FixingLog – Privacy Notice
Archived document. Current version: 2026-10-20-v25
1. Roles and contact
Flowmind Fejlesztő és Tanácsadó Korlátolt Felelősségű Társaság (2360 Gyál, Kisfaludy utca 53. B. ép.) is controller for platform accounts, its subscriptions, billing and security. Privacy contact: [email protected]. For a professional’s customer work records, the professional or business normally acts as controller and FixingLog processes data on its instructions. The professional’s contact appears on the report page and worksheet; it determines the lawful basis of its own processing.
2. Information and purposes
Account information includes email, name, profile, language, time zone and authentication identifiers. Work records include contact details, address, phone, issue description, custom answers, photos, journals, appointments and PDFs. Payment records include plans, currency, subscription and invoicing information. Passwords, if used, are stored as hashes. Full card details are handled by the payment provider. Purposes include delivering the requested service, communication, collecting fees, records and preventing misuse.
3. Bases and required information
Necessary platform service processing may rely on the contract, statutory billing retention on legal obligations and necessary security checks on legitimate interests. Professionals determine the basis for their own work records. Accepting the Terms and acknowledging this Notice is not marketing consent. Without required fields the relevant function cannot be used; optional photographs and telephone details may be omitted.
4. Infrastructure and recipients
The operator identifies Hetzner hosting in Germany and Brevo transactional email delivery. Stripe supports subscription payments and Billingo enabled invoicing. Google and Apple participate only if their authentication option is selected; Apple may supply a relay email address. Address search sends the typed search query to the configured Photon/OpenStreetMap endpoint. n8n and object storage are components of the deployment; separately hosted operators must be listed in the service-provider register. Disclosures are limited to the relevant task.
5. Access, email and time zone
Customers and authorised professionals may access their work records; customers cannot see internal notes. Report-confirmation, sign-in and reply links can grant access and must be kept confidential. A worksheet may be sent as an email attachment; the recipient’s delivered copy cannot be remotely revoked. Browser time-zone settings are not geolocation. PDFs retain the time zone saved at completion.
6. Termination, export and erasure
Ordinary subscription cancellation, access restriction and permanent profile deletion are separate actions. The 30-day export/deletion review after cancellation does not itself perform automatic full erasure. Permanent account deletion can be requested separately from the profile: after entering the account email, a confirmation link valid for 30 minutes is sent, followed by a separate confirmation button used while signed in. Account access is then disabled. Processing first checks and terminates the linked Stripe subscription, then erases the own workspace database and object-storage records. Failure is not reported as successful deletion: processing retries and the administrator receives a highlighted task-list warning. Completion is shown only after verified execution. Mandatory accounting information and backups follow separate retention rules. Automated account deletion does not limit GDPR request rights or response periods. Exports are available for up to 7 days and three successful downloads; exports of an erased workspace are also removed.
7. International processing and security
German hosting does not mean every operation of every partner occurs within the EEA. Selected partners’ contracts, subprocessors and required transfer safeguards must be recorded in the operator’s service-provider register. Restricted access, expiring links and validated uploads reduce risk but are not an absolute security guarantee. Security issues can be reported to the privacy contact.
8. Requests and remedies
You may request information, access and rectification, and where applicable erasure, restriction and portability; legitimate-interest processing may be objected to. Separately given consent can be withdrawn without affecting earlier lawful processing. Identity checks are limited to what is necessary. Contact the professional about its work records and the operator about platform accounts. Complaints may be made to NAIH (https://www.naih.hu), another competent supervisory authority or a court. We do not make automated legally significant decisions about repair quality.
9. Account information and invited staff
Accounts contain email, name, language, provider address and profile information; password login stores a password hash. External login may supply a provider user identifier, verified email, name and profile image, but not Google/Apple passwords. Purposes are access, identification and service delivery. GDPR Article 6(1)(b) covers necessary information about a contracting individual; Article 6(1)(f), secure business-service provision, covers corporate contacts and staff. Invitation emails come from inviters, who must inform invitees. Invitees can check the organisation before accepting. We do not request mailbox or contacts access from Google/Apple.
10. Work records, custom fields and communications
Records may contain names, addresses, email, phone, descriptions, custom answers, appointments, work, results, images and journal entries. The purpose is to handle and document a repair. The named professional/organisation normally controls this information; FixingLog is its instructed processor. The professional determines whether contract preparation/performance, legal duty or a documented legitimate interest justifies each item. This Notice does not replace all sector-specific notices required from a professional. Custom fields must not request unnecessary information. Clarification emails contain the question and a time-limited link to customer-facing information. Customer replies/uploads appear in the authorised staff journal; internal notes do not appear to customers. An emailed PDF enters the recipient’s mailbox, where their retention arrangements also apply.
11. Acceptance records and IP addresses
Acceptance events are recorded on report submission, confirmation, email sign-in approval and completion of professional registration. They contain version, language, server UTC time, event type, reference, an account/email hash and, with a trusted proxy, IP address and source. Hashes are not fully anonymous. Purposes are verifying declarations, investigating abuse and defending legal claims, based on legitimate interests under GDPR Article 6(1)(f), not marketing consent. Raw IP is removed after 90 days by maintenance. VPNs, shared networks, proxies and SSH tunnels mean IP does not reliably identify a person. Missing trusted data is not replaced by an invented address. Evidence is excluded from work records and customer PDFs and accessible only to authorised operators as necessary for their duties.
12. Retention schedule
Image files typically have a technical expiry of 730 days from upload; images embedded in a PDF follow its technical retention of up to five years. These are not statutory retention periods or automatic deletion rules covering all data categories. Integration logs: 90 days; delivered queue records: 30 days. An unconfirmed report link expires after 24 hours; temporary records and images are cleaned after a further grace period by scheduled processing. Maintenance removes raw IP addresses from legal acceptance and business declarations after 90 days and cookie-choice evidence after 180 days. Other contractual and declaration records are retained according to the relationship, applicable claim periods and a documented necessity review. Flowmind Kft. accounting evidence and supporting records must be retained for at least 8 years under section 169 of the Hungarian Accounting Act; this does not require retaining the entire account or every work photo. A documented legal hold covers only the necessary relevant information. Backups are held on Hetzner infrastructure; a final automatic retention limit has not yet been established. A specific removal deadline is clarified when handling an erasure request; indefinite retention is not treated as a lawful basis.
13. Providers and international transfers
Stated hosting is Hetzner, Germany; Brevo provides transactional SMTP and may receive recipients, content, delivery data and attached PDFs. Stripe receives payment information, Billingo invoice information and amounts; FixingLog does not store card numbers. Google/Apple participate only in the selected login method. Address search sends queries to the configured geocoder (Photon by default); manual entry is possible. OpenStreetMap may supply data without operating the API. If n8n is used, its operator, location and log retention must be documented before launch. German hosting does not establish that all support/subcontractor operations remain in the EEA. Applicable adequacy decisions or standard contractual clauses and supplementary measures must be verified before non-EEA transfers. Details of actual safeguards are available from [email protected]. Personal information is not sold. Cloudflare may also serve traffic as a reverse proxy independently of Turnstile, processing network and request information and, depending on configuration, transmitted content. The external-provider notice describes providers and their roles.
14. Rights and deadlines
Contact [email protected] for access, a copy, rectification and, where conditions apply, erasure, restriction or portability. Object to legitimate-interest processing based on your particular situation. Consent for an optional activity can be withdrawn without affecting prior lawfulness. Acceptance of Terms and acknowledgement of this Notice is not blanket consent for all processing. Identify the account/record and requested action; only necessary proportionate identification is required. Normally we respond within one month; justified complexity may allow two additional months with reasons given in the first month. Where the professional is controller, requests are coordinated with or referred to them. Refusals include reasons and remedies. Complaints may be submitted to NAIH (https://naih.hu) or another competent authority, and courts, without prior support contact being required.
15. Security, incidents and automated decisions
Role/organisation checks, protected file delivery, expiring links, password hashes and upload limits reduce risk. Production HTTPS, secrets, administrator access, patching and restorable backups are operational responsibilities. Report incidents to support or the privacy contact. The operator investigates, contains and coordinates required notifications with the controller. There is no solely automated customer scoring or work-quality assessment with legal effects. Technical quotas and subscription restrictions operate, with support review available for disputed errors. Core functions do not authorise marketing profiling or advertising tracking. This text or checkbox alone does not establish GDPR compliance: actual operations, lawful bases and measures must be documented.
16. Optional web analytics
With explicit consent, server-side Google Analytics may measure generic usage categories of public pages, the portal and report forms as described in the Cookie Notice. Consent can be withdrawn under Cookie settings at any time. Analytics is not required to use the service.
17. Protection against automated abuse
When Cloudflare Turnstile is enabled, report, registration and sign-in initiation forms use bot verification. Cloudflare processes browser and network information for this security check; this is not marketing analytics. The secret verification key remains on the server. The server validates the single-use token and does not store it in the work record. Redeeming existing email sign-in and reply links does not require another challenge. The operator must review Cloudflare processing and transfer arrangements before enabling this service.
18. Contact enquiries and quote requests
Public contact messages reach the provider as enquiries after email confirmation. An address is requested for communication and preparation of possible work. The enquiry and replies remain in the record history. Provider messages arrive by email in full, with a single-use link allowing the customer to reply without signing in. No completed work is documented before an enquiry is converted to work. Correspondence can close without a worksheet; conversion alone is not proof of an order, performance or customer acceptance.
19. Business details and declaration
Registration records business country, type, name, address, optional tax and registration identifiers and the declaration about any separate foreign VAT identifier. These details identify the contracting party and business capacity and support communication and billing clarification. Necessary details of a natural-person subscriber rely on GDPR Article 6(1)(b), representative/contact details on Article 6(1)(f), and mandatory billing details on Article 6(1)(c). Declaration wording, version, language, time and approved details are stored as a separate history so later changes can be traced. Evidential processing relies on documented legitimate interests. Submitted details are not automatically officially verified; no VAT status is inferred from a Hungarian tax number. Declaration history is included in account exports and is subject to the erasure notice and necessary retention exceptions.
Internal operational activity data
When internal operational statistics are enabled, authenticated page requests and API calls update the last-use timestamp per account and access category. The purpose is to monitor service operation, load and capacity needs. Categories are desktop, mobile, tablet or other browser and mobile-key API access. Only an approximate category is derived from the user-agent header; no raw header, IP address, visited URL, customer data or work content is stored for this purpose, and no extra tracking cookie is used. Each timestamp overwrites its predecessor; no detailed browsing or sign-in history is kept. Background maintenance removes rows older than 30 days, and account deletion removes related records. Only authorised administrators see aggregate figures. No data is sent to Google Analytics. Before enabling, the operator must document whether legitimate interests apply, whether processing is necessary and how interests are balanced against individuals’ rights; the service remains usable with these statistics disabled. Individuals may contact [email protected] for information, access and consideration of an objection to processing based on legitimate interests.
Map view of jobs
Geographic coordinates associated with a selected address are stored with the job to display work locations and help organise visits, subject to the same access and retention rules as the job. This does not track a professional’s live location. The map loads only when Map view is opened. The browser requests map tiles from the OpenStreetMap Foundation tile service, which may receive the IP address, browser information, referring website origin and identifiers of the viewed map tiles. Customer names, job descriptions and job marker data are not sent to the tile service by the application. List view remains available without loading the map. Provider privacy notice: https://osmfoundation.org/wiki/Privacy_Policy.
IP-based geolocation in analytics
Optional analytics operates only with explicit consent to IP-based measurement and a configured GA4 connection. General categories are home page, HVAC landing page, portal and report-form views. The browser does not load Google measurement scripts. The FixingLog server forwards the public visitor IP supplied by the trusted Cloudflare tunnel/proxy to Google Analytics as ip_override so Google can determine an approximate network location, such as country and city. IP addresses are personal data. This does not measure GPS position or a work address. No separate country, city or coordinates are sent. Measurement includes a fixed category and generic title, a random browser identifier and technical session information. The browser identifier is not an account identifier and is not derived from names, emails or other business data. Company or customer records, private URLs, URL parameters, company path segments, tokens, job identifiers, work content, job locations, form fields, attachments and raw browser headers are not forwarded. Analytics forwarding creates no dedicated IP log and does not store the IP in the application database. Diagnostics hide the IP. No event is sent without a usable trusted visitor IP; server and proxy addresses are not used as substitutes. Measurement does not establish form submission or work completion. Google processes the IP and other technical information under its service terms; international transfers may occur. The nine language versions of the public home and HVAC pages can be measured separately using allowlisted canonical paths and language codes; no URL parameters or company paths are included. Portal and report-form categories remain aggregated across languages and companies.
Version: 2026-10-20-v24.1