Personal Data Processing Notice

1. Who is responsible for processing

For work data placed in a company workspace, your company or employer is normally the controller: it decides why data is used, who may access it and how long it is retained. The FuzeWork operator processes that data as a processor on the company’s instructions.

For data needed to operate its own accounts, secure the service, invoice, provide support and meet legal duties, the FuzeWork operator may be an independent controller. The operator identity and contact are stated in section 15.

2. Data that may be processed

identity and contact data, account UID, company, role, language and settings;
team and project assignments, permissions and join requests;
check-ins, checkouts, work intervals, corrections, comments and audit records;
photos, captions, file metadata and location where enabled and permitted;
quality issues, status, comments, photos and linked attendance adjustments;
receipts, expenses, attachments and optional automated extraction results; digital-feature purchase and subscription records such as product, transaction status and a pseudonymous account link;
technical and security data, device type, app version, application or installation identifiers, attestation signals, the IP address used for a network call and a device token used to deliver a technical message where the selected infrastructure processes them for sign-in, App Check, requested functions, security and abuse prevention; diagnostics and error records;
version, time, source and state of consent or acknowledgement.

3. Purposes and legal bases

account and requested functions: performance of a contract or pre-contract steps;
attendance and workforce/project management: the company determines the basis, typically employment contract, legal obligation or legitimate interests;
security, abuse prevention, audit and stability: legitimate interests or legal obligation;
billing, accounting and legal claims: contract and legal obligations;
optional marketing: separate, withdrawable consent;
camera, library and location: device permission enables technical access; the company must determine the legal basis for workplace use.

4. Sources

Data comes from the user, company administrators and team leads, device functions, work records created in the service and automatic technical operation. The company may add or correct information within its permissions.

5. Camera, photos and location

FuzeWork does not continuously track a worker’s location or access it in the background. Precise location may be stored once only during a specific user action: when taking a check-in or check-out photo, a photo of completed work, or project-issue documentation. Use requires the relevant special module in a supported plan (currently PRO), company and project configuration, the worker’s recorded consent, and the device’s system permission.

The owner may choose not to use photo attendance, make it optional, or exempt a particular worker. An authorised team lead may record attendance without a photo and without obtaining the worker’s location. Individual photo or GPS functions can also be disabled in project settings.

System permission and in-app acknowledgement do not by themselves determine the lawful basis for workplace processing. The company must assess necessity, proportionality, worker information and local employment-law requirements.

6. Recipients and service providers

Authorised users of the relevant company have role-based access. Google Cloud and Firebase technically provide authentication, Firestore, Cloud Storage, Cloud Functions, App Check and operational security logging. Optional receipt analysis sends the relevant document to Google Gemini API only when that function is expressly started.

Apple, Google and Meta may process authentication data under their own terms when the user selects their sign-in service. Cloudflare Pages hosts the public website and legal pages. Firebase Analytics, Crashlytics and Performance Monitoring are not used in the current mobile builds. This list is updated before a new provider or purpose is deployed.

7. Transfers outside the EEA

Some providers may process data outside the European Economic Area. Such transfers must rely on an adequacy decision, Standard Contractual Clauses or another lawful safeguard. Information about the specific safeguard can be requested.

8. Retention

After completion, only a minimised request status needed to demonstrate secure handling is retained. Any exception must record its specific legal reason, scope and next review date.

active account, profile and company work data: while the service is used and under the controller company’s instructions;
verified deletion request: a 30-day safety period followed by no more than 30 days to remove direct identifiers and complete the approved scope;
pre-deletion export: the protected link remains available for 14 days and the export is deleted no later than 30 days after request completion;
backups containing deleted data: securely overwritten within 90 days and not restored to the active service except for incident recovery;
security, audit and operational records: up to 12 months unless anonymised earlier or longer retention is necessary for a specific ongoing legal dispute;
company documents and work records: FuzeWork does not impose its own ten-year archive; the company exports them before closure and determines any further statutory retention as controller.

9. Security

Risk-appropriate technical and organisational measures include authentication, tenant separation, role controls, encrypted transfer, access rules, audit records and restricted support access. No system can guarantee absolute security.

10. Individual rights

For work data, contact your company or employer first. FuzeWork will reasonably assist it as processor. For data where the operator is controller, use section 15.

information and access;
rectification of inaccurate data;
erasure or restriction where legal conditions apply;
portability for relevant processing;
objection to legitimate-interest processing;
withdrawal of consent at any time without affecting earlier lawfulness;
complaint to the competent supervisory authority.

12. Automated decision-making

FuzeWork is not intended to make decisions with legal or similarly significant effects based solely on automated processing. Automatic totals, filters, alerts or receipt extraction are supporting outputs and must be reviewed by a person where material.

12a. Automated content safety checks

For abuse prevention, security and compliance, we process supported comments, photographs and image receipt attachments. The check may use a bounded copy or thumbnail and short text and produces risk categories, a safety status, a description and search tags. Only content necessary for this purpose is sent to Google Gemini API; Google Cloud and Firebase provide hosting, transfer and related processing. App Check sends app or installation identifiers to protect the interfaces.

The result is not a solely automated decision with a significant legal effect. Suspicious content is temporarily restricted and the user may edit it or request human review. Evidence, check status and audit records may be retained while an incident is active and for the period necessary for security, legal claims and repeat-abuse prevention; ordinary receipt, photograph, attendance and location data follow the other retention rules in this notice.

Firebase Analytics, Crashlytics and Performance Monitoring are not used in the mobile applications. Automated checking is not advertising profiling and the data is not used for advertising.

12b. Serious-abuse reports and reporter protection

When a concern involves forced labour, human trafficking, child exploitation, violence, or retaliation, we process only proportionately necessary incident, reporter, affected-person, content, timing, decision, and evidence-access data. The purposes are safety, abuse prevention, human review, protection of rights, legal claims, and compliance with a legal duty.

Access is limited to authorised company moderators and, after escalation, an authorised operator. We protect the reporter’s identity where practically possible and permitted by law, but do not promise complete anonymity. Data may be restricted or retained during an active review and for the period necessary for safety or legal claims, and disclosed to a competent authority only on a valid legal basis. Automated classification may refer an incident for review, but does not decide guilt, a sanction, employment action, or authority disclosure.

5a. Age confirmation

We store the result of the user’s 18+ self-declaration and the company owner’s separate confirmation, the time, minimum-age threshold, policy version, and identifier of the confirming account. This is personal data used for access control and audit. For this check, we do not store a birth date, identity document, document image, or biometric age estimate. The purposes are access control, protection of minors, audit, and compliance with the contractual terms of the AI services we use. We retain this information for the account lifetime and a necessary audit period.

12c. Automated content processing

For safety classification we process submitted text or an image, necessary technical metadata, the result, and an audit record. Gemini receives content only when its author allowed optional generative processing at submission. Without permission, Google Cloud Natural Language moderateText is used directly for text or Google Cloud Vision SafeSearch directly for an image. Those classification services are also the single fallback attempt if permitted Gemini fails, is unavailable, or returns no usable result; processing is not duplicated after Gemini succeeds. Content that has not passed a check remains hidden from others in quarantine.

Optional generative-AI receipt extraction requires receipt permission, Fuzio credits, and explicit permission to send content to Google Gemini; a premium entitlement is additionally required only for optional descriptions and tags for project and quality-report photos. Permission for new content can be changed in the profile. Without it, an image is sent, after a separate notice, only to Google Cloud Vision for mandatory safety classification. If neither the permitted Gemini check nor Vision classification completes, the image remains hidden in quarantine. AI output may be inaccurate and requires human verification before material use.

13. Minors

FuzeWork is not intended for anyone under 18. The user must self-declare adulthood, and the company owner must separately confirm completion of the check before activating a worker. A company must not create or keep active an account for anyone under 18. If we learn of such use, we will restrict or terminate access and handle related data according to law and safety obligations.

14. Changes and versions

Each notice has a version and permanent URL. Material changes to purposes, bases, recipients or rights will be communicated and may require renewed acknowledgement. Earlier notices remain archived.

15. Controller, DPO and contact

The FuzeWork operator and contact for rights concerning data for which the operator is an independent controller is Pavel Majer, Ortenovo náměstí 14, Prague 7, Czech Republic, pavel.majer@fuzenest.io. No company registration number has been assigned. No data protection officer has been appointed.

For work data, the primary contact is the company or employer shown in the user profile. A complaint may be made to the authority for the place of residence, work or alleged infringement.