Privacy policy

Controller

REEVVA, owner David Guist Mistralstraße 20 85716 Unterschleißheim Germany Email: hello@reevva.com

This privacy policy covers our hub, hub.reevva.com, the online demo of REEVVA HQ (1., 2. and 3.greenhouse.reevva.de) and our business with clients, prospects and suppliers.

The data our clients keep in their own REEVVA HQ hub or on their website we process only on their behalf (Art. 28 GDPR). Each client is responsible for it, and their own privacy policy applies.

Contact by email and support

When you email us, for example at hello@reevva.com or, for support with our clients' hubs, at support@reevva.com, we process your name, your email address, your message and the times, to deal with your matter. Our mailboxes are at Proton AG, Route de la Galaise 32, 1228 Plan-les-Ouates, Geneva, Switzerland (our processor; Switzerland has an EU adequacy decision).

The contact form at hub.reevva.com/kontakt sends the same details (name, email address, message) to that mailbox as an email; our hub stores none of it. So the form isn't misused, the server counts sends per IP address for an hour, only in memory.

We delete support requests with our replies 12 months after they're closed. Other messages we delete once your matter is settled, at the latest after 12 months, unless we must keep them as business letters (6 years from the end of the calendar year, § 147 AO) or need them as proof (see “Client hubs”).

Legal basis: Art. 6(1)(b) GDPR when your message concerns a contract with us or is to lead to one; otherwise, and when you write for a business, Art. 6(1)(f) GDPR (our interest in answering enquiries); for keeping them, Art. 6(1)(c) GDPR.

Clients and prospects

For quotes, orders, delivery notes, invoices and projects, our hub keeps the details of our clients and prospects and their contact persons: name, company, address, email address, phone number, tax number and VAT ID, for public bodies the Leitweg-ID, our notes, the documents themselves and the payments for them; for projects also user names of services we set up for the client, never passwords. We usually get contact persons' details from the business they work for, payers' names and IBANs from our bank, and the name of the person who cancels in a client hub or has it deleted from that hub.

We email quotes, invoices and payment reminders from our mailbox at Proton AG; our hub keeps when and to which address we sent them, not the email's text. Our hub's activity log keeps changes for 180 days, with the state before and after.

We keep invoices and other accounting records for 8 years, books and records for 10 years and business letters for 6 years, each from the end of the calendar year and longer while the tax assessment period still runs (§ 147(3) AO, § 14b UStG). The rest we delete when the business relationship ends and none of these periods still runs; prospects' data, when no contract follows, at the latest 12 months after the last contact.

Legal basis: Art. 6(1)(b) GDPR (contract and quote); for a business's contact persons Art. 6(1)(f) GDPR (our interest in working with that business); for keeping records Art. 6(1)(c) GDPR; for the activity log Art. 6(1)(f) GDPR (knowing who changed what).

Accepting quotes online

When we email you a quote, the email holds a personal link to a page at hub.reevva.com where you can view the quote, download it as a PDF and accept or decline it. The link holds nothing about you; anyone who has it sees the quote. The page is closed to search engines.

When you accept or decline, our hub keeps with the quote your decision, the name you type for it, your message and the time, and emails them to us; it doesn't keep your IP address or browser. We keep them with the quote (see “Clients and prospects”). If our data processing agreement for a client hub applies to the quote, on accepting it also keeps the details for its Annex I: the email address for notices and a phone number for call-backs (those from the quote unless you type others) and, as far as you choose to give them, your role, other persons who may give instructions, the data protection officer and whether you're bound by professional secrecy (see “Client hubs”).

Legal basis: Art. 6(1)(b) GDPR (your accepting or declining the quote); for a business, Art. 6(1)(f) GDPR.

Customer portal

On request you get a personal link to a page at hub.reevva.com where you can download your quotes, orders with their confirmation and the delivery notes and handover protocols you signed, and your invoices and credit notes as PDFs, and see our bank details with a GiroCode for open invoices. Anyone who knows the link sees these documents without signing in; the page is closed to search engines.

Of the link our hub keeps only a hash, when we made it and when it was last opened (at most once an hour). For wrong links the server counts the IP address briefly in memory to limit misuse and forgets it after 15 minutes. The link works until we end it or replace it with a new one, at once if you ask.

Legal basis: Art. 6(1)(b) GDPR (the documents of our contract); for a business's contact persons and for limiting misuse, Art. 6(1)(f) GDPR.

Client hubs

For each REEVVA HQ hub we set up and run for a client, our hub keeps: the order, the subscription, invoices and the licences issued (the client's name, the modules booked, validity), the hub's address, its server, location and IP addresses, and the contact address for the notices at the contract's end with where it came from; if an address other than the randomly made one was set up at the client's request, also that and when this happened. With the order we keep the data processing agreement as the client accepted it online (its version, checksum, the time, the name of the person accepting and the details of its Annex I), and send it filled in as a PDF to the contact address once the hub runs; we keep both like the proof at the contract's end.

The hub reports every 2 minutes its software version, whether a user account exists, and the state of its off-site backup; it sends no content, names or email addresses, and we keep no IP address for it. When a person cancels the subscription in the hub, takes the cancellation back or has the hub deleted, we receive that statement with their name. When an owner writes to our support in the hub (the “Support” conversation in Chat), we receive the message's text with the writer's name and the time; we keep these messages and our answers in our hub until the hub's data is deleted at the contract's end, and our hub tells us about a new message by email with only the hub's name and address, never its text. Our hub's activity log keeps what we do to the hub for 180 days.

When a subscription ends, we keep as proof: each notice about the contract's end with its full text, the recipients, the time and the message ID, the contact address, the client's instructions (for example to delete, to hand over data or to reset an access) and their withdrawal with the name of the person acting, the switch-off, each step of the deletion and the deletion confirmation. We delete this proof after the end of the third calendar year after the end of the data processing agreement, the technical details (server, IP addresses, status reports, access to the backup) already with the deletion confirmation (copies in our hub's activity log up to 180 days later), and the order, invoices and licences after the periods under “Clients and prospects”. Of the hub's address only a check value (a hash of its first part) then stays for good, so it's never given to another hub; it can still be linked to the address.

The client hubs' servers, their backups and their addresses' records (DNS) are at Hetzner Online GmbH (our processor) in Germany and Finland. For a hub's certificate, the Internet Security Research Group (Let’s Encrypt, USA) gets its address and its server's IP addresses, and the address is listed in public certificate logs for good; by default it's made at random and doesn't name the client. The server downloads new software versions from GitHub, Inc. and Docker, Inc. (USA), which get its IP address; when we look into a technical problem, an AI assistant of Anthropic PBC (USA) sees the server's IP address, never the hub's content.

Legal basis: Art. 6(1)(b) GDPR (the contract for the hub); for contact persons and the person acting in the hub Art. 6(1)(f) GDPR (our interest in fulfilling the contract with the business); for the proof and the check value Art. 6(1)(c) and (f) GDPR (proof of the deletion under Art. 5(2) GDPR, no address given twice); for invoices Art. 6(1)(c) GDPR; for transfers to the USA the adequacy decision on the EU-US Data Privacy Framework where the recipient is certified under it, otherwise Art. 49(1)(b) GDPR (necessary for the contract for the hub).

Payments and bookkeeping

For our bookkeeping, our hub fetches the transactions of our business account at Qonto (Olinda SAS, 18 rue de Navarin, 75009 Paris, France) through its interface, and other banks' accounts, where connected, through Enable Banking Oy, Otakaari 5, 02150 Espoo, Finland. For each payment we process the payer's or payee's name and IBAN, the amount, date and reference, and receipts kept at the bank, and match payments to our invoices.

We keep our suppliers' invoices and receipts in our hub, those received by email with the email's sender and subject. For our taxes, we send the necessary details to the tax office. We keep everything for the periods under “Clients and prospects”.

Legal basis: Art. 6(1)(c) GDPR (bookkeeping, record-keeping and retention duties under tax law); Art. 6(1)(b) GDPR (payments under contracts); Art. 6(1)(f) GDPR (matching payments to the right invoices).

Invitation to the online demo

You ask us for a demo, for example by email to hello@reevva.com. Your request and our further correspondence are kept in our mailbox at Proton AG, Geneva, Switzerland (our processor; Switzerland has an EU adequacy decision). We keep your request as proof that you asked for the invitation until the end of the third calendar year after the invitation; other messages we delete once your matter is settled, at the latest after 12 months.

For the invitation, our hub keeps your name, your email address, the invitation's language, the demo environment (1., 2. or 3.greenhouse.reevva.de), when we sent the invitation, by when the link can be opened, how long your session lasts and when it ends. We send the invitation from the same mailbox; we delete the sent email there for good at the latest 24 hours after sending it.

Our hub deletes the invitation's data by itself once the invitation is over (your session ends, the link expires unused or we withdraw the invitation): usually a few minutes later, at the latest about 10 minutes after the latest time your session could have ended (the open-by time plus the session's length, so at most a little over 72 hours after sending). Our hub's activity log keeps for 180 days when we invited you (with your name, email address, the demo environment, the language, the session's length, the open-by time and whether the email went out), whether we withdrew the invitation, and when and why it ended, including whether you opened the demo. Our hub runs at Hetzner Online GmbH (our processor) in its data centre in Falkenstein (Germany); its daily backups of the server keep this data for up to 7 days longer.

Legal basis: Art. 6(1)(b) GDPR (your request); if you ask on behalf of a business you work for, Art. 6(1)(f) GDPR (our interest in answering that business's request). For the proof of your request and the activity log Art. 6(1)(f) GDPR (being able to show that we invite only on request, and knowing who was invited when).

The online demo

The demo environment gets only a random ID of the invitation and a check value of your link, neither your name nor your email address. The link signs you in as the made-up owner of the made-up Granmylla Bio AB. The session starts when you click “Open the demo”, ends after the time named in the invitation (30 minutes to 48 hours) and isn't extended. Anyone with the link can open the demo until then and sees everything in it. Through the invitation we know who a demo environment belongs to during the session, so what happens in it can be linked to you.

We process everything you enter, draw or choose; for each sign-in, with the time, the browser identifier (the device list) and the browser and operating system (the demo's activity log), no IP address; and who changed what when. The device list is deleted when the session ends. Everything else isn't backed up and is deleted with the whole environment when it's set up again: a few minutes after the session ends, at the latest 73 hours after it was set up (if the server is faulty, once that's fixed). Uploads, imports and sending email are switched off; the demo makes no connections to the internet.

Legal basis: Art. 6(1)(b) GDPR (the demo you asked for; for a business, Art. 6(1)(f) GDPR as above); security and protection against misuse: Art. 6(1)(f) GDPR.

Signing in to our hub

Only people we gave access sign in to our hub: we ourselves and people who work for us. The hub keeps their account (name, email address, the password only as an irreversible hash, the key for the second factor), their rights and their invitation, which it deletes a day after it's accepted or 30 days after it expired, for each sign-in the IP address and the browser identifier until signing out, at the latest 30 days after the last use, and in the activity log for 180 days (entries about a complete export 3 years) who changed what when and who signed in when with which browser. The server counts sign-in attempts per IP address and account only in memory, to protect accounts against guessed passwords.

Whoever switches on reminders on their device gets them through their browser maker's push service, which may process data in the USA. These people get a detailed notice with their access.

Legal basis: Art. 6(1)(b) GDPR (employment or service contract); for IP addresses, sign-in attempts and the activity log Art. 6(1)(f) GDPR (secure operation that can be traced).

Cookies and browser storage

On hub.reevva.com only signing in sets cookies: a login cookie that expires 30 days after the last use and is deleted when you sign out, while confirming the second factor one for 10 minutes and, only if you tick “Trust this device for 30 days”, one for 30 days that lets this device do without a second code. When you pick a language on the sign-in, invitation or quote page or in the customer portal, your browser remembers it for a year. The Impressum and this privacy policy set no cookies; what the browser remembers in the hub for people signed in is in the notice for their access.

When you click “Open the demo”, the demo sets one login cookie that ends with your session (at most 48 hours) and is deleted when you sign out. Until that click, the tab keeps the link in its own history, so a reload doesn't lose it.

In the demo, only when you choose something, your browser remembers it for a year: the language, whether the demo looks light, dark or automatic, the template, the menu's width, the view under “Tasks” and how many entries a list shows per page. In the browser's local storage, until you clear the site's data: view settings in “Documents” and the PDF editor, whether reminders play a sound and which reminders were already shown.

Neither our hub nor the demo sets analytics, statistics or advertising cookies, no tracking; fonts and scripts come from the server itself. Legal basis: § 25(2) no. 2 TDDDG.

Map

In the demo your browser loads map images only after a click on “Show the map”, in our hub as soon as a signed-in person opens the map in Fleet, directly from the OpenStreetMap Foundation, St John’s Innovation Centre, Cowley Road, Cambridge, CB4 0WS, United Kingdom. The Foundation and its service providers (content delivery networks) get your IP address, details of your browser, the address of the demo or our hub (without the page's path) and the map area. In our hub, the server also sends places a signed-in person types for a vehicle or picks on the map (their own location too) to the Foundation's Nominatim service. The United Kingdom has an EU adequacy decision (Art. 45 GDPR). The OpenStreetMap Foundation's privacy policy: https://osmfoundation.org/wiki/Privacy_Policy

Legal basis: in the demo Art. 6(1)(b) GDPR (for a business, Art. 6(1)(f) GDPR as above), in our hub Art. 6(1)(b) GDPR (employment or service contract).

Hosting, logs and backups

Our hub, hub.reevva.com, runs on a server of Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany, in its data centre in Falkenstein; Hetzner processes the data on our behalf (Art. 28 GDPR). When you open a page, the server processes your IP address and browser details to deliver it; it keeps no access logs. Its technical logs (per service at most 3 files of 10 MB) can contain your IP address, details of your browser and the page you opened when an error occurs; they're overwritten by newer ones as they go.

Our hub backs up its data daily, encrypted, on the server and copies the backups to storage of Hetzner Online GmbH in Helsinki (Finland; run there by Hetzner Finland Oy). We keep them for 30 days, the Helsinki storage's snapshots up to 14 days longer; Hetzner also backs up the whole server daily and keeps those backups for 7 days. Deleted data stays in them until each backup expires.

The online demo runs on a server of its own at Hetzner Online GmbH in its data centre in Falkenstein (Germany), also on our behalf; there are no backups of it. Its web server keeps no access logs. A demo environment's technical logs (without IP addresses, at most 3 MB) are deleted with it, at the latest 73 hours after it was set up. The web server's own (start, certificates and errors, at most 3 MB) can contain your IP address, details of your browser and the page you opened when an error occurs; they're overwritten by newer ones as they go.

Legal basis: Art. 6(1)(f) GDPR (delivering the pages, running them securely and restoring them after an outage).

Recipients and transfers outside the EU

Only the bodies named in this policy get your data: as our processors Hetzner Online GmbH (servers and backups) and Proton AG (email); for payments the banks of those involved and the account information services named; authorities such as the tax office where a law requires it. We don't sell data or use it for advertising.

Outside the EU and the EEA, Proton AG (Switzerland) and the OpenStreetMap Foundation (United Kingdom) process data, both under an EU adequacy decision (Art. 45 GDPR); in the USA the services named under “Client hubs”, only with servers' addresses and IP addresses, and for people with access to our hub the browser makers' push services (see “Signing in to our hub”).

Your rights

You have the right of access, rectification, erasure, restriction of processing and data portability (Art. 15 to 18 and 20 GDPR). Write to us at hello@reevva.com.

Right to object: you can object at any time, on grounds relating to your particular situation, to processing based on Art. 6(1)(f) GDPR (Art. 21 GDPR); an email to hello@reevva.com is enough.

You can also complain to a data protection authority (Art. 77 GDPR), for example the Bavarian Data Protection Authority (Bayerisches Landesamt für Datenschutzaufsicht), Promenade 18, 91522 Ansbach, Germany.

For data in the hub or on the website of one of our clients, please contact that client; we help them with it.

You don't have to give us any data, but without the data a contract needs we can't make it, and without an invitation there's no demo. We make no automated decisions.