Privacy policy
This page says what we store about you and your pet, why we store it, and what you can do about it. We wrote it to be read — not to hide behind.
Who is responsible
Trofast is a product name, not a legal entity. The controller of the personal data you give us is therefore the company behind the service — and it does not go by the same name as the product, so you have not come to the wrong place. Who it is appears directly below. Being the controller means we are the ones who decide what the data is used for — and the ones to write to if you want it corrected or deleted.
Effi Tech ApS · Danish CVR no. 46044053 · Thors Ager 6, 6000 Kolding, Danmark
What we store
We do not ask for anything we have no use for. Here it is, grouped by why it is in our database at all.
Your account
Your email address, your name, your language and your country. The email is also your login: we hold no passwords, because we send you a link instead — and a database without passwords cannot leak them. Address and phone number are optional. We only ask for the number if you choose SMS reminders, and you should know that we do not send those yet: the choice is stored, but no text message goes out from Trofast today. Your consents are stored separately — necessary, marketing and insurance are three things, and a yes to one is not a yes to the other two.
The animal
Name, species, breed, sex, date of birth, weight, microchip number, whether the animal is neutered, who the vet is, and where it is insured if it is. Then the health entries — vaccinations, worming, tick and flea treatment, dental work, medication — with dates, intervals and your own notes, plus weigh-ins and a timeline of what the animal has been through. If the animal came from a breeder, the pedigree name, registration number, colour and parent animals are there too.
Papers and photos
The files you upload yourself: passports, vaccination cards, clinical records, prescriptions, lab results, insurance policies, vet invoices, pedigrees and purchase contracts — and the photos from puppyhood. The files sit on the same server as the rest of Trofast, in a folder of their own for each animal, and they can only be fetched by someone logged in with access to that particular animal. The database holds the file name, the category, the size and who uploaded it; the file itself is never in the database.
If you are a breeder
Kennel name, your own name, pedigree organisation and registration number, the contact address and phone number you want the new owners to see, your website and your country. Then your litters with parent animals and dates, your puppies, your own messages to the families, and the reservations and handovers you have sent. Your contact details are copied onto the puppy's profile at handover, so the family can find you again in ten years — and those copies are cleared if you delete your account.
Running the service
To keep Trofast running we also store things that are not about the animal: a mathematical fingerprint of every login link and every session — never the link itself, so that a copy of the database could not be used to log in as anyone — one line for every email we have tried to send, with recipient, subject line, kind and whether it worked, but never the contents, and an event each time something happens in the app: that a puppy was created, that a login link was used, which page it happened on. The events are written on our own server in our own database. No third party is involved, and nothing is measured in your browser.
And then there are the server's log files, which every web server keeps: which address asked for which page, when, and whether it worked. They contain IP addresses, and we use them to find faults and to see whether anyone is knocking on a door they should not. They are not tied to your profile, and we do not use them to follow you around. If an email to you fails, the system also writes the link into that same log so we can still get you in — it is a login link that works for twenty minutes, and only we can read the file.
What we use it for
The law requires us to have a reason for every single item, and to say which. We have three.
Because you asked us to
Your account, your animals, your dates, your papers and the email reminders. That is the whole product, and it is what you said yes to when you created the profile. The legal basis is performance of our contract with you — GDPR article 6(1)(b).
Because you said yes
Marketing and approaches about insurance only happen if you ticked the box yourself. The two are separate consents, neither is ticked in advance, and neither is a condition of using the calendar. The legal basis is consent — article 6(1)(a).
Because the service has to be run
The mail log, the events and the audit trail in our admin tool are what we use to see whether the system works: are emails arriving, has something broken, is a login link being used somewhere it should not be. We do not use them to profile you, and we do not buy data about you anywhere. The legal basis is our legitimate interest in running and securing the service — article 6(1)(f).
You can withdraw a consent at any time, and you do not have to give a reason. But we should be honest about how: there is no button for it inside the app yet, so for now you do it by writing to us, and we will untick it straight away. The button belongs on the profile page and it will be built. We would rather write here what is true today than send you off to something that is not there.
We do not sell your data. There are no ad networks, no data brokers and no outsiders with access to what you have written about your animal.
Who we share with
Two companies touch your data, because they do something we cannot do ourselves. Both are processors: they may only do what we ask them to.
Resend — who send our email
Every time we send you a login link, a reminder, a welcome or an invitation from a breeder, the message goes through Resend. They receive your email address, the subject line and the text itself — which can contain your name and your animal's name. Resend is a US company, which means the data may be processed outside the EU.
Hetzner — who host the server
Trofast itself runs on a rented server at Hetzner Online GmbH. The company is German, but the machine sits in their Helsinki facility — inside the EU. The database, your papers and your photos live there and stay there. Hetzner do not look inside them; they keep the machine running.
Beyond that, we only hand anything over if an authority or a court orders us to.
How long we keep it
Your account, your animals, your dates and your files stay as long as you have a profile. Delete an animal and its entries, papers and photos go immediately — the files on disk included. Delete the whole account and all of it goes.
And then we would rather say it plainly than write a retention period we do not honour: there is nothing here today that automatically clears out the old. Used and expired login links, the lines in the mail log and the events about what has happened in the app therefore stay until we remove them ourselves. Building that clean-up is on the list, and the day it runs, the periods will be stated here.
If you write to us through the contact form, we store your message together with your name and email address — so we can reply, and find the matter again if you write back. We delete messages after a reasonable time, unless we judge there is a reason to keep one longer: that the matter is not closed, that it may come up again, or that we need to be able to show what was said and when. We do that by hand, like the rest of this section — and you can always ask us to delete what you wrote.
If you delete your account, two kinds of trace remain — with you taken out of them. The events remember that something happened that day, but not who it was: the reference to you is removed. The lines in the mail log likewise lose your user but still carry the address the message was sent to. And a completed handover stays with the other party as the receipt that the animal changed hands — that is their record too, not only yours.
How we look after it
We are not going to promise you that we are impregnable — that would be an empty thing to write. Here is what has actually been done instead. There are no passwords here: you log in with a link in your email that works for twenty minutes and only once. Of both the link and your session we store only a mathematical fingerprint, so that someone who got hold of the database could not log in as you. There is a cap on how many login links can be requested for the same address, so nobody can flood your inbox.
Papers and photos sit outside what we deploy, in a folder of their own for each animal, and can only be fetched by someone logged in with access to that animal. There is a list of which file types may be uploaded — SVG is not on it, because an SVG can contain code — and the file is given a new, random name on disk, so the name you gave it never becomes a path. There is also a 15 MB limit per file.
Our own admin tool, where we can view and correct accounts, has its own login with a one-time code from an app on top of it, and it locks down after too many failed attempts. Everything we change in there is written into a trail with who, when and what — partly so that you can get an answer if you ask.
What you can demand
It is your data. You have the right:
- to know what we hold about you, and to get a copy of it
- to have what is wrong corrected
- to have it deleted
- to receive it in a format you can take somewhere else
- to object to our processing it, and to withdraw a consent
The two that matter most you can do yourself, without asking us. On the profile page, under “Your data”, you can download everything we hold about you and your animals as a single file — and delete an individual animal or the whole account. Deletion happens immediately and cannot be undone.
One thing to know about the export: it contains the records of your papers and photos — file name, category, date, size — but not the files themselves. If you want those too, you can download them one by one under Papers, or write to us and we will send them. We would rather say so here than let you find out when you open the file.
If you think we are handling your data wrongly, we would very much like to hear from you first — but you always have the right to complain to a supervisory authority. Which one depends on where you live: in Denmark and Norway it is Datatilsynet, in Sweden Integritetsskyddsmyndigheten.
When a puppy changes hands
This section is worth reading both if you are a breeder and if you are about to buy a puppy.
When a breeder reserves or hands over a puppy, they enter the buyer's name and email address into Trofast. That usually happens before the buyer has an account with us — that is, before they have had any chance to say anything about it. We store those two details alongside the invitation, and we use them for one thing: sending the link the puppy can be accepted with.
If you get an email like that and do not know why, you can simply not click. The invitation expires on its own, and the link can only be used once. If you want your address out of our system straight away, write to us and we will do it.
If you are a breeder, it is on you to be allowed to give us that address. Do not enter it before the family knows you are doing it.
After the handover the breeder sees a snapshot of the puppy as it was that day: name, breed, date of birth and microchip number. They cannot follow what the family writes about the dog afterwards. It is the family's dog, and it is the family's data.
Cookies
Trofast sets one cookie, and it is the one that remembers you are logged in. Scripts in the browser cannot read it, and it goes when you log out or when it expires. Without it you could not use your profile, which is why it is a cookie we do not have to ask permission for.
There are no others. No tracking cookies, no ad pixels, no Google Analytics, no social media buttons. We do count what happens in the app — but we do that on our own server in our own database, not in your browser.
We do not even fetch the typefaces from anywhere. The two fonts this page is set in are built into our own files when we build the site, so your browser never asks Google for anything. That is also why you meet no cookie banner here: there is nothing to consent to.
Children
Trofast is made for adults who are responsible for an animal. We do not market to children and we do not ask for data about them. The household model has room for a child to be allowed to look in on the family's animals one day, but that has not been built, and there are no children's accounts here today.
If we change anything here
Trofast is still being built, and this page follows along. If we change something that matters to you — a new purpose, a new recipient, a retention period — we will write to you at the address you registered with. It should not happen quietly.
Write to us
If you have a question about any of this, or you want us to fetch or delete something for you, write. There is a person at the other end.