Privacy
Privacy notice
What data EasyM8 processes during the feedback beta, what for, and what you can do yourself.
On this page
In short
- We only use your data to make EasyM8 work, to secure it and to improve it.
- No advertising, no marketing cookies and no external analytics tools. We count, ourselves and in a limited way, which pages are viewed; you can switch that off.
- We do not sell your data.
- You delete your personal account yourself. An owner can also delete the whole company.
- During the beta, preferably start with made-up data.
About EasyM8 and this notice
EasyM8 is software for tradespeople: you capture work on site in photos and turn it into a quote. EasyM8 has not yet been launched commercially. It is a feedback beta: an early version that we are improving together with a small group of testers.
This notice describes how EasyM8 handles data during that beta phase. Before the commercial launch, we will replace it with a complete privacy notice.
A company that uses EasyM8 usually decides itself why it processes the personal data of its customers. EasyM8 processes that customer data on behalf of that company in order to provide the service, and acts as a processor in doing so.
For its own account management, security and the feedback you give us directly, EasyM8 determines the purposes itself and is the controller. The exact role depends on the data and the processing.
Questions about privacy? Email contact@werklik.nl.
What data we process
Your account
Your name, your email address and your password. Your password is not stored in readable form: our login service only keeps a hash, from which the password cannot be recovered. To keep you signed in, we keep track of a session. If you belong to a company, we also record which company and with which role.
Your interface language is stored with your login account as user_metadata.werklik_locale, until you change it or your account is deleted. It determines the interface and the language of account and security emails; it gives no access rights. A temporary screen choice does not change this preference.
Your company
The company details you enter: company name, address, email address, phone number, logo, KVK number and VAT number. In addition, your services and rates, your availability for appointments and the general terms and conditions you upload.
What you record about your work and your customers
Customer data such as name, address, email address and phone number, as well as jobs, photos, markings, notes, calculations, quotes and appointments. This is data you enter yourself.
We store a customer's preferred document language and the language chosen for a quote. Finalising a quote freezes its language for the document and related customer emails. The sender separately chooses a job pack's output language and an invitation's language. The job pack email history keeps its output language; the invitation keeps its language until acceptance or deletion, and explicit reissue can change it. These choices are separate from your interface language. EasyM8 does not automatically translate user-entered text or uploaded documents.
Quotes you send
If you send a quote, we use your customer's email address to deliver the email. EasyM8 records whether the email was sent, when the quote link was first and last opened, whether your customer accepted the quote and which appointment time was chosen. After approval or the choice of an appointment, EasyM8 automatically sends your customer a confirmation by email.
Job packs sent by email
An owner or admin can send a job pack as a PDF to one email address chosen by the sender, for example that of a worker. Such a PDF may contain customer and address details of the work, photos with markings, notes, additional instructions and the schedule. Prices, VAT and totals from the quote are not included; notes and additional instructions that someone types themselves may contain amounts. To deliver the email, our email service processes the recipient's email address, the email and the PDF as an attachment.
EasyM8 records with the job to which email address, when, by whom and from which quote version a job pack was sent, with the sending status. That send history disappears with the job or with the company. EasyM8 does not separately keep the PDF itself, the choice of photos and notes or the additional instructions. What the recipient has received and what our email service keeps itself fall outside this (see Services EasyM8 runs on). If you have received a job pack and have questions about it, first contact the company that sent it.
Feedback you send us
If you send us feedback through Feedback in EasyM8, we receive the category and your message, together with your account's email address and the page you were on at the time. This lets us understand your feedback and reply to you if needed. Your feedback reaches us as an email. Do not include customer data or other sensitive information.
Which pages are viewed
EasyM8 itself counts, in a limited way, which pages are viewed: for each view only the time to the minute and the path of the page, without account, IP address or data about your device. See Page measurement.
Technical data
To make EasyM8 work and to secure it, our hosting, login and storage services process technical data, such as IP addresses, browser data and the times of requests. This also applies to anyone who opens a quote link.
What we use your data for
- To create your account and let you sign in.
- To make EasyM8 work: storing and showing your jobs, photos, calculations and quotes.
- To send emails that are part of using EasyM8: confirming your email address and password recovery, the quotes you send to your customers, the confirmations EasyM8 automatically sends to your customer after approval or the choice of an appointment, and the job packs an owner or admin sends by email.
- To secure EasyM8 and to detect errors.
- To see, with limited page measurement, whether EasyM8 is being used during the beta, which pages are used and how that changes (see Page measurement).
- To improve EasyM8 with the feedback you give us yourself, and to be able to reply to you.
We do not use your data for advertising and do not sell it.
Page measurement
EasyM8 itself counts, in a limited way, which pages are viewed. We do not use an external analytics service for this: the measurements only go into our own database.
Why
During the beta we want to know whether EasyM8 is really being used, which pages are used and how that use changes over time. This lets us assess and improve the beta.
What we store for each page viewed
- The time, to the minute. Our database sets this itself.
- The path of the page, such as /dashboard. We replace an identifier in the address, such as the code of a job or photo, with [id], and the code in a quote link with [token]. This already happens in your browser, before anything is sent. So we store, for example, /dossiers/[id] and /q/[token], never the real identifier of a job or the real quote link.
We do not measure a page we do not recognise or that looks different from what we expect.
What we do not store
- No account, user or company number.
- No IP address and no data about your browser or device.
- No visitor or session number and no fingerprint.
- Not the part of the address after a question mark (?) or a hash (#).
- Not the page you came from (referrer) and no campaign or UTM codes.
We do not use cookies for the measurement, we do not track you on other websites and we do not use the measurement for advertising. We count page views, not people: reloading a page counts again.
The measurement is not anonymous in the strict sense: in a small beta, a time together with a page can sometimes still be linked to a known tester. That is why we only look at the measurements as totals per page and period, and never use them to decide anything about a person.
How long
We keep individual measurements for the current calendar month and the 11 months before it (Dutch time). For older months we keep only the total per page: the month, the path and the number of views. We keep those monthly totals for the long term.
Separate from this measurement
For operation and security, our hosting and other service providers themselves process technical data of every request, such as IP addresses (see What data we process). That is separate from this measurement: that data does not end up in the page measurements.
Legal basis
We carry out this measurement on the basis of our legitimate interest: during the beta we need to be able to see whether and how EasyM8 is used, in order to improve it. We have weighed that interest against your privacy and have therefore made the measurement as limited as possible: no account, IP address, device or session data, and you can switch the measurement off.
Switching measurement off
Do you not want your page views to be counted? Switch page measurement off below. That choice applies to this browser on this device; if you also use another browser or device, switch it off there too. For this, your browser only remembers that measurement is switched off (see Cookies and storage in your browser). You can also contact us about your privacy (see What you can do yourself).
Page measurement in this browser: being checked
Start with made-up data
During the beta, preferably start with made-up data: a sample customer, a made-up address and photos without recognisable people. If you want to try sending a quote, send it to your own email address.
Only enter personal data lawfully and only as far as necessary for your work.
Do not record sensitive personal data in EasyM8, such as data about health.
Services EasyM8 runs on
EasyM8 uses services from other parties. They process data to make their part of EasyM8 work:
- Supabase: database, sign-in and storage of photos and documents. The emails for your account (confirmation and password recovery) are sent through this login service.
- Vercel: hosting of the website and the application.
- Resend: sending email, such as quotes and confirmations to your customers, job packs and the feedback you send us through EasyM8. Resend stores data in the United States; the EU Standard Contractual Clauses in Resend's data processing agreement apply to that transfer. Resend states that email and log data are retained for 30 days on its Free, Pro and Scale plans, and backups persist for 7 days. These are separate periods, not a combined retention promise. The retention that applies to EasyM8's plan and attachments has not yet been verified. What recipients have received falls outside this.
- Healthchecks.io: monitoring of scheduled maintenance tasks. EasyM8 may send technical status messages for this, without customer data or the content of jobs.
These service providers may process data outside the EU/EEA.
Before the commercial launch, we will publish a full overview of these parties, where they process data and what agreements we make with them.
How long we keep data
A fixed retention period applies to page measurements (below). No fixed retention periods have been set for other beta account and company data yet: what has been recorded in a company is kept until it is deleted itself, with a job or with the whole company. If you delete only your personal account, what you recorded in a company stays in that company. Your personal account is kept until you delete it (see below). We will set retention periods before the commercial launch.
We receive feedback you send us as an email. It is separate from your account and from your company: it does not disappear when you delete your account or the company. No fixed retention period has been set for it in the beta either.
EasyM8 sends emails about your account and your team, for example when someone leaves the company or when the company is deleted. Such an email may contain a name or a company name. A notification that was already queued may still be sent after a deletion. An invitation that another company has sent to your email address does not disappear when you delete your account; that company can revoke it, and once it has expired it no longer works.
To check that a personal deletion has been completed, we keep a technical identifier and, as soon as the request disappears together with the login, the time at which that happened. The identifier does not contain a readable name or email address, but can still be linked to you using other data. We delete it after confirmed completion or after a problem has been handled manually; it does not disappear just because time passes.
Not every trace disappears immediately after a deletion. Our login service and our other service providers keep technical and security logs, for example of signing in and of deleting a login, sometimes including the email address, and backups of the database may still contain deleted data. Those logs and backups are not erased separately when you delete something. On our current plan, we can view the last 7 days of logs at Supabase, our database and login service, and restore a daily database backup from the last 7 days. We can view the logs of our hosting at Vercel for 1 day. These are the periods in which we can still access them; they do not mean that every copy held by those services is guaranteed to be erased afterwards. We do not know exactly how long Supabase and Vercel keep their own copies and security logs after that. For email, Resend's periods above apply.
We keep individual page measurements for the current calendar month and the 11 months before it (Dutch time). For older months we keep only the monthly total per page: the month, the path and the number of views. We keep those monthly totals for the long term, so that we can compare use over a longer period. Page measurements do not belong to an account or company and therefore do not disappear when an account or company is deleted.
What you can do yourself
You can request access to, correction or deletion of your personal data, or ask us to restrict its processing. Where applicable under the GDPR, you can also request data portability or object to processing. If processing is based on consent, you can withdraw it. Privacy requests are separate from EasyM8's deletion controls.
Is your privacy request about customer data that a company has recorded in EasyM8? Then normally contact that company first.
You can view and change a lot of data yourself in EasyM8, such as your name and, depending on your role, your company details, your customers and your services. Quotes that have already been sent are kept as a fixed version. They cannot yet be deleted on their own, only together with the whole job.
Leaving a company
If you only want to stop belonging to a company, choose Leave company under Company membership in Settings → Account. Your personal account then continues to exist and what has been recorded in the company stays in the company. EasyM8 sends the other owners and admins an email about this. As the only owner, you cannot leave the company.
Deleting your personal account
You delete your personal account yourself through Settings → Account → Delete personal account or, without a company, through Account settings. You confirm this with your password. This deletes your EasyM8 login with your email address, your password and your name; you can then no longer sign in with that account.
With an ordinary personal deletion, your membership ends immediately. What has been recorded in the company stays in the company and remains available to the team: customers, jobs, photos, quotes, appointments and files, including what you recorded. Your name disappears from what the company sees internally about you as the creator or assignee; jobs assigned to you become unassigned. What someone in the company has written about you themselves, for example in a note, stays.
EasyM8 sends the other owners and admins of the company an email saying that you have left the company. It does not say that you are deleting your personal account.
If you are the only owner and there are other active team members, you can only delete your personal account after you have appointed another owner or deleted the company separately. If you have chosen Delete company, you wait until that has been completed. If you are an owner and the only active team member, you can delete your account and company together (see below).
Once you have confirmed, you can no longer withdraw your request. EasyM8 then immediately tries to delete your login. If that does not succeed straight away, your request remains and EasyM8 tries again later; sometimes a manual check by EasyM8 is needed first. Until the deletion has been completed, you have no access to a company and cannot start a company or accept an invitation. Deletion is permanent and cannot be undone.
Deleting only the company
An owner can delete the company through Settings → Account → Delete company, even if there are more owners; they do not have to give permission. You confirm this with your password and can no longer withdraw the request afterwards. This deletes the company in EasyM8 with everything that belongs to it: customers, jobs, photos, quotes (including sent and accepted ones), appointments, services, documents and settings, and their files in our storage. Quote links that customers have stop working, and pending invitations lapse.
The personal accounts of you and your team members continue to exist. Everyone can still sign in afterwards, without access to the company; EasyM8 sends your team members an email about this. Cleaning up the company's files can take a while. Until the deletion has been fully completed, you, as the owner who started the deletion, cannot start a new company, accept an invitation or delete your personal account. Your team members do not have to wait for this. EasyM8 automatically tries the clean-up again if it does not succeed straight away; sometimes a manual check is needed. Deletion is permanent and cannot be undone.
Deleting your account and company together
Only if you are an owner and the only active team member can you delete your account and company together through Delete personal account. Pending invitations do not count as team members and lapse when the company is deleted. You confirm one request with your current password. The separate Delete company button deletes only the company and keeps your personal account.
Once you have confirmed, you can no longer withdraw this request. First the company, the company data and the files in our storage are deleted. Only once that has been confirmed does your personal account with your login follow automatically. You do not have to make a second request or enter your password again. Until both parts have been completed, you cannot start a new company or accept invitations. Completion can take time; EasyM8 automatically tries again if it does not succeed straight away, and sometimes a manual check is needed. Deletion is permanent and cannot be undone.
Before deleting a company, decide yourself which data you need to keep, for example for your records, and keep it outside EasyM8, such as the PDF of your quotes. EasyM8 does not assess which retention obligations apply to you.
We cannot retrieve emails, PDFs and attachments that recipients already have. This also applies to confirmations and notifications. Logs and backups are not erased separately (see How long we keep data).
Do you have a question about deleting your data, for example because, as the only owner, you cannot delete your personal account yet? Let us know.
If you do not want your page views to be counted, switch page measurement off in your browser (see Page measurement). You can also contact us about your privacy or make an objection.
Questions about your data? Email contact@werklik.nl.
If you do not agree with how we handle your data, you can also lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).
Receiving a quote through EasyM8
Have you received a quote made with EasyM8? Then the company that sent the quote has recorded your data in EasyM8. If you have questions about that data, first contact that company. Their contact details are in the quote.
Anyone with the quote link can view the quote; the company can revoke the link. EasyM8 records when the link was first and last opened. After approval or the choice of an appointment, you automatically receive a confirmation by email.
If a quote has a validity date, you can no longer accept it after that date, but it remains viewable through the quote link. The quote link stops working if the company revokes it or if the company has deleted its data in EasyM8. The email with the PDF and any attachments you have already received stays with you: EasyM8 cannot retrieve or change it.
EasyM8 also counts the viewing of a quote in the page measurements, but only as /q/[token]: the code from your quote link does not go into the measurement. On this page you can switch page measurement off in your browser (see Page measurement).
Changes
We update this notice when EasyM8 changes. The date at the top identifies the content revision, not the first publication of the English translation.