When we process data on behalf of your business.

1. The parties

The controller is the connected business that uses the functions in section 3 (in this agreement «you» or «the business»).

The processor is Timmarna Platform (sole trader), corporate ID no. 970905-3558, Lilla Bommen 1, 411 04 Göteborg, which operates the SeeYouSoon service (in this agreement «we»).

The agreement forms part of the Partner terms. It meets the requirements for a written agreement in Article 28(3) and 28(9) GDPR. If the Partner terms and this agreement say different things about personal data, this agreement prevails.

2. What the agreement covers and does not cover

This is what we process on your behalf

The agreement covers the data that you yourselves enter, or let your staff enter, in the tools for your own business: staff, schedules, working time and payroll data in Kassa & personal, your staff list in the sector, bookings you enter for guests without an account, Fordonskoll and job cards in the workshop, the tyre hotel and tyre orders from suppliers. Section 3 describes each processing operation.

We are responsible for this ourselves

For the following, SeeYouSoon is an independent controller, and the Privacy policy applies, not this agreement:

• Every user's account and sign-in, including the accounts of your business's owners, managers and staff.
• Bookings, orders and rides that customers make in the app, the chat and calls about them, ratings and reviews, and SeeYouSoon Club. When you receive a customer's data through such a booking, you are yourselves the controller for how you use it.
• Your application to become a partner, the documents you submit and our review of them.
• Customer service, security, fraud prevention and our own logs of who on our staff has seen what.

Apart from what section 3 mentions, we keep no customer register on behalf of businesses.

3. The processing: nature and purpose

We store the data, show it to those in your business who are entitled to see it, perform calculations on it and send notifications about it, so that you can run your business. We do not use it for our own purposes.

Kassa & personal

• The staff. You add people to the business and give them a role (owner, manager or staff), a title and an employee number. A person who is not already on the sector's staff list is invited by the e-mail address or phone number of an existing SeeYouSoon account. We do not store that address or that number in Kassa & personal, only the link to the account. An invitation is valid for 7 days.
• Schedules. A weekly schedule with day, start and end. Salons, car washes and cleaning companies instead use their schedule in the sector.
• Clocking in and breaks. When staff clock in and out in the app, the times are stored, together with the start and end of each break. Each member sees which colleagues are clocked in at that moment.
• Distance to the workplace. See the box below.
• Corrections. An owner or manager who corrects a time must give a reason (3–300 characters). The correction is saved in a change log with the value before and after, and the employee receives a notification with the reason. The log is never changed or deleted.
• Pay. The owner chooses a pay model for each person (hourly pay, monthly pay, percentage, guaranteed pay plus percentage, or per unit), enters tips and approves payroll data for each period. For commission-based pay, we count the sales or services linked to the person in SeeYouSoon. The owner downloads the payroll data as CSV or PAXml for their own payroll system. We do not pay any wages and make no tax deductions.

The staff list in the sector

Your staff in the sector (for example hairdressers, car washers, cleaners, mechanics, removal staff and restaurant staff) are stored with name, role and work schedule, and with the e-mail address when you invite someone. Where you enter a blocked time in a hairdresser's column, the reason you write is also stored.

Bookings you enter yourselves

• The salon's booking at the till. A guest without an account is booked with their first name, a phone number if the guest wishes to give one, a note, the service, the hairdresser and the time. The owner, the hairdressers and SeeYouSoon's staff for salons can enter such bookings.
• The drop-in queue. The name your staff enter for a guest in the queue.
• The workshop's booking at the till. A guest without an account is booked with their first name, a phone number if the guest wishes to give one, the registration number and the car's description. The owner and the managers enter them.

The guest receives no notifications from us and pays no fees through SeeYouSoon.

Fordonskoll and job cards

• Fordonskoll. The workshop's own card for each car: registration number, make, model, model year, fuel, gearbox, engine and chassis number, as entered by the workshop. No account is named on the card. We do not retrieve any data about the car from any vehicle register.
• The job card. For a workshop visit, we store the odometer reading, a note at check-in, which mechanic has the car, the steps of the work and the workshop's notes. The customer sees only notes that the workshop has marked «Synlig för kunden» (Visible to the customer).

The tyre hotel

For each set of tyres, we store the customer (the account, or the name for a customer without an account; the business sees only the first name), the registration number, the car's description, the details of the tyres and the shelf location. Each drop-off and change produces an inspection record with tread depth per tyre, damage, a note and the odometer reading, and at most 8 photos. The rent is stored with the period, amount and how it was paid. A customer with an account sees their own tyres, inspection records and photos in the app and receives reminders before the season.

Tyre order from a supplier

When your workshop orders tyres for a customer's car from a supplier in SeeYouSoon, we send the car's registration number and the first name of the person placing the order to the supplier, never the customer's name or phone number. The supplier is a recipient you choose, not our sub-processor.

4. Data and data subjects

Whose data we process, and which data

Data subjects	Data
Your staff, managers and owners	DataName, title, role, employee number, link to the SeeYouSoon account, schedule, clock-ins and clock-outs, breaks, distance to the workplace at clock-in, corrections with reasons, pay model, tips, sales attributed to the person, payroll data.
Guests without an account	DataFirst name, phone number (optional), note, time and service; in the workshop also the registration number and the car's description.
Customers of the workshop and the tyre hotel	DataAccount or name, registration number, the car's details, odometer reading, the condition of the tyres, photos of the tyres, notes, rent and payment method.

The functions are not designed for sensitive personal data. However, free-text fields, such as notes, reasons for corrections and reasons for blocked time, may contain such data if someone writes it. Write only what is needed.

5. Duration of the agreement

The agreement applies for as long as you use any of the functions in section 3, and thereafter for as long as we still hold data that we have processed on your behalf. The annex shows how long the data is currently kept.

6. Your instructions

We process the data only on your documented instructions. The instructions are this agreement and the choices that you and your staff make in the panel and the app, for example who belongs to the business, the workplace and the radius, whether the requirement to clock in near the workplace is on, the pay models and what you enter.

If you wish to give an instruction that the functions cannot handle, write to [email protected]. We will tell you immediately if we consider that an instruction infringes the data protection rules.

If a law requires us to process the data in another way, we will tell you beforehand, unless the law prohibits it.

7. Confidentiality

Only those people at our company who need the data to operate and provide support for the service have access to it. We shall ensure that they have committed themselves to keeping the data confidential.

8. Security

These are the measures that protect the data today (Article 32 GDPR):

• Encryption in transit. All traffic to the app, the panel and our API is encrypted over HTTPS (TLS), and the browser is required to use HTTPS.
• Access by role. On every request, the server checks in the database which role the person has in your business. In Kassa & personal, only the owner sees pay models and payroll data, the owner and the managers see the staff's times, and each person sees their own. Equivalent roles apply in the workshop, the salon and the tyre hotel.
• A limitation you should be aware of. The change log in Kassa & personal, which managers can also read, currently shows changes to pay models, tips and approved pay amounts.
• Our own staff. Our staff have access only through permissions per sector granted in the database, and a permission that is withdrawn stops applying immediately. In Kassa & personal, our staff see only counts, never names, times or pay. A guest's phone number is shown to our staff only with its last four digits. Staff for each sector can read the tyre hotel's lists with the customer's first name, and the workshops' car cards and job cards; those reads are not currently logged.
• Encryption at rest. Guests' phone numbers are kept in encrypted form with AES-256-GCM. Other data, such as names, times and pay, is not encrypted field by field.
• Position. Coordinates at clock-in are never stored, only the distance rounded to 10 metres.
• Photos. We remove all metadata from photos, including GPS position, before they are stored. They are kept in private storage and are shown only to those who are entitled to see them, without being stored in any cache.
• Traceability. Corrections of working time are saved in a log that cannot be changed, and the employee receives a notification of every correction.
• Sign-in. Two-step verification is available for the panel's accounts. The number of sign-in attempts is limited. When we remove a person from our staff, all of that person's sessions end immediately.
• Backups. The database is copied every night to a server that we operate ourselves, where the copy can be read only by the server's own account. From there it is encrypted with a key that the server itself cannot unlock, and stored with Cloudflare within the EU. Photos are not backed up.

9. Sub-processors

You give us general authorisation to engage sub-processors. These sub-processors currently process the data on our behalf:

Sub-processors for data we process on your behalf

Sub-processor	What they do	Where the data is
Cloudflare, Inc. (USA)	What they doRun our server, the database, the storage of photos and the encrypted backups. Cloudflare also keeps logs of the requests to the server, and the address in a request may contain a car's registration number.	Where the data isThe database: we have chosen Western Europe as the location, which is a preference at Cloudflare and not a guarantee. Photos: we have not chosen the EU as the location, so they may be stored outside the EU/EEA. Backups: within the EU.
The browsers' push services: Google, Mozilla, Apple and Microsoft (USA)	What they doDeliver notifications to phones and computers that have turned on notifications, for example an invitation, a corrected working time or a reminder to change tyres. The content is encrypted for the recipient's device; the service sees only the device's address and the time.	Where the data isEach service's own servers.
Firebase Cloud Messaging (Google, USA) and Apple Push Notification service (Apple, USA)	What they doApply only to the phone apps, which have not been published yet. There, they deliver the notifications and can read their short text.	Where the data isEach service's own servers.

We ensure that each sub-processor has an agreement with us that imposes the same data protection requirements as this agreement. We are liable to you for the sub-processors' work.

Before we engage a new sub-processor or replace one, we publish a new version of this agreement with the new list, at least 30 days before the change. The app then shows a notification to your account. If you wish to object, write to [email protected] before the change takes effect. If we cannot resolve the objection, you may stop using the function concerned.

10. Transfers outside the EU/EEA

All sub-processors in section 9 are US companies, and photos may be stored outside the EU/EEA. By using the functions, you instruct us to make those transfers. Cloudflare is certified under the EU–US Data Privacy Framework and has the EU standard contractual clauses in its data processing agreement. We do not transfer the data to any other country unless there is protection that meets Chapter V of the GDPR.

11. The rights of data subjects

You respond to requests from your employees and guests, for example to see, correct or delete their data. You can see and correct most of it directly in the panel. Each employee sees their own times, their schedule and their approved payslips in the app.

There is currently no function in the panel to delete a time, a car card or a set in the tyre hotel, and no export other than the payroll data. An employee's own download of their data in the app does not include the data in Kassa & personal. If you need this, write to [email protected], and we will retrieve or delete the data for you.

If a data subject contacts us directly with a request concerning data we process on your behalf, we forward it to you without delay and do not respond on the substance ourselves, unless you ask us to.

12. Personal data breaches

If we discover a personal data breach concerning data we process on your behalf, we notify you without undue delay. We tell you what has happened, which data and approximately how many people are affected, what the consequences may be and what we are doing about it. Anything we do not know immediately, we send as soon as we know it. You decide whether to report the breach to the Swedish Authority for Privacy Protection (imy.se), which must be done within 72 hours, and whether to inform those affected (Articles 33 and 34 GDPR).

13. Impact assessment and prior consultation

Working time and the distance check at clock-in may require you to carry out an impact assessment (Article 35 GDPR). We give you the information about the functions that you need for it, and for any prior consultation with the Swedish Authority for Privacy Protection (IMY) (Article 36 GDPR).

14. When the agreement ends

When you stop using the functions, you choose whether we are to delete the data or hand it over to you. Write to [email protected].

Currently, the data is not deleted automatically when the agreement ends, nor when the owner's account is deleted: the business's data remains until you ask us to delete it. The export available in the panel is the payroll data as CSV or PAXml for approved periods. We will retrieve other data for you on request.

Data that we have deleted remains in the backups until those copies are deleted, see the annex.

15. Information and audits

We give you the information you need to demonstrate that this agreement and Article 28 GDPR are complied with, and answer your questions in writing. You, or an independent auditor appointed by you who is bound by confidentiality, may audit our processing subject to agreement on timing and scope. The Swedish Authority for Privacy Protection may always carry out the inspections the law entitles it to.

16. Your responsibility as controller

• You ensure that you have a legal basis for the processing and that your employees and guests receive information about it (Article 13 GDPR). Your employees need to know, for example, that the app asks for the phone's position at clock-in and that the distance to the workplace is stored when you have set a workplace.
• Before you switch on the requirement to clock in near the workplace, you should carry out a balancing of interests, and fulfil any duty to negotiate under Section 11 of the lagen om medbestämmande i arbetslivet (MBL) (Co-Determination in the Workplace Act).
• You decide how long the data is to be kept and tell us when it is to be deleted, for example working time under the arbetstidslagen (Working Hours Act) and payroll data under the bokföringslagen (Accounting Act).
• You grant access only to people who need it, and remove people who leave.
• You are responsible for payroll data that you download once the file has left SeeYouSoon.

17. Changes and contact

We publish each new version of the agreement here, with its date and version number. Contact for data protection matters: [email protected]. Other questions: [email protected].

18. Annex: processing operations and retention periods

The table shows how long the data is kept as the service works today. Where it says «no automatic deletion», the data remains until you ask us to delete it.

Processing, data, data subjects and retention period

Processing	Data	Data subjects	Current retention period
Staff in Kassa & personal	DataName, title, role, employee number, link to the account	Data subjectsStaff, managers, owners	Current retention periodNo automatic deletion. A person who is removed is marked as removed. If the person deletes their account, this data is not changed.
Schedules	DataDay, start, end	Data subjectsStaff	Current retention periodUntil you change the schedule.
Clocking in, breaks and distance	DataTimes, distance to the workplace in 10-metre steps, status, note	Data subjectsStaff	Current retention periodNo automatic deletion, not even when the person deletes their account.
The change log	DataWho changed what, when, the reason, values before and after	Data subjectsStaff, managers, owners	Current retention periodNever changed or deleted.
Pay	DataPay model, tips, sales per person, payroll data	Data subjectsStaff	Current retention periodNo automatic deletion.
Notifications to staff and customers	DataThe text of the notification, for example a correction with its reason	Data subjectsStaff, customers with an account	Current retention period90 days.
The staff list in the sector	DataName, role, schedule, e-mail on invitation, reason for blocked time	Data subjectsStaff	Current retention periodNo automatic deletion. If the person deletes their account, the name is replaced and the person leaves the team.
Booking at the till, salon and workshop	DataFirst name, phone number, note, time; in the workshop the registration number and car	Data subjectsGuests without an account	Current retention periodThe phone number is deleted 30 days after the visit. Other data: no automatic deletion.
The drop-in queue	DataThe name the staff enter	Data subjectsGuests	Current retention periodNo automatic deletion.
Fordonskoll	DataRegistration number, the car's details, chassis number	Data subjectsThe car's owner or user	Current retention periodNo automatic deletion. If a customer deletes their account, the card is removed if only that customer's visits show the car at the workshop.
Job card	DataOdometer reading, notes, mechanic, steps of the work	Data subjectsCustomers, mechanics	Current retention periodNo automatic deletion. If the customer deletes their account, the text of the notes is erased.
The tyre hotel	DataAccount or name, registration number, tyres, inspection records, photos, rent	Data subjectsCustomers with and without an account	Current retention periodNo automatic deletion, not even when the customer deletes their account.
Tyre order from a supplier	DataRegistration number, the first name of the person placing the order	Data subjectsCustomers, your staff	Current retention periodNo automatic deletion.
Backups	DataThe entire database, not photos	Data subjectsAll of the above	Current retention periodEncrypted copies at Cloudflare: daily copies 30 days, monthly copies 365 days, copies taken before a change 365 days. On our own server: the copies from the last 30 nights; copies taken by hand before a change currently have no deletion period.
Cloudflare's request logs	DataThe request's address and time	Data subjectsEveryone who uses the functions	Current retention periodFor as long as Cloudflare keeps them under our subscription.