Legal
Data processing
Draft: this document is not final. Highlighted details are still to be completed.
Last updated: REQUIRED OWNER INPUT: effective date
When you record your clients in Vitindo, you (your business or studio) are the controller of their personal data and Vitindo is your processor. This page sets out how we process that data for you. It forms part of the Terms of Service. REQUIRED OWNER INPUT: decide whether a signed data processing agreement is offered on request
1. What we process for you
| Subject matter | Providing Vitindo: storing and showing your clients' records, and sending membership reminder emails you have set up. |
|---|---|
| Duration | While your organization uses Vitindo, then until the data is deleted as described in section 6. |
| People concerned | Your clients (members) and your staff. |
| Categories of data | Names, email addresses, phone numbers, height, membership dates, workouts and notes, progress measurements, and a record of reminder emails. |
| Special categories | Progress measurements such as body weight and body-fat percentage can be health data. You decide whether to record them, and you are responsible for the lawful basis, usually the client's explicit consent. |
2. Our commitments as processor
- We process the data only to provide Vitindo to you, and only on your documented instructions — which are your use of Vitindo's features.
- People at Vitindo who can access the data are bound to confidentiality, and access it only where needed to operate, support or secure the service.
- We help you respond to your clients' requests to see, correct, export or delete their data.
- We tell you without undue delay if we become aware of a personal data breach affecting your data.
3. Sub-processors
| Provider | Service | Location |
|---|---|---|
| Hetzner Online GmbH | Server and database hosting | Germany |
| Brevo | Email delivery | REQUIRED OWNER INPUT: confirm Brevo's contracting entity and processing locations from its DPA |
| Backblaze (B2 Cloud Storage) | Off-server database backups, encrypted on our server before upload | EU Central region |
Monitoring services — Healthchecks.io (backup and error-check heartbeats) and UptimeRobot (availability checks of the app's public health address) — receive technical status information only, not your clients' data.
We will tell account owners before adding or replacing a sub-processor that handles your clients' data.
4. Security measures
- Encrypted connections (HTTPS) for all access.
- Passwords stored only as secure hashes; email confirmation before a new account can sign in; limits on repeated sign-in attempts.
- Strict separation between organizations, enforced in the database layer, and location-based access for staff.
- Server logs designed to exclude passwords, email addresses and message contents.
- Database backups; copies stored away from the server are encrypted before they leave it.
5. Where the data is
The Vitindo server and database run in Germany (Hetzner). REQUIRED OWNER INPUT: confirm whether any provider processes data outside the EU/EEA and, if so, the safeguard used
6. Export and deletion
The account owner can ask at support@vitindo.com for an export of the organization's data or for its deletion. We confirm the request with the owner before acting. Deleted data leaves our encrypted backups within about 5 weeks.