Privacy statement

1. Who we are

Fyldd is a service of Bitvire (eenmanszaak), based at Gorinchem, Nederland, registered with the Dutch Chamber of Commerce under number 97211699 (VAT NL005257300B03). For privacy questions you can reach us at privacy@fyldd.com.

For the data of your account (see below) we are the controller. For the data you enter into Fyldd yourself about your customers and work, you are the controller and we are the processor. We set out that division of roles in the data processing agreement.

2. What data we process

Account data

Name, email address, company name, an encrypted (hashed) password and the role of each user within your company.

Usage and security data

IP address, timestamps and a change log (audit log) of actions in the app. We use this data to secure the service, prevent misuse and resolve faults.

Data you enter

Data about your customers and work: customers and contacts, assets and locations, work orders, hours and materials, photos, GPS location on a work order and the customer's signature for approval. You decide which data you enter here; we process it solely on your instructions.

Payment data

For the subscription we process the payment status of your subscription via our payment provider Mollie. Full bank or card details are processed by Mollie and do not reach our servers.

3. Purpose and legal basis

• Performance of the contract — to provide you with a working account, the app and the features you signed up for.
• Legal obligation — to keep invoices and payment records as required by tax law.
• Legitimate interest — to secure, maintain and improve the service, and to communicate with you about your account.

4. Sub-processors

We engage a limited number of carefully selected parties that process data on our behalf. A data processing agreement has been concluded with each of them.

• Mollie B.V.: Verwerkt abonnementsbetalingen (iDEAL, SEPA-incasso) en bewaart de betaalstatus. Amsterdam, Nederland (EU).
• Hetzner Online GmbH: Levert de servers en database waarop Fyldd en jouw gegevens draaien. Duitsland / Finland (EU).
• Proton Mail (Proton AG): Verzendt en ontvangt transactionele e-mail (uitnodigingen, wachtwoordherstel, meldingen). Zwitserland, dat volgens een adequaatheidsbesluit van de Europese Commissie een passend beschermingsniveau biedt.

5. Retention periods

We keep your data for as long as you have an account. After cancellation we delete the personal data within a reasonable period, except for data we are legally required to keep longer — we keep invoices and the associated records for 7 years in line with the statutory tax retention obligation. On request we delete your account data sooner, to the extent legally permitted. Technical log files (such as IP address, timestamps and actions, which we use for security and resolving faults) we keep for at most 90 days, unless they are needed for an ongoing security or misuse investigation.

6. Where we process your data

Your account and the data you enter into Fyldd are hosted and processed within the European Union. For sending and receiving email we use Proton Mail, which carries out this processing in Switzerland. Under an adequacy decision of the European Commission, Switzerland offers an adequate level of protection, so your data enjoys the same protection there as within the EU. We do not set up further transfers to third countries without appropriate safeguards.

7. Security

• All traffic runs encrypted over TLS (https).
• Passwords are stored hashed, never in readable form.
• Strict separation per company (tenant isolation) ensures other customers cannot see your data. Authorised Fyldd administrators can gain access for support and security; that access is limited to what is necessary and is logged.
• An audit log records changes for traceability.

8. Your rights

You have the right to access, rectify, erase and port (portability) your personal data, and you can object to certain processing. You arrange much of this directly in the app; for the rest, email privacy@fyldd.com. If you disagree with how we handle your data, you can lodge a complaint with the Dutch Data Protection Authority.

9. Cookies

Fyldd uses only functional storage in your browser to keep you logged in, and no tracking or analytics cookies. Read more on the cookie page.

10. Contact

Questions about this privacy statement? Email privacy@fyldd.com or info@fyldd.com.