What happens to your employee data.
Kanriva™ processes schedules, absence, presence and personnel records. That deserves a straight answer rather than a badge. Everything on this page is in place today — if something is not, it is not listed.
Last updated: June 2026
EU-hosted · role-based access · full change history · DPA downloadable below · no AI training on your data · your data stays exportable.
Hosting & data location
- Application and database are hosted in the European Union, on managed infrastructure at Strato.
- Workforce data — schedules, absence, presence, productivity, personnel records, uploaded files, in-app notifications and the audit trail — is stored and backed up inside the EU only.
- Two narrow exceptions, named rather than buried: the payment provider (Stripe) processes billing contact and payment data of your administrators, never workforce data, and the transactional email provider (Resend) processes the recipient address and the content of platform emails. Both run under the European Commission’s Standard Contractual Clauses.
- Mobile delivery: if push notifications are enabled on an Android device, hand-off to the device is performed by Google’s notification service and notification text is kept free of personnel details. In-app notifications themselves are generated and stored on our own EU infrastructure.
- Each customer is a separate tenant. Every application query, export, report and background job is scoped to the authenticated user’s tenant on the server, and that scoping is covered by automated regression tests across the API, exports, file downloads and the mobile endpoints.
Encryption
- Encrypted in transit: all traffic runs over HTTPS/TLS, including the FlowCrew mobile app.
- Encrypted at rest: database, uploaded files and backups sit on provider-managed encrypted storage. To be precise for a security reviewer — this is storage-level encryption, not per-field application encryption, and the keys are managed by the hosting provider.
Access control & audit trail
- Role-based access per module: a team lead, a planner, an HR user and a company admin see different things.
- Personnel and performance data can be restricted so only the roles that need it can open a personal record.
- Changes are written with author and timestamp, giving you a change history you can reconstruct afterwards.
- Every customer account belongs to exactly one company workspace, and no customer role can reach another company’s data — not even for support convenience.
- The one exception, stated openly: a named Kaizen Kanri master-admin account exists for tenant administration and support. Its use is limited to support, incident resolution and maintenance, it is bound by the confidentiality and least-privilege terms in the DPA, and infrastructure-level access (hosting and database tooling) inevitably sits with the operator, as it does with any hosted platform.
Artificial intelligence — what we do NOT do
- The staffing recommendation engine is deterministic and rule-based: workload, productivity standards, availability, absence and shift rules in, a proposed roster out. The planner always makes the final decision.
- No employee data is sent to a third-party AI provider, and none of your data is used to train any model.
- Because the logic is rules-based, every suggestion can be explained and reproduced — which is exactly what an auditor or works council will ask.
Backups & recovery
- Monthly full backups of the application database.
- Cancelled or deleted workspaces are retained for 30 days before they are permanently purged, so an accidental deletion can be reversed.
- You can take your own point-in-time copy at any moment through the Excel and PDF exports available in every module.
GDPR & contracts
- You are the controller of your employee data; Kaizen Kanri is the processor.
- A data processing agreement (verwerkersovereenkomst) is available for immediate download below, in English and in Dutch, and can be counter-signed on request before you enter any real employee data.
- Sub-processors: Strato (hosting, EU), Stripe (payment processing), Resend (transactional email), Emergent (managed deployment platform and file storage). The current list is included with the DPA.
- Data subject requests (access, correction, deletion) are supported through the platform: records are editable and exportable, and a personnel record can be removed.
Availability & support
- Kanriva™ is available continuously as long as the hosting infrastructure at Strato is operational; there is no scheduled downtime window.
- No uptime percentage is claimed on trial workspaces. Availability commitments can be agreed contractually on annual agreements.
- Support comes from the people who build the platform. Replies normally arrive within one business day.
- Security issues: report them to info@kaizenkanri.nl and they are triaged before feature work.
Honest limitations
- Two-factor authentication is not available yet. Accounts are protected by password and role-based access; MFA is on the roadmap and is not claimed here as shipped.
- No external penetration test or ISO/SOC certification has been carried out. Kaizen Kanri is a small vendor and says so rather than implying an audit that does not exist.
- If a requirement in your procurement process is not met, you will get a "no" and a date — not a maybe.
The DPA and security pack — no request form
Everything a privacy officer or IT lead asks for, as signed-ready PDFs. No email gate, no sales call first: read it, check it against your own policy, then talk to us. If your organisation prefers its own processing-agreement template, send it over and we will review and sign it.
Complete pack (single PDF)
The full pack in one file — the one to forward to your privacy officer. The Dutch processing agreement is a separate download below.
Data Processing Agreement
Article 28 GDPR, ready for signature, with Annex I (processing description), Annex II (technical and organisational measures, including what is not yet in place) and Annex III (sub-processors).
Verwerkersovereenkomst (Dutch DPA)
The same processing agreement in Dutch, for your privacy officer or works council. For controllers established in the Netherlands the Dutch text prevails over the English version.
Security Statement
Hosting, encryption, access control, customer separation, backups, AI position and honest limitations — plus a pre-answered 42-question vendor security questionnaire.
Sub-Processor Register
Who touches your data, what exactly they see, where they are, and the 30-day notice and objection right on changes.
Backup, Retention and Exit Statement
Backup frequency and recovery objectives, retention per data category, and the exit checklist that gets your data out.
Incident Response Procedure
Severity levels, the six steps, the 48-hour notification commitment and how to report a security finding to us.
Version 1.0 · 29 June 2026. These documents are provided for your own legal review; they are a contract, not marketing copy. The processing agreement is available in English and in Dutch; for controllers established in the Netherlands the Dutch text prevails.
Need it signed, or on your own template?
The documents above are ready to read and to sign. If you need a counter-signed copy with your company details filled into Annex I, or you would rather we sign your organisation’s own processing agreement, write to us — normally answered within one business day, and we will not put a sales call in front of it.
info@kaizenkanri.nl