FixingLog – Data Processing Terms for Professionals
1. Detailed processing description
The controller is the subscriber; the processor is Flowmind Fejlesztő és Tanácsadó Korlátolt Felelősségű Társaság, 2360 Gyál, Kisfaludy utca 53. B. ép., contact [email protected]. Processing covers creation, storage, display and transmission of reports, journals, appointments, attachments and PDFs, during service and until lawful return/deletion is complete. Individuals are reporters, customers, site contacts and staff. Data includes identifiers, contacts, locations, descriptions, answers, times, activities, results, images and authorship. Special-category or targeted child-data processing is outside the intended service and requires prior separate legal/technical arrangements.
2. Instructions and confidentiality
The contract, authorised account operations and verified written requests are documented instructions. The processor acts only on instructions, including transfers, unless compelled by law; prior notice is given unless prohibited. Suspected unlawful instructions are promptly flagged and disputed operations may be suspended pending clarification. Independent marketing and data sale are not instructed. Access is limited by duty to persons bound to confidentiality. The controller establishes lawful bases, notices and proportionate fields.
3. Relationship with the service contract
These processing terms form an annex to the Terms and part of the service contract and apply together to processing matters. Acceptance is recorded electronically. Controller authority and instructions must be verified; invitation alone does not make a staff member a separate controller.
4. Subprocessors and objections
General authorisation covers the disclosed workspace subprocessors: Hetzner hosting, Brevo transactional email and Cloudflare traffic protection, according to enabled functions and necessary data. The provider notice distinguishes other partner roles. New or replacement subprocessors require advance notice and a meaningful opportunity to object. Equivalent protection duties must be imposed on subprocessors; FixingLog remains responsible under GDPR. Required safeguards must actually be in place for international transfers.
5. Transfers and locations
The provider list distinguishes workspace processors, the platform’s own payment/invoice providers and optional services. Processing outside the EEA requires applicable legal safeguards, including standard contractual clauses and supplementary measures where necessary. Listing a provider does not replace an executed contract. Contact [email protected] for current safeguard and contractual information.
6. Security measures and changes
Measures include role/organisation checks, restricted files, expiring tokens, upload validation and logging. Production requires HTTPS, patching, separated secrets and regular backup/restore checks. Measures may evolve without unjustifiably lowering material protection. Actual backup frequency, location, retention, access and restoration must be documented in operational records. No particular certification is promised without evidence of its validity.
7. Assistance with rights and assessments
Requests concerning subscriber-controlled information are referred to the controller without undue delay. The processor does not disclose another subscriber’s data or delete disputed records independently unless legally required. Within available means and considering processing nature and information, it assists with access, rectification, erasure, restriction, portability, security, impact assessments and prior consultation, and reports risks it identifies.
8. Personal data breaches
The processor notifies without undue delay upon awareness, without necessarily waiting for full investigation. It supplies known nature, data categories, approximate scope, likely consequences, contact and measures, updating missing details later. The controller decides its regulator/individual notifications. The GDPR 72-hour supervisory notification rule is not a discretionary processor reporting period. Events, decisions and containment are documented; cooperation includes risk reduction.
9. Return 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. Return or deletion at the controller’s choice covers databases, object storage and controlled copies, subject to mandatory legal retention. Backups are at Hetzner; their retention cycle remains to be finalised.
10. Audits and documentation
The processor provides information needed to demonstrate compliance and cooperates with reasonable audits, including inspections as appropriate. Other subscribers’ data and security secrets are protected without defeating audit rights. Provider, retention, security and erasure notices are associated documentation. Operators remain responsible for actual measures; unresolved backup or provider details are not completed safeguards.
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.
Version: 2026-10-20-v25