Share the evidence a reviewer needs, and no more

Decide what the recipient must be able to prove

Write the review question before selecting the file. “Why does this refund change commission by $20.00?” may need only the original sale, refund, supplied rate and tax amounts. It does not require the whole customer list or several months of unrelated staff sales.

OAIC guidance recommends limiting collected personal information to what is necessary for the purpose and taking appropriate steps to protect it. Its requirements depend on the entity and circumstances. For this workflow, use that minimisation approach as a practical starting point rather than assuming every export column is needed.

Preserve the calculation while reducing identifying detail

A fictional demonstration can use invented references and names with the same arithmetic pattern. A real review copy may use consistent internal labels where the recipient does not need direct identifiers. Keep any lookup key separately in an appropriately restricted location; changing names alone does not guarantee that a person cannot be identified.

Inspect what the file still contains

Open the reviewed copy and inspect every column, including fields not mapped for calculation. Trimsum preserves original source columns with imported rows, so leaving unnecessary data in an unmapped column can still place it in the workspace record and backup.

Check filenames, sheet names, free-text notes and screenshot edges as well as table cells. A cropped visible table does not remove information from an attached workbook. Use a genuinely separate prepared copy, then reopen that copy to confirm what the recipient will receive. Keep required original records under your normal retention process.

1. Start from a copy of the necessary records.
2. Remove unnecessary columns and unrelated rows.
3. Replace identifiers consistently only where appropriate.
4. Reopen the final file and inspect its complete contents.
5. Check the recipient and sharing permissions before sending.

Distinguish a public tool from a saved workspace

The public calculation and file-check tools process their inputs in the browser. Selecting a file for those tools does not import it into an account workspace. Downloaded results are separate files saved through the browser and should be handled according to the destination folder’s settings.

An account workspace is different: saving an import sends its rows to the running Trimsum server and stores workspace data in the local application folder. It is not accurate to describe a saved workspace import as browser-only. Backups and exports create further copies, potentially containing staff names, amounts, notes and preserved source fields.

Account for the folder around the application

This edition can run from a folder in iCloud Drive. Apple explains that iCloud Drive keeps files and changes available across devices using that service. Consequently, application data or exports placed in an iCloud-synchronised folder may sync through the user’s Apple account and devices.

That operating-system sync is separate from a Trimsum sharing feature. Do not share the entire application folder to hand over one commission summary. Review the folder’s sharing and device access, and avoid treating a synchronised live application database as a multi-user workspace or a substitute for a verified backup.

Control the copies after the review

Use the agreed recipient and channel, and state the purpose and period of the material. Where a person only needs their own statement, check that the copy excludes other staff records. The current app does not automatically email records or manage a shared recipient portal.

After the review, follow the retention and deletion requirements that apply to the records and your business. Remove unnecessary temporary copies where appropriate, while retaining required evidence. A finished privacy check accounts for the working file, downloaded output, backup, shared copy and any folder sync; it does not stop at closing the browser tab.