Privacy notice
Last updated: 9 October 2026
Data controller
The data controller is Kvolio. For privacy enquiries, email: admin@kvolio.com
Purposes and legal bases
We process personal data to provide the service (accounts, job reports, stock, trip log), support users in the app, maintain security, and meet legal obligations. Legal bases are mainly contract (GDPR Art. 6(1)(b)), legitimate interests (6(1)(f)) for security, and consent (6(1)(a)) where applicable, e.g. optional email notifications.
Categories of data
Account: email, name, company, business ID, phone, password hash, language, last sign-in time, and admin flags. Feedback: message, attachments, status. Login throttling: IP address and timestamp of failed attempts. User-entered data: customers, jobs, materials, time entries, photos, trips, and share links. We do not sell personal data.
Processor role for customer data
Data your customers and sites that you enter is processed on your behalf to produce reports. You are the controller for your own customers; Kvolio acts as processor. You must inform your customers where required and share reports carefully.
Retention
Account data is kept until you delete the account or request erasure. You can delete your account and download your data on the Profile page. Your account will be removed if you have not signed in for 12 months. You will receive an email warning before removal. Feedback from deleted accounts is kept in anonymised form. Session cookies expire after about 30 days. Share links work until you revoke sharing. Login-throttle logs are removed within a reasonable time.
Disclosures
Data is processed on servers hosted at Hetzner (Suomi/Saksa) and in a database. Optional email notifications are sent via SMTP or Resend. We do not disclose data for marketing. Authorities only when required by law.
Transfers outside the EU/EEA
Personal data is stored in the EU/EEA.
Your rights
You may access, rectify, erase, restrict, object to processing based on legitimate interests, and port data you provided. Contact: admin@kvolio.com. We may ask you to verify your identity
Supervisory authority
You may lodge a complaint with your supervisory authority. In Finland: Office of the Data Protection Ombudsman, tietosuoja.fi.
Changes
We update this notice when needed. Material changes will be communicated in the service.