Privacy policy

1. Controller

The controller for data processing on certondo.com and app.certondo.com is FM2 network GmbH, Heuweg 10, 8041 Graz, Österreich. For all privacy questions, contact us at info@certondo.com.

2. Hosting, server logs and backups

Certondo runs on servers of Hetzner Online GmbH (Industriestr. 25, 91710 Gunzenhausen, Deutschland) in Nürnberg, Deutschland. A data processing agreement under Art. 28 GDPR is in place with Hetzner.

When you access the website and the app, the server processes technically necessary connection data (IP address, time, page requested, browser) in logs. We use it only to keep the service running and to find errors, and keep it only as long as necessary for that. The legal basis is Art. 6(1)(f) GDPR.

The database is backed up automatically every day. The latest backups are kept on the server; we also create a backup before updates. A copy of each daily backup is encrypted before it leaves the server and stored in a cloud storage (Google Drive of Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland). Only we hold the key to decrypt it; Google cannot read the contents. These copies are deleted after 90 days. The purpose is protection against data loss; the legal basis is Art. 6(1)(f) GDPR.

3. Cookies and storage on your device

Technically necessary and permitted without consent (Art. 6(1)(f) GDPR, § 165(3) Austrian TKG 2021 or § 25(2) German TDDDG) are: a session cookie for signing in to the app, a cookie for the chosen website language and, in the Certondo smartphone app, a cookie that recognises the app. The app also stores a few settings in your browser (e.g. the chosen view). If “clocking without a connection” is enabled, clock-ins made offline stay on the device until they have been sent to the server.

On the website certondo.com, the Meta Pixel additionally sets the cookies _fbp and _fbc (see section “Meta Pixel and Conversions API”). The Meta Pixel is not loaded in the app (app.certondo.com).

4. Website visitor statistics (without cookies)

For our own simple statistics we store, for each page view on the website and the registration: the page, the language, the domain you came from, campaign parameters from the link (e.g. utm_source), whether you use a phone or a computer, and a value calculated from IP address, browser identifier and the date. We do not store the IP address itself. Because the date is included, the value changes every day, so a visit cannot be followed across days. No cookies are set and no data is passed on. The legal basis is Art. 6(1)(f) GDPR (improving our website).

5. Meta Pixel and Conversions API

To measure the success of our ads on Facebook and Instagram, we use the Meta Pixel and the Meta Conversions API of Meta Platforms Ireland Limited (Merrion Road, Dublin 4, Ireland) on the website. The pixel is loaded when you open the website and sets the cookies _fbp and _fbc and transmits page views and events such as a demo request, a demo booking, a registration or a feature request to Meta.

Via the Conversions API we additionally report these events to Meta from our server. This includes IP address, browser identifier, the Meta cookies and, if you provided them, email address, first and last name and phone number, the latter only as hash values (SHA-256). Time tracking data (working hours, absences, employee data) is never transmitted to Meta.

The legal basis is our legitimate interest in measuring the success of our advertising (Art. 6(1)(f) GDPR). You can object to this processing at any time, e.g. by email to info@certondo.com. You can also block or delete the cookies in your browser and choose which ads you see in the ad settings of your Meta account.

We and Meta are joint controllers for collecting the data on our website and transmitting it to Meta (Art. 26 GDPR); the agreement is available at https://www.facebook.com/legal/controller_addendum. Meta alone is responsible for any further processing. Meta processes data partly in the USA on the basis of the EU-U.S. Data Privacy Framework. More information: https://www.facebook.com/privacy/policy.

6. Registration, account and use of the app

During registration we process legal form, company name if applicable, first and last name, email address and a password of your choice (stored only as a hash). The legal basis is Art. 6(1)(b) GDPR.

In the app we process the data your organisation enters for time tracking: employee master data (e.g. name, email address, personnel number, location, PIN for the tablet clock), working hours, breaks, notes, absences, leave quotas, target hours and the evaluations calculated from them, and, if enabled, work sites and daily allowances. To keep changes traceable, Certondo stores who created or changed what and when.

For your employees’ data you, as the employer, are the controller under GDPR; we process it as a processor under Art. 28 GDPR solely to provide Certondo to you. Administrators conclude the data processing agreement directly in the app under Settings → Data protection & DPA, where it can be viewed and saved as a PDF at any time.

If an employer has set that clocking at a location is only allowed on site, the browser asks for the device location when clocking. Certondo compares it with the area of the location and does not store the position. If clocking is limited to certain networks, only the IP address is compared and not stored.

To prevent misuse we limit failed attempts at sign-in and PIN entry. For suspicious events, e.g. many wrong PINs, we store time, count and IP address in a security log. To support customers and improve Certondo, we also store per user when a session started and was last active and how many pages were opened. The legal basis for both is Art. 6(1)(f) GDPR.

Maps in the app are loaded from OpenStreetMap via our own server; your IP address is not transmitted to OpenStreetMap. If an administrator searches for an address when setting up a location, we send only the search text from our server to the Nominatim service of the OpenStreetMap Foundation (United Kingdom; the EU Commission has adopted an adequacy decision for the United Kingdom).

7. Email delivery

Emails from Certondo (invitations, password resets, confirmations, notifications to administrators e.g. about new requests, notes about the trial and subscription, and booking confirmations) are sent via Google Workspace of Google Ireland Limited (Gordon House, Barrow Street, Dublin 4, Ireland). The recipient address and the content of the respective message are processed. The legal basis is Art. 6(1)(b) GDPR, for trial notes Art. 6(1)(f) GDPR.

8. Demo requests and bookings

When you request or book a demo, we process name, company, email address, optionally phone number, team size and your message in order to arrange and hold the appointment. Booked appointments are entered in our Google Calendar (Google Workspace); you receive a calendar invitation with a Google Meet link. The legal basis is Art. 6(1)(b) GDPR (pre-contractual measures). We delete the data after the demo phase, at the latest after twelve months if no contract is concluded.

9. Support requests and feature requests

We store support requests from the app and feature requests in Certondo in order to handle them: your message and your contact details (from your account or what you enter in the form, e.g. name, company, email address, phone number). Our team only receives a notice without content and without contact details. The legal basis is Art. 6(1)(b) GDPR, for feature requests without a contract Art. 6(1)(f) GDPR.

10. Payment processing

Paid plans are billed via Stripe Payments Europe Ltd. (1 Grand Canal Street Lower, Dublin 2, Ireland). Payment data is collected directly by Stripe; we do not store full card details. Stripe may also process data in the USA on the basis of the EU-U.S. Data Privacy Framework. The legal basis is Art. 6(1)(b) GDPR.

11. No artificial intelligence, no automated decisions

Certondo contains no artificial intelligence features and does not pass any data to AI services. Your data is neither used to train nor to analyse with AI. There is no automated decision-making, including profiling, within the meaning of Art. 22 GDPR.

12. Recipients and transfers to third countries

Personal data is received only by the service providers named above, to the extent described: Hetzner (hosting, Germany), Google (email, calendar, encrypted backups), Stripe (payments), Meta (measuring ad success, website and registration only) and the OpenStreetMap Foundation (search texts for the address search only). We do not sell data and do not use time tracking data for advertising. Transfers to the USA take place only via the providers named, on the basis of the EU-U.S. Data Privacy Framework or the EU standard contractual clauses.

13. Storage period

We store your organisation’s data for the duration of use. After termination of the contract we delete it within 90 days unless statutory retention obligations apply; encrypted backups are deleted at the latest 90 days after that. You can export your data at any time (Excel, CSV and PDF for printing).

14. Your rights

You have the right to access, rectification, erasure, restriction of processing and data portability. You can object to processing based on our legitimate interest on grounds relating to your particular situation (Art. 21 GDPR); you can withdraw consent at any time with effect for the future. Please contact info@certondo.com.

You also have the right to lodge a complaint with a data protection supervisory authority. In Austria this is the Datenschutzbehörde, Barichgasse 40–42, 1030 Vienna; in Germany the authority of your federal state.

The details requested at registration and during use are required for the contract; without them we cannot provide an account.

15. Security

All connections to Certondo are TLS encrypted. Passwords are stored only as hashes. Each organisation’s data is kept separate, access is restricted by role, and backups leave the server only in encrypted form.