal information at an organisational and technical level and take this responsibility very seriously. However, as with any electronic internet transmission or information platform, we cannot guarantee 100% security and safety from hackers, cybercriminals or unauthorised third parties which are able to defeat these security measures to improperly access, steal or modify your personal information.


8. Data Storage and Time Frames

We only keep your Personal Information for as long as necessary to fulfil the purposes outlined in this Privacy Policy or otherwise required by law (tax, regulatory, accounting etc). The data processed by us will be deleted in accordance with legal requirements as soon as the consent permitted for processing is revoked or other permissions cease to apply.



9. Your Choices and Privacy Rights

Based on the applicable laws of your country, you may have the right to request access to any Personal Information which we collect from you, change that information or request that we delete it (provided there are no legal or regulatory requirements or reasons for us to maintain such information on our records). To request to review, update or delete your Personal Information, please submit a request to privacy@treefera.com 


As a reminder, you have the choice to:


  • Decline to provide Personal Information when requested from you (please note that this may prevent you from using certain aspects of our Services or functionalities of the website or becoming a customer).


  • Update your consent to the Cookies Policy at any time. Please see our Cookies Policy for further detail on what cookies we use and how you can withdraw or update your consent.


  • Update your communication preferences. Treefera may from time to time, send you updates about our Services or the wider market, advertisements, developments, event updates and other forms of communication. Such communications may include but are not limited to email, text messages and push notifications. You may withdraw consent or update your communication preference at any point by visiting your online account settings or getting in touch with us at privacy@treefera.com.
  • You may at any point review the Personal Information which you have provided to us and update these by contacting us directly.



As a user, you have the following rights at all times:


  • The right to be informed about how we process your Personal Information.


  • The right to access your data.


  • The right to rectification where we hold inaccurate or incomplete information about you.


  • The right to erasure where it is no longer necessary for us to process or hold the Personal Information for the purpose for which it was collected, or when you have withdrawn your consent formally in writing to us at privacy@treefera.com. Please note that there may be certain legal or other obligations preventing us from immediately deleting some of your Personal Information.


  • Right to restrict processing of your Personal Information or object to our processing where you believe that the information is incorrect or that we are using your data unlawfully. You may also object to our processing where you believe that there are circumstances which would make such processing unlawful.


  • Right to challenge an automated decision made by Treefera if the decision carries with it legal or similarly significant effects.


  • Right to withdraw consent. Where we process your Personal Information based on your consent, you may withdraw this consent at any time by contacting us in writing or by requesting this via our website.


  • Right to lodge a complaint. Please contact us if you have any questions at privacy@treefera.com in the first instance. Should you fail to receive an adequate and timely response from us you have the right to lodge a complaint with your national supervisory data protection authority. For UK, this can be made at https://ico.org.uk/make-a-complaint/




Changes and Updates to Our Privacy Policy


We reserve the right to review and update this Privacy Policy from time to time. The updated version will be indicated by an updated "Revised" date, and the updated version will be effective as soon as it is accessible. If we make material changes to this Privacy Policy, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Policy frequently to be informed of how we are protecting your information.