Your clients’ information

01How TMM handles your clients’ information

You already keep notes like these in your CRM or client system. TMM holds only the part needed to act on them, in a private space that belongs to your organization.

• Yours, not ours. Your organization owns everything in its space. TMM handles it only to deliver the care you ask for, under a written data-processing agreement.
• Only the people you invite. Your staff and the TMM coordinator assigned to you see your space. Nobody else at TMM, and no other client, ever does. You can remove TMM’s access at any time.
• The minimum we need. A first name, how they relate to the client, the dates that matter, and a short note in your own words. No account numbers, financial details or health records.
• Nothing goes out without your OK. You approve every planned touch, in one weekly email or in the app.
• Your clients never see how it works. A card says “Thinking of you as Ethan graduates”, never where the detail came from.
• Never sold, never used for advertising, and never used to train AI models. Where AI helps draft a message, it runs under the provider’s no-training terms.
• Deleted when you leave. Export everything, then we delete it within 30 days.
• Private mode, if you prefer. TMM’s coordinators can work with first names and context only, while addresses go straight from your space to the printer or gift partner at send time.

02What we collect, and what we never use

The note rule: write every note as if the client might one day read it. If you would be uncomfortable with that, leave it out.

Where details come from: only what the client told your staff, what is already in your own records, and what they shared publicly with your staff (a LinkedIn post about a new role, a photo of a new grandchild). Public business milestones (a company anniversary, an award, a press announcement) are fine too. TMM does not buy or scrape personal data.

03Questions organizations ask

“Why should we put client details in your system?” You already keep them in your CRM. TMM holds less than your CRM does, only for the people you choose, and only to act on your behalf.

“Who at TMM can see it?” Only the coordinator assigned to your organization, and the founder for quality checks. Every view and change is logged, and you can see the log.

“Can you work without seeing names?” Yes. In private mode our coordinators see a first name and the context. Surnames and addresses stay in your space and go straight to the print or gift partner when something is sent.

“Where is the data, and who else handles it?” In TMM’s database (Supabase, US East), under data-processing agreements with each provider. Print and gift partners receive only the name and address for a delivery. The list of providers is available on request.

“Do your coordinators work outside the US?” Some may. They work inside your space under confidentiality agreements, never download data, and private mode is available. Health information is never handled outside the US.

“What if a client objects?” Mark them “do not contact” and everything stops at once. Any client can ask you to remove their details, and we delete them within 7 days.

“What happens if we stop?” You export your data, and we delete everything in your space within 30 days.

“What about compliance (advisors, hospices)?” For advisors, every gift is logged with its value, so your compliance team can review it against gift limits. For hospices, we use a no-patient-data approach unless we agree another one with you in writing first.