What WebHelpo does with your data

What you give us

Your data reaches us in three ways: through the request form, by email, and by using the client portal. We do not ask for anything we do not need to do your project.

• Your request Your name, email address, optionally your phone number and company name, the service you are interested in, and your message.
• Your account Your name, email address, encrypted password, language preference, and whether you may accept quotes or approve deliveries on behalf of your company.
• Your company Company name, contact person, email address, phone number, address, and the details that belong on an invoice, such as VAT and chamber of commerce numbers.
• Your project The project name, status, planning dates, any preview link, and who is working on it.
• Files What you supply and what we deliver, with file name, type, size and who uploaded it.
• Messages and support questions Subject, content, time and sender of anything exchanged about the project.
• Quotes and invoices What was proposed, the amounts involved, and who accepted or declined it and when.
• Change requests What you want changed, who requested it, and when it was completed.

What the system records by itself

Besides what you fill in, the application keeps track of a few things so it can work and so we can tell what happened.

• Your session While you are signed in, a session is stored in our database with your IP address and the browser you use. It is needed to keep you signed in.
• Status changes When a quote, project or invoice changes status, we record who did it and when, so it can be traced back later.
• Email that was sent For every notification we keep who it went to, what it was about, and whether it succeeded, so we can tell whether a message arrived.
• Errors When something goes wrong in the application, the error is recorded so we can fix it. That record may contain technical details.

What we use it for

To answer your request, prepare a quote, run and guide your project, keep you informed, invoice you, and answer your support questions.

We do not use your data to track you, to build profiles, or for advertising. It is not sold or rented out.

Who can see it

Access is limited per role in the application itself, not only by agreement. This has been tested.

• You and your colleagues Users from the same client company see only that company's projects, quotes, files, messages and invoices. Other clients' data is not reachable, not even through a direct link.
• The maker working on your project An assigned developer or designer sees only that one project, and no amounts, quotes or invoices.
• WebHelpo itself Staff guiding your project see what they need for that. Internal notes and discussion between us and the maker are never visible to you or to other clients.

Files are kept in private storage with no public link. Every download is checked against your permissions again.

Third parties

The website does not fetch anything from external servers. There is no analytics, no tracking pixel, no embed and no external font; all of it is served from our own server. This was checked by loading the pages and measuring every outgoing request.

We do rely on other parties for the website and portal themselves. The server is hosted by Hetzner Online GmbH, in a data centre in Germany. Domain naming runs through Cloudflare; that is DNS only, website traffic does not pass through it. Email is handled by the mail server on that same machine.

What is not settled yet: the data processing agreements with these parties, where backups are kept and for how long, and whether any data is processed outside the European Economic Area. We would rather say nothing about that than state something we have not verified.

Keeping and protecting it

Passwords are stored encrypted and are unreadable to us as well. Files sit outside the public directory. Connections use https.

Specific retention periods per type of data are not stated here yet. Those need to be set rather than estimated; naming a period we do not actually apply would be wrong.

Your rights

You can ask what data we hold about you, have it corrected, or ask us to delete it. You can also ask for a copy of what you supplied to us.

Some data cannot simply be deleted, for instance data that belongs to an invoice. We will explain why if that applies.

Which supervisory authority can handle a complaint about us depends on where WebHelpo is established. That is not settled yet, so it is not named here.