Data protection & privacy

Your data belongs to you and no one else. The workplace management software Flexopus was developed in Germany in compliance with the highest standards and is a leader in data protection, data security & privacy.

Data Processing Agreement (DPA)

We conclude a data processing agreement with all our customers in accordance with the GDPR guidelines in order to contractually stipulate the processing of personal data. The purpose of data processing, the type of data, the groups of persons affected, Flexopus' sub-suppliers and the rights of the persons affected are set out in this contract.

Hosted in Germany (EU)

Your data is safe with us. Flexopus is operated exclusively on servers of the company Hetzner in the Federal Republic of Germany, so your data will not leave the country under any circumstances. Hetzner is ISO 27001 certified, which meets the highest requirements for IT security procedures and information security management systems.

GDPR compliant

Flexopus complies with the GDPR guidelines and in particular consistently implements the following guidelines:

• Conclusion of data processing agreements (data processing contracts) in accordance with Article 28 paragraph 3 GDPR
• Anonymization and no storage of personal data without a specific purpose
• No data exchange with third parties or data transfers across national borders.
• Regular training of all employees regarding data protection, data security and privacy
• Continuous improvement of security standards in the form of audits and the adaptation of our documentation, processes, structures or functionalities, as well as technical and organizational measures.

Flexopus is developed according to the concepts of "Privacy by default" and "Privacy by design", thus considering data protection from beginning to end.

Purpose-bound data storage

The stored personal data will be used exclusively for the intended purpose.

Data anonymization

With Flexopus, you determine after what period of time personal data is anonymized or removed from the system. However, for occupancy analyses, you will still retain booking details such as the start and end time of a booking.

However, these can no longer be traced back to a specific person. This allows you to keep track of the utilization of available resources in order to optimize your office while simultaneously protecting sensitive data of your employees.

Employee privacy

With Flexopus, you decide whether bookings of workplaces or other objects should be visible to all employees of your company or not. While we recommend this in a collaborative corporate environment, in specific cases it may be quite useful to let users decide for themselves whether their booked seat is visible to others.

Careful selection of suppliers

Flexopus pays particular attention to data protection and reliability when selecting sub-suppliers. We exclusively select subcontractors from the EU:

• Server Provider: Hetzner Online GmbH
  The application is hosted on a dedicated server cluster in Falkenstein. Our backup infrastructure is located in Nuremberg.
• SMTP Provider
  We use RapidMail, based in Germany, as our primary SMTP provider. We use MailJet, based in France, as our secondary SMTP provider.
• Development team
  The developers and software sub-suppliers are located exclusively in the EU.

Automated deletion routines

Flexopus enables individually configurable deletion concepts in accordance with your internal data protection guidelines. For example, inactive user accounts can be automatically removed, or system and application logs can be deleted after a defined period. This ensures that personal data is only stored for as long as is necessary and permissible.

External Data Protection Officer

To protect your data, we have appointed an independent, external data protection officer: PROLIANCE GmbH. In addition, we operate a structured data protection management system (DSMS) that continuously monitors and further develops compliance with all relevant data protection requirements.

Privacy policies

Use our privacy policy, which is automatically generated, or upload your own document. Furthermore, decide whether you want to request a confirmation of consent from all employees.

Contracts under German law

The company Flexopus GmbH has its headquarters in Stuttgart, Germany. Contracts are concluded exclusively under German law. Made in Germany. Hosted in Germany.