Privacy at Kundesaker

Subprocessor overview – actual use and outstanding evidence

Netlify: website, API and scheduled server jobs; requests may contain customer data and technical metadata. DigitalOcean: database on an administered Droplet in Frankfurt (FRA1), including customer records, attachments and encrypted mailbox credentials. Frankfurt is evidenced for the server, not for all processing or every backup.

Resend: system messages and customer replies when managed sending is selected, including recipients, content and attachments. OpenAI: optional reply suggestions when enabled by the organization and requested by a user. Selected dialogue and the user instruction are transmitted; internal notes and attachment content are not automatically included. The API request uses store:false; this does not establish zero provider retention.

Google/Microsoft or another selected email provider: the customer mailbox handles receipt, sending and folders. Contractual roles must be assessed for the customer account. Stripe currently handles subscriptions in test mode only; this setup does not enable real charges.

This overview identifies service names and observed roles. The legal contracting entity, executed DPA and version, other processing countries, retention and any transfer mechanism must be evidenced for the actual vendor accounts before finalization. Public standard terms alone do not prove that a contract was executed.

Responsibilities and contact

The organization using Kundesaker normally controls the purposes of processing its customer cases. The service processes this information on the organization’s behalf. The supplier is separately responsible for account administration, customer relationships, security and billing.

The supplier is Waseem Mirza Consulting. Contact support@kundesaker.no. Norwegian organization number: 926 272 152. Business address: v/Mishkaat Norge, Tøyengata 2, Grønland basar, 0190 Oslo, Norway. The business is a sole proprietorship.

Information and purposes

User accounts contain names, email addresses, organization membership, roles, profile preferences, password hashes and sign-in sessions. Workspaces may contain customer contacts, email content and addresses, attachments, private drafts, internal notes, tasks, call notes, assignments, case numbers and change history. These support authentication, collaboration and customer follow-up.

Technical events, synchronization status and activity events support troubleshooting, security and operational reporting. Subscriptions use customer and subscription references and payment status. Card details are handled in Stripe’s payment flow when a subscription is activated.

For invoice payment, the invoice details the owner provides are processed: company name, organization number, billing address, invoice email address, contact person and any reference. They are used to issue, send and follow up invoices, and are emailed to the supplier’s platform administrators and post@waseem.no. The owner can look up the organization number in the Central Coordinating Register at the Brønnøysund Register Centre to fill in name and address; only the organization number is sent. Invoices and vouchers are kept in the supplier’s accounts as bookkeeping rules require.

Legal bases

Account administration for an individual party may be necessary for a contract. Processing of business contacts and service security requires an assessment of the supplier’s legitimate interests. Mandatory accounting records are processed to meet legal obligations. The actual interests assessment and retention schedule must be documented before this notice is finalized.

The customer organization determines and documents its basis for the information placed in its CRM. Collect only what is needed for the case. The service is not specifically designed for health information or other special categories of personal data.

Providers and optional AI

Netlify provides website hosting and server functions. The database is hosted by DigitalOcean in Frankfurt, Germany, and administered by Waseem Mirza Consulting. The customer’s email provider processes messages via IMAP and SMTP. Resend is used for the managed outgoing service and system emails. Stripe supports payments.

If the organization enables AI suggestions and a user requests one, the selected customer dialogue may be sent to OpenAI. Internal notes and attachment content are not included in that suggestion request. A user reviews and sends any response.

Current provider agreements, processing locations and grounds for any transfers outside the EEA must be documented. This notice does not promise that all processing takes place in Norway or the EEA.

Connecting Gmail and Google Workspace

Connecting Gmail grants Kundesaker access through Google. The IMAP/SMTP connection requests https://mail.google.com/ to receive customer messages from your chosen import date, send replies and configured ticket acknowledgements, and synchronize folders/labels and spam status. You enter your Google password at Google; Kundesaker does not store it for an OAuth connection.

Kundesaker processes message content, subjects, sender and recipient addresses, timestamps, message references, attachments and folder associations to organize customer conversations. Access and refresh tokens are encrypted on the server to support continued synchronization. Authorized members of your organization can access imported cases, and the hosting providers described above process the data.

When your organization enables AI suggestions and you request a suggestion, the subject, customer dialogue text and guidance you enter may be sent to OpenAI. Internal notes and attachment contents are not automatically included. Check the information you enter in the guidance field.

You can revoke access through third-party connections in your Google Account. This removes mailbox access; reconnecting is required to synchronize again. Revocation does not delete cases already imported. Contact your organization administrator or support@kundesaker.no for export and deletion assistance. The retention periods below also apply to imported Google data.

Operations and customer follow-up

To help customers who are stuck, we record login times, last active use per user and workspace, setup steps, mailbox test outcomes, mail-fetch errors and recovery, help article views, contact-link clicks and display errors. Active use is recorded following an interaction in a visible browser, at most once every five minutes. This log does not store typed content, screen recordings, search terms, email content, passwords or access tokens.

The platform owner can access customer follow-up. Detailed events are available for 90 days and subsequently removed by a daily job handling up to 10,000 events per run. Last activity and follow-up dates are retained while the workspace exists. These records are included in workspace exports and deleted when the workspace is deleted. Recording supports operations and guidance, not advertising.

Platform administrators may receive automatic email alerts about mailbox faults and daily follow-up needs. Alerts contain organization names and fixed status descriptions, not customer conversation content. Delivery status is stored to limit repeated alerts. Email copies follow the retention of the email service and recipient.

Security and retention

The website uses HTTPS. Sign-in passwords are hashed and mailbox passwords are encrypted on the server. Attachment access is checked against organization membership. Password reset links expire after 30 minutes and are single use. Resetting a password invalidates existing sessions.

Expired trials and ended subscriptions receive an export window of at least 30 days, including while the workspace is locked. A daily deletion job subsequently handles up to 20 eligible workspaces per run. Continuing subscriptions with payment failures are not automatically deleted. The platform administrator workspace requires separate handling. User accounts belonging to other workspaces are retained. A log with the organization ID and deletion timestamp has no fixed automatic expiry; its retention must be agreed. This does not delete records in external provider logs. Users can discard drafts.

Documented DigitalOcean server backups run weekly. The September 2026 control screenshot shows four Droplet copies scheduled to expire after approximately four weeks. These are server copies, not evidence of a separate automated database backup. Separate database exports and recovery have been tested. Backup region, expiry if jobs stop, and deletion of manual export/test copies must be confirmed before a binding maximum deletion deadline can be stated. Mandatory accounting retention is handled separately. CRM deletion does not delete the original mailbox.

Your rights

You can request access, correction, deletion or restriction and, where applicable, portability or object to processing. These rights are not absolute. For a customer case, contact the organization you communicated with first. For your Kundesaker account, contact support@kundesaker.no. Necessary identity verification may be requested.

You may complain to the Norwegian Data Protection Authority. Do not include passwords, full mailbox exports or unnecessary sensitive information in a support request.