Privacy notice

Approval draft

This privacy notice reflects the planned portal architecture. It is a draft requiring documented owner approval and does not constitute legal advice. Professional review is required before activation.

1. Controller

Marius Neumann
Bei der Ziegelhütte 40
88447 Warthausen
Germany
Email: contact@mariusneumann.de

2. Website, hosting, and contact

The public website and portal interface are provided through Vercel. Technically necessary connection and log data such as IP address, time, URL, status code, browser information, and referrer may be processed for delivery, stability, security, and error diagnosis.

When you contact me by email, the sender address, message, and voluntarily supplied information are processed to handle the request. Public content pages do not use analytics, marketing, or tracking cookies.

3. Customer portal and authentication

The customer portal uses invited Auth0 accounts. Auth0 identifiers, email address, display name, sign-in and security information, and customer, role, and project assignments are processed. One account may belong to multiple customer records. Only technically necessary, time-limited session cookies are used.

The former link-and-PIN process and Supabase transfer rooms are no longer used. Existing guest links are disabled. The shared blog and LinkedIn approval will store encrypted LinkedIn credentials and approval and publication status in the self-hosted portal PostgreSQL database. The former separate Marketingadmin will be replaced.

4. Portal, file, and communication data

The portal processes customer and project master data, contracts, documents, financial data, memberships, messages, file names, file sizes, file contents, access and delivery status, audit data, and review cases. Business data is held in a non-public PostgreSQL database on encrypted Synology storage and is accessible only through the portal API.

Files are initially quarantined in private Cloudflare R2 buckets and scanned for malware server-side. Missing or stale signatures, scan failures, or resource limits keep a file blocked. Ordinary working files are not archived in Paperless.

5. Documents and evidence

Final outgoing documents, incoming invoices, and legally relevant acceptance, withdrawal, cancellation, delivery, and communication evidence are stored immutably and submitted to the self-hosted Paperless system on the Synology. Private R2 copies and accessible HTML views are also provided. Content hashes and portal, customer, project, and document identifiers support integrity and assignment checks.

6. Email and processors

Auth0 processes authentication and security data. Vercel provides the web application. Cloudflare provides private R2 storage and the upload gateway. Resend is used for portal, delivery, and security messages. Synology/PostgreSQL and Paperless are self-hosted. Depending on the provider, transfers outside the EU may occur; required safeguards and agreements must be checked before activation.

Business emails may visibly address all active owners and approvers together. Replies through unique portal addresses are assigned to the relevant thread; messages that cannot be assigned become review cases.

7. Retention and deletion

Final and legally relevant documents are retained for ten years under the selected longer retention policy. Different statutory periods, purpose limitation, legal holds, and erasure requests are manually reviewed before deletion.

Ordinary project files are retained until project end plus 90 days. General incoming transfers are deleted 90 days after last activity. Warnings are issued 14 and 3 days beforehand, and authorised extensions are possible. Ordinary comments are retained for three years after project end; legally relevant communication is archived as Paperless evidence. Unassigned inbound email remains a review case for 180 days. Incomplete upload sessions expire within 24 hours.

Customers may withdraw their own unprocessed uploads. Once processing has started, an erasure request is recorded instead; evidence subject to retention remains immutable.

8. Backups and outage view

The portal database is backed up daily in encrypted form to a separate R2 account. A daily encrypted read-only outage view may include portal status, messages, final documents, and already checked project files. It may be up to 24 hours old; changes, uploads, and acceptances remain disabled there.

9. Rights and security

Subject to applicable law, rights include access, rectification, erasure, restriction, data portability, objection, and lodging a complaint with a data-protection authority. No automated decision-making, including profiling, takes place. The website and portal are delivered over HTTPS.

10. Date

Date of this approval draft: August 29, 2026. Changes to architecture, providers, purposes, or retention require renewed professional review and documented approval.