Privacy

Privacy Policy

How OnlineOffice processes data across the website, workspace, invoicing, documents, trip logs, attendance, the mobile app, and paid modules. Last updated: 12 May 2026.

Controller and contact

The website and OnlineOffice service are operated by Brains 4 Corporations s.r.o., Ipeľská 5143/13, 821 07 Bratislava - mestská časť Podunajské Biskupice, company ID 55 456 723, tax ID 2121994952.

Privacy and GDPR requests: gdpr@onlineoffice.sk. Technical support: podpora@onlineoffice.sk. General contact: info@onlineoffice.sk.

Role of OnlineOffice and the customer

For account management, subscriptions, security, support, and service operation, OnlineOffice acts as controller. For data the customer enters about their own clients, suppliers, employees, vehicles, or work processes, the customer may act as independent controller and OnlineOffice as technical processor.

The tenant administrator is responsible for having a legal basis for using data in the workspace, especially company client data, employee attendance, GPS geofencing, and internal controls.

Processing overview

Area	Data types	Purpose	Typical retention
Account	name, email, password hash, Google identity, language, theme, plan	registration, login, password reset, account security	account lifetime and a reasonable period after termination
Invoices and clients	supplier, customer, company ID, tax IDs, IBAN, items, amounts, PDF, XML, QR data	invoice creation, records, export, sending, and status tracking	according to account settings and customer accounting/tax retention
Documents and templates	DOCX templates, placeholders, imported tables, generated ZIP/PDF/DOCX outputs	bulk document generation and workflow packs	according to plan, archiving settings, and user deletion
Email/status workflow	recipients, CC, sending status, reminders, timestamps	sending invoices, reminders, and work documents	for communication evidence and legal claim needs
Audit logs and approvals	who changed what and when, before/after values, IP, user agent, approver, comment	accountability, internal controls, audit trail, evidence	longer where needed for controls and tenant settings
Teams and workspace	roles, permissions, invitations, memberships, clients, processes	team management, access, and responsibility tracking	workspace lifetime or legal need
People and employees	name, contact details, address, employer, role, department, manager, engagement type, contract dates, lifecycle status, employment-change records	onboarding, contract updates, employee GDPR documents, attendance, offboarding, and internal records	during employment/collaboration and then according to the customer employment, accounting, and retention periods
Trip log	vehicles, plate numbers, drivers, odometer, trips, purpose, private/business type, expenses	trip log records and monthly reports	according to customer accounting and tax retention
Smart Trips	trip start/end, location, route only when enabled, vehicle, driver, client, purpose	trip suggestions and sync to trip log	route points usually 30-60 days; trip summary according to accounting retention
Attendance and Smart Presence	clock-in/out, breaks, timesheets, corrections, geofence enter/exit events	attendance, approvals, corrections, and payroll exports	raw GPS/geofence events default 60 days; then hour summaries where needed
Android device	device id, model, app version, device token, revocation, push token	secure login, sync, notifications, device management	while linked and shortly after unlinking
Cookies and analytics	session cookies, CSRF tokens, language, theme, optional analytics	login, security, preferences, and consent-based measurement	according to cookie table and browser settings

Location, GPS, and workplace transparency

Smart Presence for attendance stores workplace geofence enter/exit events, not a continuous employee route.
Attendance location should be active only during configured work windows and not during vacation, sick leave, public holidays, or approved absence.
Smart Trips may store route points only when trip recording is explicitly enabled or the user starts a trip.
Background location is used only for enabled Smart Presence or Smart Trips features that are clearly visible in the app.
Employees should be able to see collected attendance events and request corrections.
The tenant administrator is responsible for employee notices, workplace rules, legal basis, and proportionality.

Retention principles

Data is kept only for a proportionate time according to purpose, plan, tenant settings, security needs, and legal periods.
Raw GPS/geofence events have configurable retention, default 60 days unless the tenant sets another proportionate value.
After raw retention expires, only the necessary work or accounting summary remains, such as attendance hours or trip summaries.
Public tools mostly process files in the browser; where server processing is required, retention should be short and technical.
Audit logs and documents may be retained longer for accountability, security, legal claims, and accounting obligations.
Invoices, XML/e-invoice outputs, trip logs, payroll reports, and accounting evidence should follow Slovak accounting, tax, and employment retention duties; in practice, many accounting documents are handled with a 10-year retention horizon.
Sensitive employee data such as birth numbers, identity documents, salaries, or IBANs should be entered only where needed for a specific process, output, or legal obligation.

Processors and external services

hosting, database, storage, monitoring, backups, and security logs
email provider for registration, password reset, invoices, reminders, and support
Stripe or another payment provider for payments, subscriptions, and the billing portal
Geoapify for optional address completion
BySquare for PAY by square QR code generation on invoices
Google for sign-in and Google Play Android app distribution
public registers and data sources for optional company lookup by company ID, tax ID, or name

Data subject rights

access, correction, erasure, restriction of processing, and portability
objection to processing based on legitimate interest
withdrawal of consent where processing is based on consent
complaint to the Slovak Office for Personal Data Protection
send requests to gdpr@onlineoffice.sk

Security measures

HTTPS, password hashing, reset token protection, and security headers
server-side checks for roles, plans, and permissions
tenant data isolation, rate limiting, input validation, and audited changes
redaction of sensitive fields in audit snapshots so passwords, tokens, IBANs, birth numbers, identity documents, salaries, or file contents are not copied unnecessarily into history
ability to revoke mobile devices and restrict access by role
location data minimisation and separation of raw events from business summaries