Release candidate 0.4, 25 October 2026. For inclusion with the published Service Terms and subscriber offer; not yet an executed agreement or an international transfer instrument.
Parties, roles and instructions
The subscriber identified in its written offer determines the purposes and lawful instructions for the customer/staff information in its workspace. Jacobus Venter, 12 Goudrif Avenue, Allen Grove, Kempton Park, 1619, Gauteng, South Africa, prismage.visuals@gmail.com, provides processing services for those instructions. The operator separately determines purposes for its own platform-account, security, billing and support administration. Actual roles follow the activity and applicable law.
Processing consists of receiving, storing, organising, displaying, updating and exporting field-service records; authenticated access and company permissions; customer-request review; support, backups, recovery and deletion. Data subjects include subscribers' customers, prospective customers, staff, technicians and authorised account users. Ordinary data categories are contact and address information, assignments/dates, quote/invoice/manual receipt records, work/checklist/visit/material/handover information, optional signatures, requests and minimal audit evidence. The service is not commissioned to handle special-category data or identity-document collections. Live photo storage is not currently included.
Instructions are the agreed service, authorised use of the tools and verified written requests. The operator processes subscriber content only for those instructions or where legally required, and informs the subscriber of a required disclosure where legally permitted. If an instruction appears unlawful, raise it with the subscriber before carrying it out. Do not use workspace records for unrelated advertising, sale, model training or a separate commercial purpose.
Access, confidentiality and safeguards
Restrict administrative/provider access to people who need it for a service task, with appropriate confidentiality obligations. Use company and role checks, live authentication/session checks and proportionate support verification. Keep secrets out of exports and source repositories. Use protected transmission and appropriately controlled provider/storage services; do not claim a customer-managed encryption key, certification, country-only hosting or absolute security that has not been established.
The operator maintains a security/incident procedure and a backup/recovery process. The subscriber must secure its accounts, control team approvals, minimise data and protect its own exports. No actual card collection is performed by manually recording a payment reference.
Providers and changes
Current core provider roles are Cloudflare hosting/D1/Turnstile and Clerk authentication. The provider register records scope and relevant contractual evidence. HetrixTools receives public health/page responses and operator alert contacts, not subscriber database records. Google Maps receives addresses only when a user selects a directions link. Support correspondence is kept minimal; do not send complete customer databases to Gmail or a monitor.
Use applicable processor/provider terms and assess transfer safeguards for each actual relationship. These terms do not replace the EU standard contractual clauses, a UK transfer instrument or another legally required mechanism. Those must be completed where required for the activity/market. Do not treat a public DPA link or checkbox as evidence that an account-specific transfer assessment is complete.
For a planned material change of a core provider handling subscriber content, give 30 calendar days' written notice where practicable. A subscriber may raise a substantiated data-protection objection during that period. Seek a reasonable solution; if none is feasible, offer termination and a refund for unused prepaid service rather than requiring acceptance of an unresolved material objection. An urgent lawful security change may require shorter notice, with explanation promptly afterward. Providers remain subject to appropriate contractual duties; provider appointment does not remove the operator's own applicable responsibilities.
Requests, incidents and assistance
Notify the subscriber without undue delay after becoming aware of an incident affecting its processed records and provide available facts, containment steps and relevant updates. Do not delay a required notification while waiting for a final investigation. Do not promise a universal statutory notification deadline: the responsible party must assess applicable requirements. Help the subscriber with proportionate access/correction/deletion requests, relevant impact assessments and regulator enquiries, considering the nature of processing and information available. Refer a direct end-customer request to the appropriate subscriber where appropriate without obstructing a person's rights.
Provide reasonably necessary information to demonstrate the agreed processing controls. Agree proportionate audit arrangements that protect other subscribers' information, infrastructure security and provider terms. A provider certificate or local test does not establish universal compliance. Raise any separately charged substantial assistance before the work where permitted; ordinary rights handling and mandatory duties are not conditional on an undisclosed charge.
Return, deletion and retention
At service end provide the verified owner a 30-calendar-day opportunity to obtain an export, with safe delivery where necessary. Remove ordinary live workspace content by day 45 unless a recorded lawful hold applies. Operator SQL backups expire no later than 35 days from capture, so the final closed-workspace backup can remain until day 80. Do not restore erased data or revoked permissions into ordinary use without reconciliation. Separate minimal audit, platform-fee tax records and provider-managed copies follow the Privacy Notice's stated rules and applicable law.
When the owner is only one of a person's company roles, deleting a workspace must not erase that person's legitimate identity or records for another subscriber. Keep the minimum necessary for a hold, document its basis and review it. Give information about completed return/deletion and outstanding provider cycles on request. Do not claim immediate erasure from every provider backup. The subscription and retention procedures are manual until separately automated and tested.