Privacy statement

1. Who is responsible

The controller for data processed via our website and account/sales process is Solven Systems, established in Almere (the Netherlands), registered with the Dutch Chamber of Commerce under number 66754755.

For the data that customers (tenants) process in the platform, Solven acts as a processor; the data processing agreement applies to that.

2. Which personal data we process

• Account and contact data: name, email address, phone number, company name, role.
• Usage data: login data, logs, IP address, device and browser information.
• Billing data: company details, subscription, payment status (payments run via our payment provider).
• Communication: messages you send us via email, contact or demo forms.

2a. The technician app (Solven Technician)

Technicians at companies that use Solven can use the Solven Technician app. The company that created the technician’s account is the controller of what the technician records in the app. Solven processes that data on the company’s behalf.

The app sends to Solven:

• the e-mail address and password to sign in;
• what the technician records for a job: hours, materials, photos, notes, checklist answers, extra work, expenses, and the customer’s signature and name when completing the job;
• if the company lets technicians create work orders themselves: the name, address and phone number of a new customer the technician enters there;
• messages in the chat with the office, and — only when the technician taps Record themselves — voice messages and dictated notes on a job. When the technician taps Transcribe, they are transcribed (see below); the audio can then be deleted;
• a random device number, sent with a signature so it is possible to see which device it was captured on;
• if the technician allows notifications, a push token so notifications can be sent;
• if the company has turned it on, the technician’s position during a trip to the customer: between “Start travel” and arrival, during working hours, and only while the app is open. Positions are deleted after 24 hours.

The app uses the camera only when the technician takes a photo or scans a barcode, and the microphone only when the technician taps Record themselves — never in the background, and the camera records no sound. It never uses location in the background. There are no ads and no analytics services in the app.

A few buttons in the app use an external AI or speech service. “Check what is still missing”, the assistant when completing a job, “Suggest fields” and “Read receipt” send the job text, notes, photos or a photo of the receipt to Anthropic (United States). “Transcribe” sends a recording to a speech service. These services process it on Solven’s behalf. The app asks the technician for permission first, and it can be withdrawn on the Account tab.

Push notifications go through Expo’s push service, and then through Apple or Google. A notification may contain a customer’s name and address. If an error occurs in the app, an error report (device, operating system, version, error message) may be sent to Sentry. That report is not linked to the technician’s name.

In the app, the technician can deactivate their account on the Account tab, with “Delete account”. Deleting data goes through the employer, or through info@solvensystems.nl.

3. Purposes and legal bases

We process personal data to provide and manage the service (performance of the contract), to invoice and prevent fraud (legal obligation and legitimate interest), to provide support and communication (performance of the contract and legitimate interest) and to secure and improve the service (legitimate interest).

4. Retention periods

We do not keep personal data longer than necessary; a daily automated retention job enforces this. Specifically: AI conversations are stripped after 90 days, sent e-mail bodies redacted after 12 months, and the personal data of deleted customers anonymised 30 days after deletion. Account and usage data are kept for the term of the contract and deleted or anonymised afterwards within thirty days of a request, and otherwise no later than six months after the end. Billing data is kept for seven years, as the tax retention obligation requires. The audit log, which can only be appended to and records who did what and when, is kept for as long as needed for security and as evidence.

5. Sharing with third parties and sub-processors

We do not sell personal data. We use service providers (sub-processors) that process data for us, and make the arrangements with each of them that the GDPR requires.

For our own administration, sales and support these include: Contabo (hosting, Germany), TransIP (email and file storage, the Netherlands), Mollie (payments, the Netherlands), Anthropic (AI, United States — among other things for summarising support requests), Expo (push notifications for the technician app, United States) and Sentry (error reports from the app). For the data customers process in the platform, the full list is in Annex 3 of the data processing agreement.

6. Transfers outside the EEA

We aim to process data within the European Economic Area (EEA). If a transfer to a country outside the EEA takes place, this is done only with appropriate safeguards such as the European Commission’s standard contractual clauses.

7. Security

We take appropriate technical and organisational measures, including encryption of traffic, role-based access, strict separation between companies, two-factor authentication and logging. See also our security page.

8. Your rights

• The right to access, rectify and erase your data.
• The right to restriction of and objection to processing.
• The right to data portability.
• The right to withdraw consent you have given.

9. Cookies

Our website uses functional cookies only. See our cookie statement for details.

10. Contact and complaints

For questions or to exercise a right, email info@solvensystems.nl. You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).