This notice explains what personal data the WorkDoc website and application process, for what purpose, on what legal basis and for how long, who has access to it, and how you can exercise your rights. It describes what the system actually does.
1. The controller
The controller is Smart-AI, the developer and operator of WorkDoc.
Company details will be added after registration – until then, please write to hello@smart-ai.hu.
2. Who this notice is for
This notice is for you if you:
visit the WorkDoc website;
use the WorkDoc application;
request access or a demo;
send an e-mail to an organisation’s WorkDoc intake address.
Today WorkDoc is used by Smart-AI’s own staff – Smart-AI is the controller of their data. If you later use it as a user of one of our customers (an organisation), the organisation is the controller of the data in its documents and workflows, and we process that data on its behalf as a processor; in that case the organisation’s own notice applies as well.
3. What data, for what purpose, on what legal basis
By activity: what data we process, what we use it for, and on what legal basis.
Account and sign-in
Data
Name, e-mail address, password (stored only as an encrypted hash), two-step sign-in settings, job title and phone number (if you provide them), organisation membership, role and department. For Google or GitHub sign-in, the name, e-mail address and profile picture received from the provider.
Purpose
Signing in, identification, enforcing permissions.
Legal basis
For Smart-AI staff, the employment relationship and Smart-AI’s legitimate interest; for our customers’ users, performance of the contract.
Document management and collaboration
Data
Uploaded documents and their content, versions, comments, approvals, reviews, shares and read acknowledgements – with the author, the participants and the time.
Purpose
Managing documents, working together and traceability.
Legal basis
Employment and legitimate interest, or performance of the contract (as above).
Notifications and e-mails
Data
The notification’s recipient, title, short text (a short excerpt of a comment), the related document and the time it was read; the e-mail address for invitation and password-reset e-mails. E-mail notifications contain only the title, the document number, the time and the link – not the comment text.
Purpose
Telling you about tasks waiting for you and about changes; invitations and password reset. You can switch e-mail notifications in your settings.
Legal basis
Employment and legitimate interest, or performance of the contract.
Security and audit log, IP address and browser
Data
Who did what and when (for example sign-in, download, change, decision); the IP address and browser identifier of the action; sign-in times.
Purpose
Protecting the system and the data, detecting misuse, accountability.
Legal basis
Legitimate interest (system security and accountability).
Access requests
Data
Name, e-mail address, company and your message, as entered in the request form on the sign-in screen.
Purpose
Assessing and answering the request; the request is forwarded to Smart-AI by e-mail.
Legal basis
Your own request (a pre-contractual step) and legitimate interest.
E-mail intake
Data
The sender, subject, body, signature and attachments of an e-mail sent to an organisation’s WorkDoc intake address.
Purpose
The e-mail becomes a document of the receiving organisation, awaiting approval.
Legal basis
The receiving organisation’s legitimate interest, or performance of our contract with it.
AI agent keys
Data
The key’s name, prefix and encrypted hash (we do not store the key itself), the time it was last used; the agent’s actions, marked in the audit log.
Purpose
So that an AI agent you connect can work on your behalf, within your permissions.
Legal basis
Employment and legitimate interest, or performance of the contract.
Error monitoring
Data
If enabled: technical data of errors in the browser and sampled performance measurements. The user is identified only by an internal ID, without name or e-mail address; IDs in addresses are masked, and no screen recording is made.
Purpose
Finding and fixing errors.
Legal basis
Legitimate interest (keeping the service working).
Bug reports
Data
The title, severity and description of the report, attached screenshots, and the technical data attached automatically (page name and address, WorkDoc release, browser identifier, window size, time, and the number and title of the document you were on – not its content). Your name and e-mail address with the report.
Purpose
Investigating and fixing the problem and replying to you; the report is forwarded to Smart-AI by e-mail.
Legal basis
Legitimate interest (keeping the service working) and performance of the contract.
Demo requests by e-mail
Data
What you include in your e-mail – typically name, e-mail address, company and your message.
Purpose
Replying and arranging the demo.
Legal basis
Your own request (a pre-contractual step) and legitimate interest.
Visiting the website
Data
The website uses no cookies, analytics, external fonts or scripts, and keeps no log of its own. The server keeps its usual technical log (IP address, time, requested page, browser).
Purpose
Operating and protecting the website.
Legal basis
Legitimate interest.
4. How long we keep data
Where the table gives a period, the data is deleted by an automatic clean-up that runs every day once the period has passed – except for the audit log (see its row). The other rows describe what happens to the data.
Data
Kept for
Details
Sign-in log (sign-in times)
90 days
from the sign-in
IP address and browser identifier in the audit log
12 months
from the action; the audit entry itself is kept
Read notification
90 days
from when it was read
Unread notification
12 months
from when it was created
Access request
12 months
from receipt
Expired, unaccepted invitation
30 days
from the invitation’s expiry
Record of a received e-mail (sender, subject)
90 days
from receipt; a document created from the e-mail stays as the organisation’s document
Full content of an unprocessed (failed) received e-mail
30 days
cleared, counted from receipt; the content of a successfully processed e-mail is cleared at once
Operational events (for example the domain of a rejected e-mail’s sender)
12 months
from when they occurred
Data of failed background jobs
90 days
from completion (or, failing that, from creation)
Request to change name or e-mail address
12 months
from the decision
AI agent keys (after revocation or expiry)
90 days
from revocation, or for an expired key that was not revoked, from expiry; a live key is not deleted
Erasure log (identifier and time only)
12 months
from the anonymisation; after a backup is restored it is used to repeat the erasure
from resolution or dismissal; an open report is kept until then
Audit log (who did what and when)
3 years
from the entry; automatic enforcement of this is still being built, until then older entries are kept as well
Account and profile
While the account exists
Deletion is done by anonymisation: name, e-mail address, phone number, password and profile data are overwritten, the account is blocked and memberships are removed. Sign-in identities (the Google or GitHub link) and sessions are deleted, your AI keys are revoked, and your requests (access request, name or e-mail change) and the notifications addressed to you are deleted. Comments and workflow texts (approvals, reviews, notifications to others) are kept, but your full name and e-mail address appearing in them are replaced by a pseudonym; document titles and files are not changed.
Documents, versions, comments
No automatic deletion
After the document type’s retention period they are marked “Expired”; the organisation decides on deletion.
Documents in the trash
As set by the organisation
If automatic clean-up is switched on, they are permanently deleted after the set time; otherwise they stay until permanently deleted by hand.
Backups
90 days (own backups)
The database provider makes daily backups (kept according to the provider’s plan). We also make our own backup – the database tables, the user list without passwords and a copy of the uploaded documents – kept on a separate machine. We keep our own backups for 90 days; older ones are deleted automatically when the next backup is made. If a backup has to be restored, we carry out again the erasures requested in the meantime.
5. Who has access, processors
Data stored in the application is accessible to authorised members of your organisation, according to the permission rules (role, department, document-level sharing and confidentiality level). Permissions are checked by the server on every request.
We use the following processors to run the service:
Provider
Role and data
Location
Supabase
Database, sign-in, file storage, background processes and daily backup – all data stored in the application.
EU (Frankfurt, Germany)
Hostinger
Virtual server: serving the website, virus scanning of uploaded files and creating their previews – files pass through it for this, and file names may appear in the server’s logs – and producing the database part of our own backup (temporarily: the backup is deleted from the server once it has been copied off).
As per the service contract – being confirmed; we will publish it here.
Brevo
Transactional e-mails (invitations, password reset, notifications), forwarding access requests and receiving e-mails sent to intake addresses.
EU-based provider; the data storage location is as per the service contract – being confirmed.
Sentry
Error monitoring in the browser, if enabled – with a technical ID only, without name or e-mail address.
EU (Germany)
Google
Only if you sign in with a Google account: it knows about the sign-in and passes on your name, e-mail address and profile picture.
As per the provider’s terms
GitHub
Only if you sign in with a GitHub account: it knows about the sign-in and passes on your name, e-mail address and profile picture.
As per the provider’s terms
6. Transfers to third countries
The database and stored files are in the European Union (Frankfurt). We are confirming the location of the server that scans files for viruses, creates previews and serves the website, and the data storage location of the e-mail provider, and will publish them here. Beyond that, we do not transfer data to third countries (outside the EU and the EEA) – with the exceptions below.
The exception is signing in with a Google or GitHub account: the provider knows about the sign-in under its own privacy terms and may process it outside the EU – on the basis of an adequacy decision or standard contractual clauses.
If you connect an AI agent to WorkDoc, document content goes to the AI provider you choose; that provider’s notice covers this. WorkDoc itself does not send data to any AI provider.
The website and the application load no third-party fonts or scripts, and use no analytics or ad tracking.
7. Data stored in your browser
WorkDoc uses no tracking or third-party cookies. Your browser’s local storage holds only entries needed for the service to work, so we do not ask for consent for them. localStorage stays after you close the browser; sessionStorage lives only in that tab.
Entry
Storage
What it is for
sb-*-auth-token
localStorage
Your signed-in session – without it you would have to sign in on every page. Removed when you sign out.
workdoc-tema
localStorage
Your chosen theme (system, light or dark).
workdoc-nyelv
localStorage
Your chosen language (Hungarian or English).
workdoc-szervezet
localStorage
The organisation you chose last, if you belong to more than one.
workdoc-arculat
localStorage
A copy of your organisation’s colours, so the old colour does not flash up while loading.
workdoc-utolso-aktivitas
localStorage
The time of your last activity, for signing you out when idle (shared by your open tabs).
workdoc-tetlen-kilepes
localStorage
A signal to your other open tabs that you were signed out for inactivity.
workdoc.iranyitopult.*
localStorage
Your dashboard layout per organisation, for fast loading (the * is the organisation and user ID).
workdoc-tetlen-kileptetve
sessionStorage
The “signed out for inactivity” message on the sign-in screen.
workdoc-oauth-szolgaltato
sessionStorage
For Google or GitHub sign-in, the provider’s name, so a possible error message can name it. Removed once read.
workdoc-piszkozat:*
sessionStorage
On an idle sign-out or when you leave the page, the editor text you have not saved yet, and on a page reload the unsaved ticks on the Roles and permissions page, so you can continue (the * is the user and the document or organisation ID). It lives only in that tab and is removed when you close the tab or sign out yourself.
You can delete these entries at any time in your browser settings; you will then need to sign in again, and the theme and language reset.
8. Your rights and remedies
You have the following rights regarding your personal data:
Access: you can find out what data we hold about you and ask for a copy.
Rectification: you can correct your profile yourself; changes of name and e-mail address are approved by the administrator.
Erasure: you can ask us to delete your data if it is no longer needed or there is no legal basis for processing it.
Restriction: you can ask us to only store your data for a while, for example while a disputed question is being clarified; we may then suspend your account – you cannot sign in, and your data stays untouched.
Data portability: you can receive the data you provided in a machine-readable format.
Objection: you can object to processing based on legitimate interest; until we have decided on your request we may suspend your account.
If we process your data as a user of an organisation, the organisation’s administrator can also export and anonymise your data in the application; the action is recorded in the audit log. Only a person who belongs to a single organisation can be anonymised in the application; if you are a member of several organisations, the operator carries out the erasure at your request. The export contains the data we hold about you (profile, membership, comments, notifications, approvals, reviews, permissions, AI keys without the hash, requests, header details of received e-mails, sign-in log); you can download the document files separately. If anything is missing, please let us know and we will look into it. For restriction and objection we can suspend your account: you cannot sign in, your data stays untouched, and the suspension can be lifted.
Complaints and remedies
If you feel we have infringed your rights, you can lodge a complaint with the supervisory authority: Nemzeti Adatvédelmi és Információszabadság Hatóság (NAIH), 1055 Budapest, Falk Miksa utca 9–11. www.naih.hu
You may also go to court; at your choice, you may bring the action before the regional court (törvényszék) of your place of residence or stay.
9. Security in brief
In brief, how we protect the data:
Two-step sign-in (mandatory for administrators), automatic sign-out after inactivity.
Permissions are checked by the server on every data request, not by the interface.
Encrypted connection between the browser and the servers.
Virus scanning of uploaded files.
Logging of significant actions in the audit log.
Regular backups.
10. Changes to this notice
Effective: · Version: 1.3
Summary of the change: Version 1.3: new processing activity for the built-in bug report (data, purpose, legal basis), kept for 12 months from resolution or dismissal.
If this notice changes, we publish the new version on this page, with a new version number, the effective date and a short summary of the change.