Data processing agreement

You use PrivadiOffice to run your business. In doing so you store data about people who are not us: your customers, your employees, your contacts. You are responsible for this data. We store and process it only because you instruct us to.

What happens to your own data is set out in the privacy policy, not here.

Subject matter: provision and operation of the PrivadiOffice software for managing customers, quotes, invoices, appointments, expenses, letters and employees.

Duration: for the term of the usage contract, including the trial period.

Nature and purpose: storing, organising, retrieving, altering, erasing and transmitting the data you enter, solely in order to provide you with the functions of the software.

Data subjects: your customers and their contacts, your employees, your suppliers.

Categories of data: master data (name, company, address), contact details, contract and billing data, appointment data, and — where you use the employee management feature — personnel master data including date of birth, place of birth, nationality, tax identification number, tax class, religious denomination, social security number, health insurance fund, bank details and details of the employment relationship.

Note: religious denomination is a special category of personal data under Art. 9 GDPR. Only record it where you genuinely need it for payroll.

If you use time tracking and absences, the following are added: working hours (start and end of each assignment, the site assigned, calculated hours, change log) and absences with type, period, status and note.

The information that an employee was ill on particular days is also a special category under Art. 9 GDPR. Record the absence type “sick leave” and do not enter any diagnoses.

We process the data exclusively in accordance with your instructions. What you do in the software itself counts as your primary instruction. Further instructions can be sent to info@privadi.net.

If we consider an instruction to be unlawful, we will tell you and may suspend its execution.

We do not use your customers' and employees' data for any purpose of our own — not for advertising, not for analysis, not for developing the software.

All persons who can access the data are bound to confidentiality. At present this is exclusively the operator himself.

Pursuant to Art. 32 GDPR we take in particular the following measures:

• Encrypted transmission via TLS, enforced on all pages
• Passwords stored only as a hash, never in plain text
• Separation of accounts in the database: every query is filtered to the own account
• Automatic sign-out after one hour of inactivity
• Password reset links valid for 60 minutes and exactly once
• Server located in Germany, access only via key file
• Regular backups with versioning at the server provider
• No access for the operator to users' customer data; support access only upon express, time-limited approval and logged

We may develop these measures further as long as the level of protection is not reduced.

You consent to the use of the following sub-processors:

• STRATO AG, Pascalstraße 10, 10587 Berlin — server operation and backups. Located in Germany.

If a further sub-processor is added, we will inform you in advance. You may object within 14 days; in that case you may terminate the contract extraordinarily.

Your own email provider is not a sub-processor: your invoices are sent via the outgoing mail server that you enter yourself.

We assist you in responding to requests from data subjects and in fulfilling your obligations under Art. 32 to 36 GDPR.

If we become aware of a personal data breach, we will notify you without undue delay — so that you can meet your own 72-hour deadline towards the supervisory authority.

On request we will demonstrate compliance with this agreement. You may satisfy yourself of this, to a reasonable extent and with prior notice. This will primarily take the form of written information so that the operation of other users is not disrupted.

After the usage contract ends we delete the data processed for you within 30 days. Before that you can download it yourself at any time.

Excepted is data subject to a statutory retention obligation. Such data is blocked rather than deleted.

If something changes in the processing, we will present you with a new version. Until you accept it, the previous version continues to apply.

The German version of this agreement is authoritative.