Why Trello Users Need a Privacy Policy
Trello boards frequently contain personal data -- client names, project details, contact information, file attachments, and team member data. If you use Trello for client work, manage external contributors, or connect Power-Ups that access board data, you are processing personal information that must be disclosed under GDPR and CCPA.
Trello Data Flows
Trello boards collect and expose data at multiple levels -- workspace, board, list, and card.
Board and Card Content
- Card titles, descriptions, and comments containing client or project data
- Custom fields with contact information, deadlines, or budget details
- File attachments (documents, images, contracts) stored on Trello or linked
- Checklist items that may reference individuals or personal details
Member and Workspace Data
- Member names, email addresses, and Atlassian account profiles
- Activity logs showing who viewed, edited, or moved cards
- Board membership and permission levels (admin, member, observer)
- @mentions and card assignments linking users to specific tasks
Power-Up Integrations
- Power-Ups can read and write board data, card content, and member information
- Calendar, time tracking, and reporting Power-Ups access task and member data
- Slack, Google Drive, and Jira integrations sync data with external platforms
- Each Power-Up has its own privacy policy and data retention practices
Butler Automations
- Butler rules can automatically move, archive, or modify cards containing personal data
- Email commands send board data to external email addresses
- HTTP requests in Butler can send card data to external APIs and webhooks
Butler automations connected to Zapier or other automation tools create additional data flows you must disclose.
Trello as an Atlassian Product
Trello was acquired by Atlassian in 2017 and is now fully integrated into the Atlassian ecosystem. This means Atlassian's privacy policy governs how Trello data is handled at the infrastructure level.
| Aspect | Your Responsibility | Atlassian's Role |
|---|---|---|
| Board content | You control what data is added to boards | Stores and processes per their DPA |
| Member access | You manage who can access boards | Provides permission infrastructure |
| Data location | Enterprise can choose data residency | Multi-region hosting (US, EU, AU) |
| Power-Up data | You choose which Power-Ups to enable | Reviews Power-Ups in marketplace |
| Data deletion | You delete boards and cards | Purges from backups within 90 days |
GDPR Compliance for Trello Users
If your Trello boards contain data about EU residents -- whether team members, clients, or project stakeholders -- you must address GDPR compliance.
Workspace vs board access: Workspace members can see all workspace-visible boards. Board-level permissions control who sees specific content. Your policy should explain this access hierarchy.
Client data on boards: If you store client names, contacts, or project details on Trello cards, those clients have GDPR rights over that data even if they do not have Trello accounts.
Public boards: Public Trello boards are indexed by search engines. Never put personal data on public boards. If you have used public boards with personal data, switch them to private immediately.
Data portability: Trello allows JSON export of board data. You must be able to provide this data to individuals who request it under GDPR Article 20.
Atlassian DPA: Atlassian provides a Data Processing Addendum for Cloud products including Trello. Enterprise customers should have this DPA signed and referenced in their privacy policy.
What Your Trello Privacy Policy Must Include
Your privacy policy should cover these Trello-specific areas:
Atlassian Relationship Disclosure
State that Trello is an Atlassian product and that Atlassian's privacy policy and DPA govern infrastructure-level data handling. Link to Atlassian's privacy policy.
Board Access and Visibility
Explain the different board visibility levels (private, workspace, public) and who can access data at each level. Describe your workspace access policies.
Power-Up Data Sharing
List all enabled Power-Ups and explain that they can access board data. Link to each Power-Up's privacy policy where available.
Butler Automation Disclosure
If Butler rules send data externally (email commands, HTTP requests, connected services), disclose these automated data transfers.
Client Data Protection
If you store client data on Trello boards, explain how you protect it -- board permissions, workspace access controls, and your data handling procedures.
Related Resources
Privacy Policy for Zapier
Automation data compliance guide
Privacy Policy for Airtable
Database compliance guide
GDPR Privacy Policy Template
EU compliance requirements
Privacy Policy for Canva
Design tool compliance guide
CCPA Privacy Policy Example
California compliance requirements
Privacy Policy for Websites
General website compliance guide
Cookie Policy for Websites
Cookie compliance requirements
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