1. Controller and processor roles
For data the customer enters into the workspace or project about its clients, guests, vendors, team members and event participants, the customer is typically the controller. KRUSPIN processes this data as processor to operate the application.
For data needed for the service operation itself, such as user account, sign-in, security, support, operational logs and support communication, KRUSPIN may be an independent controller.
2. Customer obligations
- Have a legal basis for entering personal data into the application.
- Inform clients, guests, vendors and other people that their data will be processed in a planner tool.
- Minimize allergies, health, family and other sensitive notes and enter them only where truly needed for event organization.
- Set access and roles so data is visible only to people who need it.
- Do not publish information on the guest website or in exports if it should not be public or shared.
- Handle special data agreements for a specific venue or customer outside this public document.
3. Scope of processing
Processing covers operation of the workspace, project, RSVP, guest website, accommodation, seating, timeline, tasks, files, vendors, finance working views, client outputs and technical support.
This public overview does not replace an individually agreed data processing agreement under Article 28 GDPR. If a customer needs one, it is agreed separately as part of the commercial arrangement.
Processing may also include product analytics, quality control, support, feature development and AI-assisted operations where connected to providing the service, customer settings or documented instructions. In those cases, the data scope is limited according to the purpose and the technical possibilities of the feature.
4. Processors and external services
| Service | Status | Purpose |
|---|---|---|
| Railway / database | Used for hosting | Application hosting, database and operational infrastructure. |
| Resend | Used when e-mail sending is enabled | Transactional e-mails: account verification, password reset and invitations. |
| Object storage | Used for uploaded files | Storage of uploaded files, photos, venue and accommodation images. |
| Google Maps / Places | Used only when map features are enabled | Address completion and verification for venues and accommodation. |
| OpenAI | Used only when an AI feature, translation or customer-authorised processing is started | Translations, text suggestions, summaries, import cleanup, search, quality control, support and other AI-assisted features. Project data is not used to train a general public AI model without a separate agreement. |
| Error monitoring | Used only when monitoring is enabled | Capturing errors and incidents without intentionally adding guest, finance or internal data to custom fields. |
| Product analytics | Off by default | Measuring basic service usage without names, contacts, addresses, prices, notes or free text. No automatic session recording, heatmaps or ad tracking. |
| Stripe | Used only when online payment or the payment portal is enabled | Payment processing and payment portal. If online payments are not enabled, payment is handled manually by agreement. |
5. What the processing agreement must contain
- Subject matter, duration, nature and purpose of processing.
- Types of personal data and categories of data subjects.
- Obligations and rights of the customer as controller.
- Processing only on documented customer instructions, including transfers outside the EU/EEA.
- Confidentiality of authorized processing persons and appropriate technical and organizational measures.
- Rules for subprocessors, changes to them and the right to object.
- Assistance with data subject requests, incidents, deletion/return of data and audits.
6. Security, audit and retention
Processing runs through application roles, sign-in cookies, server-side access checks, the database and object storage. Storage and access should be limited to operational, support and security needs.
Deletion, export, and corrections are handled through support. Some data may remain for a limited time in backups, logs, or audit records where needed for security, legal defence, accounting, or incident handling.
7. International transfers
Some processors may process data outside the EU/EEA or use global infrastructure. The exact processor list and transfer mechanism depend on the production configuration and any applicable customer agreement.