Review edition - 27 October 2026. Effective date and acceptance remain disabled while this edition is under review.
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. The operator will raise an apparently unlawful instruction with the subscriber before carrying it out. Workspace records are not used for unrelated advertising, sale, model training or a separate commercial purpose.
Access, confidentiality and safeguards
Administrative access is restricted to people who need it for a service task and are subject to appropriate confidentiality obligations. The service uses company and role checks, live authentication/session checks and proportionate support verification. Secrets are excluded from business-record exports and source repositories. Customer-managed encryption keys, certification, country-only hosting and absolute security are not included as service commitments.
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.
The operator is responsible for using applicable processor/provider terms and assessing 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. A public DPA link or agreement checkbox does not establish 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. Restores require reconciliation of relevant erasures and access revocations before ordinary use resumes. 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. Immediate erasure from every provider backup is not promised. The subscription and retention procedures are manual until separately automated and tested.