Privacy Policy
This privacy policy explains how Webagentur Hochmeir e.U. (“we”, “us”, the “operator”) processes personal data in connection with this website and the “EagleDesk” application — a multi-tenant SaaS platform for the Austrian temporary agency work (personnel leasing) sector. We process personal data in accordance with the EU General Data Protection Regulation (GDPR), the Austrian Data Protection Act (DSG) and all other applicable provisions. Where we process the personal data of leased workers on behalf of our customers (staffing/personnel-service providers), we act as a processor within the meaning of Art. 28 GDPR, while the customer remains the controller; for our own website and business development we are ourselves the controller.
1. Controller
Owner / Managing Director: Jonathan Hochmeir
Moorweg 7, 4845 Rutzenmoos, Austria
Companies Register no. FN 597527 t, Regional Court Wels
VAT ID: ATU78855106
Tel.: +43 680 2208354
E-mail: hello@eagledesk.at
Trade supervisory authority: District Administration Vöcklabruck (Bezirkshauptmannschaft Vöcklabruck)
Member of the Austrian Federal Economic Chamber (WKO) — Advertising & Market Communication, Management Consultancy, IT
The operator named above is responsible for the processing of personal data on this website and within the EagleDesk application within the scope set out in this policy. For all matters relating to data protection and the exercise of your rights you may contact us at any time using the contact details above, in particular by e-mail to hello@eagledesk.at. We have not designated a separate data protection contact point; data protection enquiries are handled directly by the owner.
2. Scope, definitions and principles
This policy applies to our website and to the EagleDesk application operated by us, irrespective of the device or browser you use to access them. “Personal data” means any information relating to an identified or identifiable natural person; “processing” means any operation performed on personal data, such as collection, storage, use, transmission or erasure. Where we act as a processor for a customer, this policy describes the framework of that processing, while the legal basis and the determination of purposes lie with the respective customer as controller.
We observe the principles of Art. 5 GDPR: lawfulness, fairness and transparency; purpose limitation; data minimisation; accuracy; storage limitation; integrity and confidentiality; and accountability. We collect only the data required for the respective purpose, store it no longer than necessary, and protect it by appropriate technical and organisational measures. The protection of the highly sensitive personnel data processed in EagleDesk is a central design principle of the product.
3. Legal bases
We process personal data only where a legal basis under Art. 6 GDPR applies. Depending on the specific processing, the following bases are relevant:
- Art. 6(1)(a) GDPR — consent: e.g. if we ever introduce optional cookies or other features requiring consent; consent may be withdrawn at any time with effect for the future.
- Art. 6(1)(b) GDPR — performance of a contract / pre-contractual measures: for providing the EagleDesk application to our customers, managing user accounts and handling enquiries aimed at concluding a contract.
- Art. 6(1)(c) GDPR — legal obligation: e.g. for statutory retention obligations under commercial and tax law and for responding to lawful requests from authorities.
- Art. 6(1)(f) GDPR — legitimate interests: for the secure operation, stability, defence against attacks, error analysis and continuous improvement of our website and application; we balance these interests against your rights and freedoms.
Where we process personnel data of leased workers on behalf of a customer, the legal basis for that processing is determined by the customer as controller; our processing takes place on the basis of the data processing agreement pursuant to Art. 28 GDPR (see section 8).
4. Server log files
When you access our website, the server automatically processes technical data that your browser transmits, in particular: the IP address, the date and time of the request, the requested URL or file, the HTTP status code, the volume of data transferred, the referrer URL, the browser type and version and the operating system used. This data is processed to deliver the website, to ensure the stability and security of our infrastructure, to defend against attacks and to analyse and resolve technical faults.
The legal basis for this processing is our legitimate interest in a secure and functional web presence pursuant to Art. 6(1)(f) GDPR. Log data is stored only for a short period required for the purposes described above and is then deleted or anonymised; longer storage occurs only in the event of a specific security incident for as long as is necessary to investigate and resolve it.
5. Cookies and local storage
We use only strictly necessary cookies and comparable local storage technologies that are essential for the core functions of the website and the application, in particular the session cookie and the CSRF token used to protect against cross-site request forgery. These technologies do not serve any analysis, advertising or tracking purpose and do not create cross-site user profiles.
Because these cookies are technically necessary to provide the service you have requested, they do not require consent; the legal basis is Art. 6(1)(f) GDPR together with the corresponding provision of the Austrian Telecommunications Act. We do not use any tracking, web analytics, advertising cookies, third-party social-media trackers or newsletter tools. Should we ever wish to introduce optional cookies in the future, we would do so only after obtaining your prior explicit consent via a consent banner, which you could withdraw at any time.
6. Contacting us
If you contact us via the enquiry form on our website, we process company, name, email address, optional phone number, the number of your workers, your request, your current software and your message in order to answer your enquiry (Art. 6(1)(b) GDPR, pre-contractual measure). The data is stored encrypted and is accessible to sales only. Enquiries not converted are deleted 12 months after the last activity. No IP address is stored in the enquiry record; to protect against abuse it is only counted briefly as a salted hash (Art. 6(1)(f) GDPR).
If you join the waiting list, we contact you personally by email at the beta launch. We do so only on the basis of your consent (Art. 6(1)(a) GDPR), which you confirm via the link in a confirmation email (double opt-in). You can withdraw your consent at any time — via the unsubscribe link in the confirmation email or with a short message to us. Unconfirmed entries are deleted after 14 days; we delete the waiting list at the latest three months after the beta launch (without a beta launch at the latest after 24 months). We send emails via our email service provider as processor (Art. 28 GDPR, see section 9).
If we prepare a quotation for you, we process the company, the name of the contact person and the email address together with the content of the quotation in order to send it to you as a PDF by email (Art. 6(1)(b) GDPR). Sent quotations are kept as business letters for seven years from the end of the calendar year (§ 212 UGB, § 132 BAO); drafts that were never sent are deleted twelve months after the last change.
If you contact us by e-mail (including via the e-mail link in the contact area), telephone or otherwise on your own initiative, we process the data you provide (e.g. name, e-mail address, company, content of your message) solely to handle your enquiry and any resulting business relationship. The legal basis is Art. 6(1)(b) GDPR (pre-contractual or contractual measures) and Art. 6(1)(f) GDPR (our legitimate interest in answering enquiries). We delete this data once your enquiry has been conclusively dealt with, unless statutory retention obligations require longer storage.
7. Use of the EagleDesk application
EagleDesk is a multi-tenant SaaS solution for the Austrian temporary agency work sector. Each customer (tenant) works in a strictly separated data environment. We distinguish between data that we process as controller for the purpose of operating the application and providing accounts, and the personnel data that a customer enters and for which we act solely as a processor (see section 8).
7.1 Account and usage data
For registered users we process account data such as name, e-mail address, hashed password, assigned role and permissions, two-factor (TOTP) settings and tenant membership, as well as usage and audit data such as log-ins, changes made and access to records. This data serves to provide secure access, to manage authorisations and to ensure the traceability and security of the system. The legal basis is Art. 6(1)(b) and Art. 6(1)(f) GDPR. If you sign in with a passkey, we store its public key, a name and the time of last use; your fingerprint or face never leaves your device. To protect against abuse we keep a sign-in log (time, method, result, browser and operating system in short form; IP address and entered identifier only as an irreversible check value), which is deleted automatically after 90 days, and we temporarily block repeated failed attempts (Art. 6(1)(f), Art. 32 GDPR).
7.2 Personnel data of leased workers
Within the application, our customers enter the personnel data of their leased workers and applicants — for example name, address, date of birth, social-security number, citizenship, qualifications, assignment data, employee photos and uploaded documents. We process this data exclusively on behalf of and on the documented instructions of the respective customer; the customer remains the controller. The framework for this processing is set out in section 8.
7.3 Free trial access (sign-up after a personal invitation)
If you create a free trial access after our personal invitation, we process company name, first and last name, e-mail address and, optionally, the VAT ID in order to set up the access after you have confirmed your e-mail address (double opt-in) (Art. 6(1)(b) GDPR, pre-contractual measures). We store this data encrypted; once you confirm, it is removed from the registration and remains only in the tenant and user account created. To protect against abuse (one trial per company, e-mail address and VAT ID) we additionally store irreversible check values (hashes) of this data and a salted hash of your IP address (Art. 6(1)(f) GDPR; legitimate interest in preventing abuse). We do not use a third-party CAPTCHA. Requests with a private e-mail address (e.g. from a free e-mail provider) are reviewed by a person; without a decision, a request is treated as not accepted after 14 days. A rejection or block is always decided by a person at our company, and on request we review it again. In case of abuse we enter irreversible check values (hashes) of the e-mail address, domain or VAT ID on a block list, together with a shortened display hint (e.g. “d***.at”), the reason and, where applicable, an expiry date (Art. 6(1)(f) GDPR); time-limited blocks are deleted when they expire, indefinite blocks remain until we lift them. We delete unconfirmed sign-ups after 7 days, sign-ups under review or rejected after 30 days and the IP hash after 30 days. We keep the proof of your consent to the trial terms (version and time) for the duration of the access and for up to 3 years afterwards. We send set-up tips by e-mail only with your separate, voluntary consent (Art. 6(1)(a) GDPR), which you can withdraw at any time with effect for the future. Your data is not passed on to third parties, except to our e-mail service provider as a processor (Art. 28 GDPR, see section 9); we do not transfer it to third countries.
8. Processing on behalf of customers (Art. 28 GDPR)
In the operation of the EagleDesk application, we process the personnel data of leased workers and applicants entered by our customers (staffing/personnel-service providers) as a processor within the meaning of Art. 28 GDPR. The customer determines the purposes and means of this processing and therefore remains the controller; we act exclusively on the basis of the customer’s documented instructions and do not pursue any own purposes with this data.
With every customer we conclude a data processing agreement (DPA) that meets the requirements of Art. 28(3) GDPR. In particular, it governs the subject matter, duration, nature and purpose of the processing, the type of personal data and the categories of data subjects, the customer’s right to issue instructions and our binding obligation to follow them, the confidentiality obligations of the persons authorised to process the data, the technical and organisational measures pursuant to Art. 32 GDPR (see section 12), the conditions for engaging sub-processors, our duty to assist the customer in fulfilling data-subject requests and its obligations under Art. 32–36 GDPR, and the handling of the data upon termination of the contract (return or deletion). The data is returned via the application’s data export; 90 days after the end of the contract the data is deleted automatically and completely after announcements 30 and 7 days in advance (see section 13).
We process personnel data only within the scope of the customer’s instructions and the agreed purpose. If we consider an instruction to infringe data protection law, we will inform the customer accordingly. The multi-tenant architecture, the per-tenant field encryption and the access-control concept ensure that data of one customer is not accessible to another customer.
8.1 Newsletter and call consent of our customers’ contact persons
- Consent is only given once the subscription has been actively confirmed via a personal confirmation link valid for 30 days (double opt-in); merely opening the link changes nothing. The application does not send invitation e-mails asking for this consent.
- Every subscription, withdrawal, import and manual entry is stored as proof pursuant to Art. 7(1) GDPR – with time and source, without IP address. Records of earlier invitations are kept until their retention period ends.
- Every newsletter contains an unsubscribe link (also as one-click unsubscribe); the withdrawal takes effect immediately. Marketing is only sent to persons who have consented and have no marketing block.
- Marketing calls: customers can document their contact persons’ consent to marketing calls with date, proof and withdrawal. Phone campaigns for marketing purposes only reach persons with valid consent; the proof is stored encrypted and deleted 3 years after a withdrawal.
- The newsletter records are deleted 3 years after the withdrawal or refusal, records of earlier invitations without response 3 years after the last event. The respective customer is the controller for the newsletter and marketing calls; we process the data as a processor.
Legal basis: Art. 6(1)(a) and Art. 7 GDPR, Section 174 Austrian Telecommunications Act 2021 (marketing calls: subsection 1, e-mail marketing: subsections 3 and 4).
9. Recipients and sub-processors
We disclose personal data only to recipients who are necessary for the provision of our services or to whom we are legally obliged to disclose it. In particular, we use carefully selected sub-processors for hosting and infrastructure, who provide sufficient guarantees pursuant to Art. 28 GDPR and with whom corresponding agreements have been concluded. We do not sell personal data and do not pass it on for advertising purposes.
The engagement of sub-processors for the processing carried out on behalf of customers takes place within the framework agreed in the respective data processing agreement, including the contractually agreed information or objection mechanisms. A disclosure to authorities or courts occurs only where we are legally required to do so or where it is necessary to protect our rights.
10. Hosting and data location
The EagleDesk application and its data are hosted exclusively in data centres within the European Union (Germany). The infrastructure is operated in a containerised environment (Docker) behind a Traefik reverse proxy; transport encryption is provided by automatically renewed Let’s Encrypt TLS certificates. Through this EU-based hosting we ensure that personal data is processed within the protective scope of the GDPR.
11. Transfers to third countries
In principle, no personal data is transferred to third countries outside the EU/EEA; all processing relevant to the application takes place within the European Union. Should a transfer to a third country exceptionally become necessary, it will only take place if an adequate level of protection is ensured pursuant to Art. 44 et seq. GDPR — in particular on the basis of an adequacy decision of the European Commission or appropriate safeguards such as the EU Standard Contractual Clauses (SCC), supplemented where required by additional protective measures.
12. Data security and technical & organisational measures (Art. 32 GDPR)
Taking into account the state of the art, the costs of implementation and the nature, scope, context and purposes of the processing as well as the risks to the rights and freedoms of data subjects, we implement appropriate technical and organisational measures (TOMs) pursuant to Art. 32 GDPR to ensure a level of security appropriate to the risk. Given the sensitivity of the personnel data processed, these measures are a core element of the product:
- Per-tenant field-level encryption: sensitive personal data is stored field-encrypted in the database using authenticated encryption (CipherSweet/AEAD), with a separate encryption key derived for each tenant, so that the data of different customers is cryptographically separated.
- Encrypted documents and employee photos: uploaded documents and employee photos are stored encrypted at rest (AES-256) and delivered only via authenticated in-app routes.
- Pseudonymisation / blind-index search: searches over encrypted fields are performed via blind indexes, so that records can be searched without storing the search criteria in plain text.
- Audit log without plaintext personal data: changes and access are logged in an audit trail that does not store any personal data in plain text, except for the IP address and browser identifier, which are stored for 90 days only and then anonymised.
- Access control and roles/permissions: access to data is governed by a role-based permission model on a need-to-know basis.
- App-based two-factor authentication (TOTP): user accounts can be additionally protected by app-based two-factor authentication.
- Encrypted sessions and enforced HTTPS/TLS: sessions are stored encrypted and all transport is secured by enforced TLS/HTTPS.
These measures serve to ensure the confidentiality, integrity, availability and resilience of the systems and services and to enable the timely restoration of availability and access in the event of an incident. We review and update the measures on an ongoing basis to reflect technical developments and the threat situation.
13. Storage period and erasure concept
We store personal data only for as long as is necessary for the respective purpose or as required by statutory retention obligations (e.g. under commercial and tax law). The application enforces configurable retention periods and runs an automated deletion process that deletes or anonymises data once the applicable retention period has expired.
Personnel data that we process on behalf of a customer is retained in accordance with the customer’s instructions and the data processing agreement; upon termination of the contract it is returned or deleted as agreed. Account and usage data is deleted once it is no longer required for the operation of the application and no retention obligations conflict with deletion.
Trial accounts and end of contract: If a free trial account is not switched to a paid plan or a contract ends through cancellation, the account is initially kept in read-only mode and deleted automatically and completely with all data, documents and accesses 90 days after the end of the trial or contract. We announce the deletion to the admins of the account by email 30 and 7 days in advance – until then a complete data export is possible. Only the billing records that must be retained by law (e.g. orders, Austrian Federal Fiscal Code – BAO) are kept, without personal data of workers and customers.
13.1 Storage period by category
The following overview is generated from the application’s central record of processing activities. It lists categories only and contains no customer or personal data. Customers (controllers) may define shorter periods within their erasure concept; statutory retention obligations take precedence.
| Processing | Storage period |
|---|---|
| Employees | |
| Employee master data | Until the retention date stored for each record Statutory retention: § 132 BAO: 7 years for payroll- and billing-relevant records |
| Work experience (CV) | Together with the related person record |
| Education (CV) | Together with the related person record |
| Employment contracts (history) | 7 years from the end of the calendar year (reference: end of employment) Statutory retention: § 132 BAO: 7 years from the end of the calendar year des DV-Endes |
| Garnishments and enforcement orders (wage garnishment, assignment, debt discharge) | 7 years from the end of the calendar year (reference: completion) Statutory retention: 7 years nach Erledigung (ab Ende des Kalenderjahres der Erledigung bzw. Aufhebung) |
| Relatives and emergency contacts of employees | Together with the personnel file (deletion of the employee master record cascades) |
| Employee assessments (internal and by the client company) | Deleted permanently and automatically 3 years after leaving (daily run model:prune, including the change log); after re-joining, the period starts again with the next leaving date |
| Employee development measures (training, funding applications) | 7 years from the end of the calendar year (reference: end of the measure) Statutory retention: § 132 BAO bzw. Förderrichtlinien: 7 years |
| Employee identity documents and work permits | Copies of identity documents (passport, identity card, other ID): deleted permanently and automatically 3 years after leaving, including the linked scan if no other record refers to it and the retention period of its document category has expired (daily run model:prune); after re-joining, the period starts again. Work permits under the Austrian Act on the Employment of Foreign Nationals (residence permit, Red-White-Red Card, EU Blue Card, employment and posting permits) are excluded — they are deleted together with the employee master record (7 years) |
| Employee qualifications | Together with the related person record |
| Employee properties | Together with the employee master record (deletion cascades) |
| Availability | Entries taken over from approved absence requests follow the request (absences: 7 years from the end of the calendar year, § 132 BAO; permanently deleting the request removes the entry). Manual entries together with the employee master record or according to the tenant's deletion concept. |
| Assignments (placements) | 7 years from the end of the calendar year (reference: end of assignment) Statutory retention: § 132 BAO: 7 years from the end of the calendar year |
| Timesheets (working-time records) | 7 years from the end of the calendar year (reference: last change) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (basis for payroll and invoicing) |
| Daily working-time entries | 7 years from the end of the calendar year (reference: document date) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (basis for payroll and invoicing); § 26 AZG |
| Time clock: clock-in, clock-out and breaks (Employee Web App) | 7 years from the end of the calendar year (reference: time of clocking) Statutory retention: Arbeitszeitaufzeichnung § 26 AZG, Lohnunterlagen § 132 BAO |
| Time clock: daily closing and rule log | 7 years from the end of the calendar year (reference: document date) Statutory retention: Wie die Stundenliste (§ 26 AZG, § 132 BAO) |
| Daily notes of the worker on time recording (Employee Web App) | 7 years from the end of the calendar year (reference: document date) Statutory retention: Wie die Stundenliste (§ 26 AZG, § 132 BAO); Löschung mit der Stundenliste |
| Time accounts (hours, leave and time-off balances) | 7 years from the end of the calendar year (reference: last change) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (payroll-relevant) |
| Time account bookings (flexitime, time off in lieu, overtime, leave and custom accounts) | 7 years from the end of the calendar year (reference: document date) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (payroll-relevant) |
| Time-off-in-lieu agreements (overtime to time off) | 7 years from the end of the calendar year (reference: start of the agreement) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (payroll-relevant) |
| Heavy-work months per employee (records under the Austrian Heavy Work Ordinance, no reporting) | 7 years from the end of the calendar year (reference: creation) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (payroll-relevant record) |
| Interruptions of employment (parental leave, employment ban only as a period, military and civilian service, educational leave, unpaid leave, short-time work and partial retirement as flags) | 7 years from the end of the calendar year (reference: end of the interruption) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (payroll-relevant record) |
| BUAK months (confirmed BUAG obligation, entitlements, surcharges and bad weather in the trial run) | 7 years from the end of the calendar year (reference: confirmation of the BUAK month) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (payroll-relevant record) |
| Payroll runs (trial run per payroll month) | 7 years from the end of the calendar year (reference: creation) Statutory retention: § 76 EStG (Lohnkonto), § 132 BAO: 7 years from the end of the calendar year |
| Payslips per employment relationship (trial run) | 7 years from the end of the calendar year (reference: creation) Statutory retention: § 76 EStG (Lohnkonto), § 132 BAO: 7 years from the end of the calendar year |
| Trial-run payslip lines (wage types) | 7 years from the end of the calendar year (reference: creation) Statutory retention: § 76 EStG (Lohnkonto), § 132 BAO: 7 years from the end of the calendar year |
| Dispatch status of payslips | 8 years from creation |
| Collective PDFs of payslips (background job, 24 hours) | 1 day from creation |
| Payroll posting list lines (amounts per account and payslip) | 7 years from the end of the calendar year (reference: creation) Statutory retention: § 132 BAO (Austrian Federal Fiscal Code): 7 years from the end of the calendar year |
| Payroll handovers (handover log and encrypted handover files) | 8 years from creation |
| Payroll handover lines (movement data per employee, basis for difference runs) | 8 years from creation |
| Master data state of payroll handovers (keyed hash per employee) | 8 years from creation |
| Provisions per employment (holidays, time off in lieu, anniversary bonus, employer contributions, special payments) | 7 years from the end of the calendar year (reference: provision date) Statutory retention: § 212 UGB (Austrian Commercial Code), § 132 BAO: 7 years from the end of the calendar year |
| Items of retroactive collective agreement increases (difference per trial-run payslip or invoice item) | 7 years from the end of the calendar year (reference: creation) Statutory retention: § 76 EStG (Lohnkonto), § 132 BAO: 7 years from the end of the calendar year |
| Garnishment repayments from the payroll trial run (remaining claim per garnishment) | 7 years from the end of the calendar year (reference: creation) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (wie die Probelauf-Abrechnungen) |
| Pay advances (already paid out, repayment in the payroll trial run) | 7 years from the end of the calendar year (reference: creation) Statutory retention: § 76 EStG (Lohnkonto), § 132 BAO: 7 years from the end of the calendar year |
| Repayments of pay advances from the payroll trial run (balance per advance) | 7 years from the end of the calendar year (reference: creation) Statutory retention: § 76 EStG (Lohnkonto), § 132 BAO: 7 years from the end of the calendar year (wie die Probelauf-Abrechnungen) |
| Back pay (social insurance in the month of entitlement, wage tax and employer levies in the month of payment; payroll trial run) | 7 years from the end of the calendar year (reference: creation) Statutory retention: § 76 EStG (payroll account), § 132 BAO: 7 years from the end of the calendar year (payroll-relevant record) |
| All-in and flat-rate agreements (flat rate, basic wage § 2g AVRAG, deviation-only records, customer flat rate; payroll trial run) | 7 years from the end of the calendar year (reference: creation) Statutory retention: § 76 EStG (payroll account), § 132 BAO: 7 years from the end of the calendar year (payroll-relevant record) |
| Monthly confirmations of the fixed working-time schedule (§ 26 (5a) AZG) | 7 years from the end of the calendar year (reference: creation) Statutory retention: § 26 AZG (working-time records), § 132 BAO: 7 years from the end of the calendar year (payroll-relevant record) |
| Coverage checks of all-in and overtime flat rates (back-pay proposal; payroll trial run) | 7 years from the end of the calendar year (reference: creation) Statutory retention: § 76 EStG (payroll account), § 132 BAO: 7 years from the end of the calendar year (payroll-relevant record) |
| Leave accounts per leave year (entitlement, carry-over, leave taken, limitation, takeover) | 7 years from the end of the calendar year in which the last employment ended (at least 2555 days after the end of employment, together with the personnel file); no deletion during an ongoing employment Statutory retention: § 132 BAO: 7 years from the end of the calendar year (lohnrelevant, Urlaubsersatzleistung) |
| Absences (leave, sick leave – period only) | 7 years from the end of the calendar year (reference: end of absence) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (payroll-relevant) |
| Occupational medical examinations | Together with the related person record |
| Occupational accidents | Together with the related person record Statutory retention: § 16 ASchG (record of workplace accidents) |
| Certificates and credentials | Together with the related person record |
| Safety instructions and trainings | Together with the related person record |
| Training attendance lists | Together with the related person record |
| Issued personal protective equipment | Together with the related person record |
| Issued work equipment (handover and return) | 3 years from return of the work equipment |
| Stock movements (issue/return of quantity items) | 3 years from creation |
| Issued tool boxes | Together with the related person record |
| Required credentials from workplace information | Together with the related person record |
| Workplace information per assignment (§ 12 AÜG) | Together with the related assignment (7 years from the end of the calendar year in which it ended) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (grading and collective-agreement basis, payroll-relevant) |
| Expenses | 7 years from the end of the calendar year (reference: document date) Statutory retention: § 132 BAO: 7 years from the end of the calendar year |
| Business trips and travel expenses | 7 years from the end of the calendar year (reference: end of trip) Statutory retention: § 132 BAO: 7 years from the end of the calendar year |
| Business trip address book (own places) | Until deleted by the person in the Employee Web App, at the latest 90 days after leaving the company or deletion of the personnel record (automatically, daily) |
| Assignment check-ins (check-in agent) | 365 days after the end of the assignment (for open-ended assignments that are no longer active, 365 days after the check-in was due), automatically every day |
| Message threads with the dispatch office (Employee Web App) | 3 years from the reference date |
| Messages with the dispatch office (incl. attachments and AI translation) | 1095 days (3 years) after the thread was closed, together with the thread (attachments are deleted as well) |
| Assignment offers to employees | 6 months from decision |
| Assignment offers — employee responses | together with the offer: 180 days after the decision or after expiry, automatically every day |
| Employee preference profile (assignment offers) | at any time by the person themselves; at the latest together with the employee record (FK cascade) |
| Weekly reports (HSE) | For the duration of the assignment; reviewed afterwards under the erasure concept |
| Business cards | Together with the related person record |
| Deadlines and reminders | As long as the underlying record exists |
| Documents (uploads) | Per document category (retention period from upload, document date, end of year or exit/end of assignment); deletion lock until the period ends, then deletion after human review Statutory retention: § 132 BAO: 7 years from the end of the calendar year (where relevant for billing, configurable per category) |
| Generated documents (contracts, notices, templates) | 7 years from the end of the calendar year (reference: creation) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (where relevant for billing) |
| Electronic signatures | Together with the signed record or document (retention period of the document category) |
| Signature requests (documents for signature) | Together with the document (retention period of the document category); permanently deleting the version removes the requests |
| Push notifications (Employee Web App and customer portal) | Until revoked in the browser, or until access to the Employee Web App or the customer portal is deactivated, or the user account is deleted |
| Interface log (data transfers) | Until the transfer is confirmed; reviewed afterwards under the erasure concept. DMS export: payload (document copy) 90 days after confirmation, automatically every day |
| Webhook delivery log | 3 months from creation |
| Reactivation contacts (former employees, talent pool) | 2 years from the reference date |
| Document archive search index (full-text search without plain text) | Together with the document: immediately when the document is deleted or its category becomes Art. 9, finally with the document (period = document) |
| Document inbox (received scans and files until filing) | 3 months from the reference date |
| Reminder and escalation of open timesheet approvals (log) | 400 days from creation |
| Imported payroll journals of the external payroll provider (basis of payrolling invoices) | 9 years from the end of the calendar year (reference: creation) |
| Payrolling settlements (assignment × month on an invoice, cost statement) | Together with the invoice: retention under § 132 BAO (no automatic deletion); a discarded draft removes its settlements Statutory retention: § 132 BAO (Austrian Federal Fiscal Code): 7 years from the end of the calendar year |
| Assignment legal traffic light: check findings before the start of an assignment (AÜG, AuslBG, ASchG) | Together with the assignment (deleting the assignment deletes its findings) |
| ICS watch: four-eyes changes of critical master data | 7 years from the end of the calendar year (reference: decision) Statutory retention: Like the four-eyes approvals: 7 years from the end of the calendar year of the decision (evidence); the new values themselves are deleted with the decision |
| Audit cockpit: self-audit runs (sample of the chain of records) | 3 years from creation |
| Audit cockpit: audit files (ZIP with records, manifest and completeness log) | 3 years from creation |
| Search indexes of encrypted fields (blind index) | Together with the indexed record |
| Assignment periods per placement | 7 years from the end of the calendar year (reference: end of the assignment period) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (as part of the assignment/billing records) |
| Working-time model per assignment (weekdays, shifts, target hours) | 7 years from the end of the calendar year (reference: last change) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (as part of the assignment/billing records) |
| Shift plan per assignment and day (planned shift, start/end, break, hours, source, fixed) | 7 years from the end of the calendar year (reference: last change) Statutory retention: § 132 BAO / § 26 AZG: 7 years from the end of the calendar year (as part of the assignment/billing records) |
| Shift assignments per assignment (shift rotation or fixed shift, valid from/to, offset) | 7 years from the end of the calendar year (reference: last change) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (als Teil der Einsatzunterlagen) |
| Pay and billing rates per time type on the assignment (remuneration data) | 7 years from the end of the calendar year (reference: last change) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (as part of the assignment/billing records) |
| Agreed allowances on the assignment and fixed wage components (remuneration data) | 7 years from the end of the calendar year (reference: last change) Statutory retention: § 76 EStG (Lohnkonto), § 132 BAO: 7 years from the end of the calendar year |
| Working-time forecast: "working-time limit ahead" notices for the assignment manager | 14 days from the reference date |
| Replacement flash: filling a short-notice absence (group offer) | 3 months from creation |
| Replacement flash: consent to short-notice assignment offers (push/SMS) | immediately when the person withdraws consent; at the latest together with the employee record (FK cascade) |
| Absence & follow-on radar: dispatch alerts (replacement suggestions, follow-on assignments, unfilled demand) | 3 months from completion |
| Reminders about missing timesheet entries | 400 days from the reference date |
| Timesheet autopilot: follow-ups until approval | 400 days from creation |
| Timesheet proof control (timesheet, sick note, leave form per week) | 3 years from the reference date |
| AI timesheets (scans, AI suggestion, review and takeover) | 7 years from the end of the calendar year (reference: creation) Statutory retention: § 132 BAO: 7 years from the end of the calendar year for accepted scans (voucher of the timesheet; archive copy in the DMS, category timesheet). Discarded scans are not a voucher: name and personnel number are removed from the AI suggestion on discard, record and file are deleted 90 days after discarding (model:prune) |
| Customer time import (runs) | 7 years from the end of the calendar year (reference: creation) Statutory retention: § 132 BAO: 7 years from the end of the calendar year for the run as proof of origin of the daily entries (voucher of the timesheet); the raw file is removed after 90 days |
| Customer time import (review rows) | 3 months from creation |
| Accommodation bookings (employee lodging) | 7 years from the end of the calendar year (reference: departure) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (Beleg der Weiterverrechnung) |
| Campaigns: block list after opt-out (employees, applicants) | As long as the person is stored; deleted automatically together with the employee or applicant |
| Staff proposals per quotation item | Same as the quotation; removed together with the quotation item or the staff proposal |
| Staff proposals (offering employees to a client) | 2 years from decision |
| Assignment channel: deliveries to assigned workers (translation, read receipt for “important”) | Together with the message: 90 days after its “valid until” |
| Whistleblowing channel: reports (Austrian HSchG) | 5 years from last processing of the case Statutory retention: HSchG: Aufbewahrung 5 Jahre nach letzter Bearbeitung bzw. Übermittlung (Vorbelegung laut Spezifikation, vom Verantwortlichen zu bestätigen) |
| Whistleblowing channel: mailbox and case history | Together with the case: 5 years after its last processing (HinweisLoeschHandler) Statutory retention: HSchG: gemeinsam mit dem Fall |
| Whistleblowing channel: attachments (images without metadata) | Together with the case (file after commit), 5 years after its last processing Statutory retention: HSchG: gemeinsam mit dem Fall |
| Plausibility check: anomalies before invoicing and payroll data export (with acknowledgement) | 3 years from creation |
| Funding cases of non-profit staff leasing (support file) | According to the funding conditions: closed funding cases 10 years (default, assumption, configurable per programme) after the latest of programme end, closing date, funding end and last support contact — then deleted permanently and automatically (daily run model:prune, including contacts, change log and deadlines); no automatic deletion for open cases or without a programme end; together with the person (person retention period) — if the funding conditions run longer or the case is still open, the deletion of the person is postponed until the conditions expire Statutory retention: Förderauflage des Fördergebers (Nachweispflicht), Annahme 10 Jahre nach Programmende |
| Support contacts of non-profit staff leasing | Together with the funding case (funding conditions: closed cases by default 10 years after programme end, closing date and last contact) or together with the person — whose deletion is postponed until the funding conditions expire Statutory retention: Förderauflage des Fördergebers (Nachweispflicht), Annahme 10 Jahre nach Programmende |
| Ready to start: assignment briefing and confirmation the evening before | 1 month from the reference date |
| Notice of the end of the assignment (proof of delivery) | 7 years from the end of the calendar year (reference: end of assignment) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (as part of the assignment/billing records) |
| Read receipts for announcements in the Employee Web App | Together with the announcement, at the latest 90 days after the end of its visibility (daily deletion run model:prune) |
| Change requests for master data (Employee Web App, online application, self-declaration) | 1 year from decision |
| Onboarding and offboarding processes (checklists per employee) | 3 years from completion or cancellation of the process |
| Steps of onboarding and offboarding processes (incl. tasks in the Employee Web App) | Together with the process (3 years after it was completed or cancelled, including deadlines and audit trail); immediately together with the person and with the tenant |
| Joining details (self-declaration before the first day, draft until adopted by the office) | 1 month from adoption of the joining details by the office |
| Attachments of the joining details (photo/PDF of work permit, driving licence, certificates) | Immediately once the item is adopted or discarded; otherwise together with the draft (30 days after adoption, never-submitted ones 30 days after the link expired, submitted ones without a decision after 90 days); immediately together with the person and with the tenant |
| Time clock badge (QR badge, PIN, card) for the time clock terminals | Until leaving the company: from the fifth day after leaving (end of a night shift on the following day plus the longest offline window of 72 hours for time stamps saved offline) or as soon as the person is deleted, automatically every day (model:prune); "block badge" replaces key and ID immediately |
| Workplace reality checks (employee feedback on the workplace information) | 365 days after the end of the assignment (parameter per tenant; for open-ended assignments that are no longer active, from the due date of the check), automatically every day |
| Near-miss and hazard reports with feedback on measures | 3 years (1095 days, parameter per tenant) after completion, automatically every day including the photo; open reports are kept until completed. A linked occupational accident follows its own retention period |
| Devices of the digital assignment badge | Revoked devices 90 days after revocation, all devices from the day after leaving the company or as soon as the person is deleted, and 30 days after the assignment badge was switched off for the tenant or is no longer included in the plan (decision 116), automatically every day (model:prune) |
| Log of checks of the digital assignment badge | 3 months from the reference date |
| Dispatch markers of the warning "assignment requirement expires" | 4 months from the reference date |
| Applicants | |
| Placements (presented and hired candidates) | with an invoice 7 years from the end of the calendar year of the invoice (§ 132 BAO), otherwise 2 years after the last change – hired but not yet invoiced placements no earlier than 2 years after the end of the guarantee; automatically every day (including deadlines and change log). Permanently deleted persons: open placements immediately, invoiced ones without personal reference Statutory retention: § 132 BAO (basis of the placement fee, if invoiced) |
| Applicants | 7 months from the end of the application procedure (rejection or closing of the position without hiring) Statutory retention: §§ 15, 29 GlBG: 6-month limitation period for claims (plus delivery buffer) |
| Applications | 7 months from last status change Statutory retention: §§ 15, 29 GlBG: 6-month limitation period for claims (plus delivery buffer) |
| Application status history | Together with the application; after the applicant has been anonymised, kept without personal reference for statistics (like applications) |
| Applicant qualifications | Together with the related person record |
| CV from the online application | As for applicants: document category “CV” with 7 months from upload (retention end on the document), then deletion after human review Statutory retention: §§ 15, 29 GlBG: 6-month limitation period for claims (plus delivery buffer) |
| Applicant work experience (CV) | Together with the applicant: deleted when the applicant is anonymised (retention period after rejection or end of talent pool consent) |
| Applicant education (CV) | Together with the applicant: deleted when the applicant is anonymised (retention period after rejection or end of talent pool consent) |
| CV import (temporary storage for CV parsing and review form) | 1 day from creation |
| Applicant properties | Together with the applicant record (deletion cascades) |
| Personal applicant links (self-disclosure, appointment booking) | 1 month from the reference date |
| Interview slots (scheduling agent) | 7 months from end of trip Statutory retention: §§ 15, 29 GlBG: 6-month limitation period for claims (plus delivery buffer) |
| Applicant job search profiles (job alert) | Together with the applicant: deleted when the applicant is anonymised (retention period after rejection or end of talent pool consent) or when the profile is deleted; consent removed immediately on withdrawal |
| CV search index (word search without plain text) | Together with the document or applicant: immediately when the CV is deleted or replaced and when the applicant is anonymised |
| Deferred emails (waiting for the tenant's SMTP server) | 1 month from creation |
| Customer contacts | |
| Workplace inspections at the client company | 7 years from the end of the calendar year (reference: document date) Statutory retention: Documentation of the workplace inspection under the Austrian ASchG (suggestion: 7 years) |
| Customer contacts (incl. customer portal access) | 3 years (1095 days) after the end of the business relationship or after the contact is deactivated; consent to marketing calls together with the contact, its date and proof 3 years (1095 days) after a withdrawal (daily run eagledesk:newsletter-nachweise-bereinigen) |
| Proof of newsletter consent (double opt-in, withdrawal, import, manual entry; records of earlier invitations) | 3 years (1095 days) after the objection (withdrawal or refusal) or — for invitations without response — after the last event (daily run eagledesk:newsletter-nachweise-bereinigen); while consent is in place, as long as the contact exists |
| Deletion marker for the newsletter export (deleted contact persons) | 1 year from creation |
| Customer requests (staffing requests) | For the duration of the business initiation or relationship; reviewed afterwards under the erasure concept |
| Sales activities (contact history) | 7 years from the end of the calendar year (reference: creation) Statutory retention: § 212 UGB (business letters and records, 7 years) |
| Customer approval links (timesheet approval) | 7 years from the end of the calendar year (reference: last change) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (invoice approval record) |
| Day-by-day timesheet approval (decisions of the approval chain) | 3 years from decision |
| Acknowledgement of absences by the client company (customer portal) | 3 years from the reference date |
| Reminders to customer approvers (timesheet approval) | 3 years from the reference date |
| Departments of the customer (customer portal team structure) | As long as the customer exists; the assignment to the head is removed together with the contact |
| Approval responsibilities of customer contacts (customer portal) | As long as the contact exists; deleted together with the contact, department or placement or when the responsibility is removed |
| Client declarations (details under sections 10 and 12 AÜG from the customer per activity) | Together with the customer; the PDF record follows the retention of its document category (suggestion: 7 years after the end of the customer relationship) |
| Price adjustments (adjustment of the billing rates of an order with the client's consent) | Together with the customer or order; the letter follows the retention of its document category (suggestion: 7 years after the end of the customer relationship, section 132 BAO) |
| Bulk mailing: status per recipient | 1 year from creation |
| Bulk mailing: attachments | 1 month |
| Campaigns: contacts (work list with status and result) | 2 years |
| Quotations (recipient, items, prices, status, introduction/closing text) | 7 years from document date |
| Access log of full candidate profiles (talent offers, customer portal) | together with the profile offer (personalvorschlaege, foreign key with cascading delete) |
| Assignment channel: messages from client companies to assigned workers | 3 months from expiry of the access |
| Work site profiles of client companies (information for assigned workers) | For the duration of the business relationship with the client company; approved versions as proof of information until 3 years after the last assignment to this client (flagged for review) |
| Vacancies at the client company (job board for assigned workers) | 3 years from the reference date |
| Change reports on customer requests (customer portal) | 3 years from creation |
| Read-only links to the request status (without customer portal login) | Valid for 14 days; deleted automatically 30 days after expiry |
| Milestone e-mails on the request status (dispatch log) | 3 years from creation |
| Reorders from the customer portal (request for “the same person”) | 3 years from creation |
| Team-lead scope of customer contacts (customer portal) | As long as the contact exists; deleted together with the contact or when the scope is removed |
| Extension requests and end notices for assignments (client) | 3 years from creation |
| Mail merge: combined PDF for printing | 7 days after creation (automatic deletion including the file by eagledesk:purge-expired); letters additionally filed individually according to the period of generated documents |
| Clients (hirers) | |
| Placement orders (recruitment placement) | Review by the tenant after the order is closed; invoiced orders 7 years from the end of the calendar year of the invoice (§ 132 BAO) Statutory retention: § 132 BAO (basis of invoiced placement fees) |
| Clients (hirers) incl. contact person | For the duration of the business relationship; afterwards until the statutory retention ends. Prospects without a business relationship: for the duration of the business initiation, reviewed afterwards under the erasure concept Statutory retention: § 132 BAO: 7 years (billing-relevant master data) |
| Sales opportunities (lead pipeline) | For the duration of the business initiation or relationship; reviewed afterwards under the erasure concept |
| Budgets per customer (cost cockpit in the customer portal) | As long as the customer exists; deleted together with the customer or order or when the budget is removed |
| Invoices | Statutory retention period Statutory retention: § 132 BAO: 7 years from the end of the calendar year |
| Invoice lines (services per worker) | Lines: retention under § 132 BAO (no automatic deletion). Employee name: removed automatically 2922 days after the invoice was created Statutory retention: § 132 BAO: 7 years from the end of the calendar year |
| Day references of invoice lines (invoiced daily bookings) | Together with the related person record Statutory retention: § 132 BAO: 7 years from the end of the calendar year (as part of the invoice) |
| Credit notes | Statutory retention period Statutory retention: § 132 BAO: 7 years from the end of the calendar year |
| Lines of partial credit notes | Together with the credit note (accounting record): 7 years from the end of the calendar year Statutory retention: § 132 BAO (Austrian Federal Fiscal Code): 7 years from the end of the calendar year |
| Accounting export runs (monthly batch export to the accounting software) | Together with the accounting records: 7 years from the end of the calendar year Statutory retention: § 132 BAO (Austrian Federal Fiscal Code): 7 years from the end of the calendar year |
| Invoice runs (log of the batch invoicing run) | Together with the accounting records: 7 years from the end of the calendar year Statutory retention: § 132 BAO (Austrian Federal Fiscal Code): 7 years from the end of the calendar year |
| Recurring billing (billing templates per customer or placement) | Until the template is deleted or together with the customer; a deleted placement clears the reference. The created invoices follow § 132 BAO |
| Payments received | Statutory retention period Statutory retention: § 132 BAO: 7 years from the end of the calendar year |
| Invoice instalment plans | Statutory retention period Statutory retention: § 132 BAO: 7 years from the end of the calendar year |
| Bank statements (bank reconciliation) | 7 years from the end of the calendar year (reference: end of the statement period) Statutory retention: § 132 BAO: 7 years from the end of the calendar year des Auszugs |
| Bank transactions and matching suggestions (bank reconciliation) | 7 years from the end of the calendar year (reference: booking date) Statutory retention: § 132 BAO: 7 years from the end of the calendar year der Buchung (Bestandteil des Kontoauszugs) |
| Matches of bank transactions to invoices | Statutory retention period Statutory retention: § 132 BAO: 7 years from the end of the calendar year (Bestandteil der Zahlungsbelege) |
| Change history of the invoice recipient | Statutory retention period Statutory retention: § 132 BAO: 7 years from the end of the calendar year (wie die Rechnung) |
| Payment reminders | Statutory retention period Statutory retention: § 132 BAO: 7 years from the end of the calendar year |
| Dispatch log of documents (invoices, reminders, credit notes) | 8 years from creation |
| Debtor accounts per customer and location (accounting) | For the duration of the business relationship; deleted together with the customer |
| Cash book entries | Statutory retention period Statutory retention: § 132 BAO: 7 years from the end of the calendar year |
| KPI alerts (proactive deviation notices) | 400 days from the reference date |
| Acquisition leads (lead radar): companies with an identified staffing need | 6 months from expiry of the access |
| Client orders (status, collective agreement, working time, invoice details, signed assignment contract) | 7 years from the end of the calendar year (reference: end of trip) Statutory retention: § 132 BAO: 7 years from the end of the calendar year |
| Client credit rating history (KSV rating, payment behaviour) | 5 years from document date |
| Client exposure (result of the daily finance radar run) | 1 month from the reference date |
| Partner agencies (subcontracting) | |
| Partner agencies (suppliers of subcontracted staff) incl. contact person | For the duration of the business relationship; afterwards until the statutory retention ends Statutory retention: § 132 BAO: 7 years from the end of the calendar year (billing-relevant master data) |
| Other addresses (suppliers, tax advisers, payroll office, social insurance, bank, training providers) | 3 years from last change |
| Accommodation (quarters) incl. contact details and terms | For the duration of the business relationship with the accommodation; reviewed afterwards under the erasure concept |
| Accommodation contact persons (landlord, reception, caretaker) | 3 years from last change |
| Users of the application | |
| Payroll posting lists (header: number, period, totals, posted status) | 7 years from the end of the calendar year (reference: creation) Statutory retention: § 132 BAO (Austrian Federal Fiscal Code): 7 years from the end of the calendar year |
| Retroactive collective agreement increases (procedures: tariff version, percentages, totals, monthly overview) | 7 years from the end of the calendar year (reference: creation) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (Bezug zu Lohnkonto und Rechnungen) |
| Checklist items and defects of workplace inspections | 7 years Statutory retention: Documentation of the workplace inspection under the Austrian ASchG (suggestion: 7 years) |
| API access (REST API tokens) | Until deleted by the tenant or with the tenant; revoked and expired tokens are reviewed under the erasure concept; the user reference is removed with the user account |
| Webhooks (notifications to connected applications) | Until the webhook is deleted or with the tenant; the user reference is removed with the user account |
| Telephony integration: call metadata (time, direction, duration, recognised person) | 3 months from creation |
| Telephony integration: own settings and consent of the user | Until withdrawn or until the user account or tenant is deleted Statutory retention: Nachweis der Einwilligung (Art. 7 Abs. 1 DSGVO), solange die Einstellung gilt; entfällt mit dem Widerruf, dem Benutzerkonto bzw. dem Mandanten (Cascade) |
| Telephony integration: tenant settings (processing and works agreement evidence) | As long as the integration is used; removed when the tenant is deleted Statutory retention: Nachweis der Auftragsverarbeitung und der Betriebsvereinbarung (Art. 28, Art. 5 Abs. 2 DSGVO), solange die Integration genutzt wird |
| Assignment rules for applications | Until the rule is deleted; departed users are skipped during assignment |
| Daily cash book closings | Together with the related person record Statutory retention: § 132 BAO: 7 years from the end of the calendar year |
| User accounts (back office) | For the lifetime of the user account; deleted by the admin when the user leaves |
| Setup links of the first admin (set password) | 3 months from expiry of the access |
| Dismissed platform announcements per user | Deleted together with the user account or the announcement (foreign key) |
| Personal settings of users | For the lifetime of the user account; deleted together with the user account |
| User–tenant assignments | Together with the related person record |
| Export log (list exports) | 1 year from creation |
| Customer permissions of users (data access “selected”) | For the lifetime of the user account or the assignment; deleted together with the user account or the customer |
| Sharing of customers with further locations | Until the sharing is withdrawn or the customer or location is deleted; the reference to the sharing person is cleared with their user account |
| Sharing of other addresses with further locations | Until the sharing is withdrawn or the address or location is deleted; the reference to the sharing person is cleared with their user account |
| Four-eyes approvals (margin, credit note, cancellation) | 7 years from the end of the calendar year (reference: decision) Statutory retention: Section 132 BAO: 7 years (evidence for credit notes and cancellations); open requests 7 years from the end of the calendar year of creation |
| ICS watch: findings of the internal control system | 1 year from the reference date |
| Audit cockpit: time-limited auditor access (external auditors) | 3 years from expiry of the access |
| Audit cockpit: access log of the auditor room | 3 years from creation |
| Login sessions | Until the session expires (automatic clean-up) |
| Security store (lockouts after failed attempts, rate limits, replay protection, de-duplication of notifications) | Until the respective entry expires (depending on the purpose 1 minute to 370 days, e.g. lockout 10 minutes, monthly-total notice 90 days, birthday greeting 370 days); a daily clean-up permanently deletes expired entries |
| Password reset tokens | Valid for 60 minutes, then invalid and cleaned up |
| Change log (audit log) | Log entry together with the logged record or until its retention ends; the IP address and browser identifier stored in it are anonymised automatically (daily) after 90 days, the entry itself remains |
| Activity log | 1 year from creation |
| Background queue (jobs) | Until the task has been processed (removed automatically) |
| Failed background tasks | 1 month from the reference date |
| In-app notifications | Until deleted by the recipient or together with the user account |
| History of plan and quota changes | For the duration of the contract; the user reference is removed with the user account |
| Communication channel log (metadata) | 6 months from creation |
| Job ad versions | Together with the vacancy (deleting the vacancy cascades); the user reference is removed when the user is deleted |
| AI log (metadata only) | 1 year from creation |
| Location assignment of users | For the lifetime of the user account or the location assignment |
| Assignment manager history per placement | Same as the related placement: 7 years from the end of the calendar year of the placement end; deleted together with the placement Statutory retention: § 132 BAO: 7 years from the end of the calendar year (as part of the assignment/billing records) |
| KPI targets (Insights, budget) | 7 years from last change |
| Surcharge types (costing and contribution-margin reference data) | 7 years from last change |
| Costings (contribution margin pre-calculation) | 7 years from last change |
| Report subscriptions (scheduled reports) | Until the subscription is deleted or together with the user account |
| Recipients of team report subscriptions | Until the subscription is changed or deleted or together with the user account |
| Report files of report subscriptions | 1 month from creation |
| KPI snapshots (frozen monthly values, month-end close basis) | 7 years from creation |
| Budget planning (plan and forecast) | 7 years from last change |
| Actual costs of the stage calculation (balance list import) | 7 years from last change |
| Log of balance list imports | 7 years from last change |
| Reference surcharges under the temporary agency work CBA (Sec. 10 AÜG, versioned parameters) | 7 years from the end of the calendar year (reference: last change) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (lohnrelevanter Parameter) |
| Contribution and VAT rates (versioned parameters) | 7 years from the end of the calendar year (reference: last change) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (Grundlage der Lohn-/Rechnungsberechnung) |
| Income tax tariffs (versioned parameters, confirmation by the tax adviser) | 7 years from the end of the calendar year (reference: last change) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (Grundlage der Lohnberechnung) |
| Works agreements of hirers (Sec. 10 AÜG, versioned) | 7 years from the end of the calendar year (reference: last change) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (Grundlage der Lohn-/Rechnungsberechnung) |
| Trade CBA wage tables (versioned parameters) | 7 years from the end of the calendar year (reference: last change) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (Grundlage der Lohn-/Rechnungsberechnung) |
| Costing parameters (versioned) | 7 years from the end of the calendar year (reference: last change) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (Grundlage der Lohn-/Rechnungsberechnung) |
| Versioned tenant parameters (rates, periods, settings) | 7 years from the end of the calendar year (reference: last change) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (Grundlage der Lohn-/Rechnungsberechnung) |
| Wage component catalogue (configuration) | 7 years from the end of the calendar year (reference: last change) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (Grundlage der Lohn-/Rechnungsberechnung) |
| Allowances and daily rates (versioned parameters) | 7 years from the end of the calendar year (reference: last change) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (Grundlage der Lohn-/Rechnungsberechnung) |
| Tenant master data and settings | For the duration of the tenant contract; afterwards according to the operator’s deletion concept |
| Saved search criteria (skill search, search agent) | 6 months from the reference date |
| Saved list views (filters, columns, sort order) | For the lifetime of the user account; deleted together with the user account or by the person (shared views also by admins) |
| Bulk mailing (bulk email/text message run) | 1 year from creation |
| Campaigns (name, goal, period, target group criteria, channel, status) | 2 years from the reference date |
| Tenant data exports (ZIP with all data and documents, self-export) | 3 months from the reference date |
| Translations of work site profiles (AI suggestion or manual, approved by the office) | As the associated work site profile (deleted together with it) |
| Plausibility check: check runs per month (check report file) | 7 years from the end of the calendar year (reference: last change) Statutory retention: § 132 BAO: 7 years from the end of the calendar year (Prüfprotokoll als Beleg zum Monatsabschluss) |
| Support access (reason, period, support account) | For the duration of the contract (evidence); the reference to the support account is removed with the account |
| Support requests to the platform operator (tickets) | 2 years after the ticket is closed, tickets never closed at the latest 3 years after the last change (model:prune, daily; resolved tickets without a reply close after 7 days); immediately together with the tenant |
| News items read per user | Deleted together with the user account or the news item (foreign key) |
| Ideas for the further development of the software (ideas board) | When the user account or the tenant is deleted, the reference is cleared and the idea remains without personal reference; non-public ideas without a tenant are discarded by model:prune after the configured period (plattform.feedback.verwaiste_ideen_tage, default 30 days) |
| Votes on ideas (one vote per user and idea) | Deleted together with the user account, the tenant or the idea (foreign key); can be withdrawn by the user at any time |
| Comments on ideas | Deleted together with the user account, the tenant or the idea (foreign key) |
| Announcements (news) for the team, the Employee Web App and the customer portal | Until deleted by the tenant; the reference to the author is cleared together with their user account |
| Signature and stamp images for generated documents | 1 month from the reference date |
| Knowledge assistant: policies and process documents (Workie+) | 1 month from the reference date |
| Daily cockpit: postponed entries | 7 days from the reference date |
| CBA wage table import via AI: drafts with review and approval record | 3 years from last change |
| Passkeys (sign-in with fingerprint, face recognition or device PIN) | Until removed by the person, or until access is revoked or the account is deleted |
| Sign-in log (login protection) | 3 months from creation |
| Safety instruction contents (versioned, multilingual) with comprehension questions | As long as instruction records refer to the version; released versions cannot be changed, drafts can be deleted by admins at any time; deleted together with the tenant |
| On-site safety instruction sessions (QR code, attendance) | Together with the related group instruction (record under Section 14 ASchG); no separate deletion, deleted together with the tenant |
Applicants: with express consent to inclusion in the talent pool, application data is stored until the consent expires (at most 36 months). Consent can be withdrawn at any time; the data is then anonymised as soon as any statutory retention after the end of the application procedure has expired.
Supplementing section 11, the following processing may involve a transfer to a third country:
- Push notifications (Employee Web App and customer portal): Possible: browser vendors’ push services, possibly outside the EU (e.g. Google FCM, USA; EU-US Data Privacy Framework adequacy decision). Only the endpoint and delivery metadata are transferred, the content is end-to-end encrypted; activated only by the person themselves.
- Map view: loading of map tiles (optional): Depends on the tile provider: default OpenStreetMap Foundation (United Kingdom, adequacy decision) delivered via CDN; no third-country transfer only with an own tile server in the EU (GEO_TILE_URL)
13.2 Optional processing is switched off by default
Optional processing operations — AI assistance, SMS, incoming e-mail processing and GPS/location capture — are switched off by default for every customer (privacy by default, Art. 25 GDPR). They are only activated by an administrator of the respective customer; where a processor is involved, only after the data processing agreement has been confirmed and documented. Health data fields (Art. 9 GDPR) are technically excluded from AI and other external services; in addition, chat messages and assignment channel notices are checked against a keyword list before automatic translation (section 18.1).
14. Obligation to provide data
The provision of certain data is necessary for the use of our website and application. To create and use a user account, for example, the relevant account data must be provided; without it, access cannot be granted. For the processing of personnel data on behalf of a customer, the customer determines, as controller, which data is required. Where the provision of data is required by law or by contract, this is indicated accordingly; failure to provide it may mean that the corresponding service cannot be provided.
15. Data protection officer
We have not appointed a data protection officer, as the legal requirements for a mandatory appointment under Art. 37 GDPR and the Austrian DSG are not met. For all data protection enquiries you may contact us directly using the contact details in section 1.
16. Your rights as a data subject
Subject to the statutory conditions, you have the following rights in respect of your personal data:
- Right of access (Art. 15 GDPR) — to obtain confirmation as to whether and which personal data we process about you; in the application we can provide this as a structured GDPR data export.
- Right to rectification (Art. 16 GDPR) — to have inaccurate data corrected and incomplete data completed.
- Right to erasure (Art. 17 GDPR) — to have your data deleted, provided no retention obligations or other legal grounds preclude this.
- Right to restriction of processing (Art. 18 GDPR) — to have processing restricted in the cases provided for by law.
- Right to data portability (Art. 20 GDPR) — to receive the data you have provided in a structured, commonly used and machine-readable format.
- Right to object (Art. 21 GDPR) — to object, on grounds relating to your particular situation, to processing based on legitimate interests.
- Right to withdraw consent (Art. 7(3) GDPR) — to withdraw consent at any time with effect for the future, without affecting the lawfulness of processing carried out before withdrawal.
To exercise your rights, please contact hello@eagledesk.at. If your data is processed by a staffing agency using our application, please address your request to that agency as the controller; as a processor we will support the controller in handling such requests.
17. Right to lodge a complaint
Without prejudice to any other legal remedy, you have the right to lodge a complaint with a supervisory authority if you consider that the processing of your personal data infringes data protection law. The competent supervisory authority in Austria is the Austrian Data Protection Authority (Österreichische Datenschutzbehörde), Barichgasse 40-42, 1030 Vienna, Austria — dsb.gv.at.
18. No automated decision-making or profiling
We do not use any automated decision-making, including profiling, within the meaning of Art. 22 GDPR that produces legal effects concerning you or similarly significantly affects you. Decisions with legal or comparable effects are not taken solely on the basis of automated processing.
18.1 AI assistance (optional)
The application offers optional AI assistance functions (e.g. reading timesheets, plausibility hints, drafting job advertisements, translations). They are switched off by default and are only activated by an administrator of the respective customer; when the external service is used, only after the customer has documented that it acknowledges the operator’s use of Google Cloud (Vertex AI, EU) as a sub-processor under the data processing agreement.
- Processing in the EU only: Either the model Claude via Google Cloud Vertex AI in the EU multi-region (sub-processor of the operator pursuant to Art. 28(2) and (4) GDPR) or a model operated in our own data centre within the EU. No transfer to third countries; the content is not used to train AI models.
- No automated decisions (Art. 22 GDPR): AI results are clearly labelled, non-binding suggestions. A suggestion only enters the business data (e.g. the timesheet) after review and confirmation by a human; until then it is stored only as a suggestion (e.g. the values read from a timesheet until they are reviewed). Automatic translations of chat messages and assignment channel notices are stored and displayed marked as AI text, alongside the original, which remains authoritative. Suggestions for discarded timesheets are deleted 90 days after discarding.
- Protection of special categories: Health data and other special categories of personal data (Art. 9 GDPR) from the fields intended for them, such as diagnoses, sick leave reasons or occupational accidents, are technically excluded from AI. Chat messages and assignment channel notices are checked against a keyword list before automatic translation; detected health information is not sent to the AI. A keyword list does not recognise every wording; health information therefore does not belong in free-text fields.
- Logging without content: For each request only metadata is logged (function, service, model, number of tokens, duration, status, triggering user) — never the content of prompts or answers. These logs are deleted after 365 days.
- Transparency (EU AI Act): AI-generated suggestions are marked as such in the user interface.
Legal basis: Art. 6(1)(b) and (f) GDPR; where the customer uses the application as controller, the customer’s instructions pursuant to Art. 28 GDPR.
19. Changes and status
We may amend this privacy policy from time to time to reflect changes to our services, our infrastructure or the applicable legal requirements. The version published on this page at the time of your access applies. We recommend that you review this policy periodically. Last updated: October 2026.