Data processing agreement

This agreement is an annex to our terms of service and part of them. It is between Manito Appointments (“Manito”, “we”) and the business that has an account (“you”). By accepting the terms, you accept this agreement too; there is nothing separate to sign.

It covers the personal data you keep in Manito about your customers and your team. For that data you are the controller and we are your processor, as the General Data Protection Regulation (GDPR) uses those words. Where this agreement and the terms differ about personal data, this agreement applies.

• Purpose. To run Manito for you: your calendar and booking page, customer records, reminders and confirmations, and the figures on your dashboard.
• People concerned. Your customers, the people who book with you, and the members of your team.
• Kinds of data. Names, phone numbers, email addresses and postal addresses; appointments, classes and their prices; notes and photos; the record of the messages sent; and the notification tokens of phones and browsers that receive push notifications.
• Duration. For as long as you have an account, and afterwards only as long as the periods in our privacy policy allow.

You decide what goes into notes. If you record health details or other special kinds of data there, you are responsible for having a lawful basis to do so.

We process your data only on your instructions. Those are these terms, and what you and your team do in Manito: adding a customer, switching on reminders, erasing someone’s details. We don’t use your data for anything of our own, and we don’t sell it.

If the law requires us to process it in some other way, we’ll tell you first, unless the law forbids that. If we think an instruction of yours breaks data protection law, we’ll tell you straight away.

Everyone at Manito who can reach your data is bound to keep it confidential, and only reaches it when the work needs it.

Manito support opens your business’s data only when you ask us for help, or to fix a problem with the service. Each visit lasts at most 4 hours and is recorded with who opened your business and when. We keep that record for 24 months.

Anything support changes while it is there shows in your activity log.

• Every connection to Manito is encrypted.
• Each business’s data is kept apart from every other business’s, and every request is checked against the business it belongs to.
• Your team sees what its role allows, and owners and admins decide who is on the team.
• Customers’ photos are never public: only your team, and support during a visit, can open them.
• Technical logs, which record IP addresses, are kept for 7 days.

You authorise us to use the companies below, each only for the job listed. Each is bound by a written contract with data protection duties at least as strict as this agreement’s, and we remain responsible to you for what they do.

• Hetzner Online GmbH — running the servers that hold all of Manito’s data, in its data centres in Germany.
• Google Firebase — signing in, including with Google or Apple, and delivering push notifications, for which it holds each phone’s or browser’s notification token.
• Google Maps Platform — finding a business’s address and showing it on a map in the business’s settings.
• Stripe — taking payment for paid plans.
• Mailgun — sending emails, from its EU region.
• SMS.to — sending text messages.
• Cloudflare — delivering the site securely, protecting it from attacks, and storing photos and logos. A business’s logo and its team members’ photos are copied to storage that anyone with the link can open, so that emails can show them; customers’ photos never are.

Before we add or replace one, we’ll tell account owners by email at least 30 days ahead. If you object on reasonable data protection grounds, tell us within that time. If we can’t meet the objection, you may close your account before the change takes effect.

Some of these companies are based outside the European Economic Area. Where your data leaves it, the transfer is covered by the safeguards the law requires, such as the European Commission’s standard contractual clauses.

People can ask you to see, correct or erase what you hold about them. Manito lets you do that yourself: you can open and edit a customer’s record, and erase a customer’s details for good while keeping their bookings, without their name, for your takings.

Where that isn’t enough, we help you answer. If someone sends a request about your data to us, we pass it to you and don’t answer it ourselves.

If we become aware of a breach affecting your data, we tell you without undue delay, with what happened, what data and how many people it affects, what we have done about it, and who you can talk to. We keep you updated as we learn more, so that you can meet your own duty to tell the authorities and the people concerned.

If you need to assess the impact of your processing, or consult a data protection authority about it, we give you the information about Manito that you need.

Before you close your account, you can ask us for a copy of your customers and bookings in a common format. When your account is closed, we delete your data, apart from what the law requires us to keep, such as billing records.

While you are a customer, data is removed on the schedule in our privacy policy.

We give you the information you need to check that we keep to this agreement. If that isn’t enough, you, or an independent auditor bound to confidentiality, may audit us. Give us at least 30 days’ notice, keep it to once a year unless a breach or an authority calls for more, and bear its cost. An audit covers how we handle your data, never other businesses’ data.

A dedicated address for questions about this agreement will be published here before Manito opens to the public.