Privacy policy

Last updated: October 2026

This is an English translation for convenience. The German version at https://professionaltony.de/datenschutz is the governing text.

1. Controller

Professional Tony AB
Tjällmoravägen 2, 134 61 Ingarö, Sweden
Organisation number 559524-2032, registered office Värmdö kommun
E-mail: contact@professionaltony.com

You can reach us at the address above on any data protection matter.

2. This website (professionaltony.com and professionaltony.de)

This website presents our product and contains a form for enquiries and the waiting list. It sets no cookies, uses no tracking and no analytics services and loads no content from third-party servers.

Server log files

When the site is accessed, access data is processed for technical reasons (IP address, time, page requested, browser identifier). This processing serves to provide the service and keep its operation secure (Art. 6(1)(f) GDPR), and the data is deleted after a short time.

Hosting

The website and the application run on servers of Hetzner Online GmbH (Gunzenhausen, Germany) in its data centre in Helsinki, Finland. Every night we create an encrypted backup copy and transfer it to storage of Hetzner Online GmbH in Germany. Hetzner processes the data as our processor; a data processing agreement under Art. 28 GDPR is in place. The data stored at Hetzner therefore remains in the EU/EEA.

Contact by e-mail

If you contact us by e-mail, we process the details you give us in order to handle your enquiry (Art. 6(1)(b) or (f) GDPR).

Contact form and waiting list

Through the contact form and the waiting-list form we collect your name, your e-mail address, the name of your company (optional in the contact form), your phone number if you give it, and, for a question, your message. We use these details to answer your enquiry and, for the waiting list, to notify you as soon as we can take your company on. The legal basis is Art. 6(1)(b) GDPR where your enquiry is aimed at a contract with us, and otherwise our legitimate interest in answering enquiries and informing interested parties about the launch (Art. 6(1)(f) GDPR).

Our server does not store the details in a database. It sends them as an e-mail to our mailbox contact@professionaltony.com; the e-mail is delivered through Microsoft 365, with which a data processing agreement is in place (section 5). It stays in our mailbox until your enquiry is settled or, for the waiting list, until we have notified your company or you ask us to remove you from the waiting list. We then delete it. The form sets no cookies. To turn away submissions sent too often, our server counts submissions per IP address; this count is held only in memory.

3. The application (app.professionaltony.com)

The application is operations software for skilled-trade businesses and is accessible to registered customers only. For customer data in the application we act as processor on behalf of the respective business; the scope and obligations are set out in the data processing agreement with the customer.

Sign-in

Sign-in uses existing accounts with Microsoft (Entra ID) or Google (OpenID Connect). Identity details (name, e-mail address) are transmitted to us by the chosen provider. The application sets only technically necessary session cookies (Art. 6(1)(b) GDPR).

Data processed

Business data of the respective business, including projects, Aufmaß (site measurements), quotations, invoices, working hours and contact details of business partners. Processing takes place in the EU/EEA as a rule; sub-processors are engaged only under a contract in accordance with Art. 28 GDPR and are named in the data processing agreement. Where a transfer to a third country is possible in a particular case, we name it expressly; at present this concerns the assistant and the import of old documents (both via Mistral AI) and payment processing via Stripe, all described in section 5.

Storage period

Business data is subject to the statutory retention periods that apply to the respective business (for example under commercial and tax law); after that it is deleted. When the contract ends, customers receive their data back (export), and it is then deleted.

Voluntary usage analytics (only with consent)

To improve the application, users can voluntarily agree to let us record which screens and functions they use and when (Art. 6(1)(a) GDPR). Without consent, no such recording takes place; the application works the same. No additional cookies are set and no third-party services are involved; the data stays on our servers in the EU/EEA. We record screen and function identifiers with time, duration of use and order within a session, together with the user account, and also technical errors of the application with their HTTP status code; no content, no customer data, no IP addresses and no search terms. We deliberately do not record failed sign-ins and denied access. The respective business (employer) has no access to this data; we only evaluate it in aggregate. The raw data is deleted after 180 days. Consent can be withdrawn at any time with effect for the future via the "Usage analytics" entry ("Nutzungsanalyse" in the German interface) in the application's sidebar (in the mobile app, on the "Sync" page).

Anyone who registers a business themselves is asked in the registration form: the usage analytics box is not pre-ticked, it is separate from the consent to the data processing agreement, and registration succeeds without ticking it. We store the answer with the time and the version of the text shown, so that the consent can be demonstrated (Art. 7(1) GDPR). Users whom a business invites later are not included automatically and are not asked after signing in; no usage analytics takes place for them until they agree themselves via the "Usage analytics" entry.

Sidebar and favourites

So that the sidebar adapts to the way you work, we store for your user account your favourites and, for each area, how often and when you last opened it. Only you can see this information, not your employer either; it is deleted after 180 days and removed together with your user account.

Feedback from the application

Users can send us comments, errors and suggestions through the feedback function. We process the details to handle the feedback (Art. 6(1)(b) or (f) GDPR) and delete them once the matter is closed and no further questions are to be expected.

4. Connecting e-mail and calendar (Google Workspace, Microsoft 365)

A business can voluntarily connect a single mailbox of its own choosing, and the associated calendar, to the application. Without this express connection, the application does not access any mailbox or calendar data at all. The connection uses OAuth; a password is never transmitted to us.

What data we retrieve

• E-mail (read): header and content data, and file attachments, of the messages in the connected mailbox (gmail.readonly or Mail.Read).
• Calendar (read and write): events in the connected calendar (calendar.events or Calendars.ReadWrite).

We do not request permission to send (gmail.send / Mail.Send). The application sends no e-mails through the connected mailbox and does not change, move, flag or delete anything there.

What for

Incoming messages are classified so that tenders (GAEB files, bills of quantities) and supplier invoices can be recognised and, on the express confirmation of the business, their attachments can be taken over into quotation or invoice processing. In the calendar, the application creates the business's appointments (site visits, crew scheduling, deadlines) and reads them back for reconciliation, so that repeated synchronisation does not create duplicate entries. There is no advertising, no profiling and no training of AI models with this data.

Storage period

Message content is kept only as long as it is needed for processing. Attachments that become accounting records, in particular supplier invoices, are subject to the statutory retention periods (in Germany currently eight years under § 147 AO (German Fiscal Code) / § 257 HGB (German Commercial Code)) and are archived unalterably in their original format. This retention is required by law and to that extent prevents deletion (Art. 17(3)(b) GDPR).

Where, and who else has access

Processing takes place exclusively on our servers in the EU/EEA (Hetzner Online GmbH, data centre in Helsinki, Finland). Data from the connected mailbox or calendar is not passed on to any third party. For the retrieval itself there is no sub-processor other than the hosting named above. As soon as you take content from it into the application, the information in section 5 also applies to that data. People on our side access the data only where this is necessary to keep the service running, to analyse errors or to prevent misuse, or where we are required to by law. Such access is limited to a few authorised persons and is subject to documented access controls. Every change to your data is logged in the process; read-only access to the database is currently not logged separately.

Withdrawal

The business can disconnect at any time in the application (Settings → E-mail & calendar). This deletes the stored access token and ends any further retrieval immediately. In addition, the permission can be revoked with the provider itself: at Google under myaccount.google.com/permissions, at Microsoft under myapps.microsoft.com.

Google API Services: Limited Use

For data we receive through Google Workspace interfaces, the following applies as a binding commitment:

"The use of information received from Google Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements."

In other words: we use information received through Google Workspace APIs in accordance with the Google User Data Policy, including the Limited Use requirements. In particular, we do not pass this data on to advertising platforms, data brokers or information resellers, and we do not use it for advertising or to train generalised AI models.

5. Artificial intelligence: which models we use and where they run

We name every model here and state which server it runs on. The application uses AI in three places, and these three places have to be assessed differently.

Catalogue matching (runs on our own server)

When the application matches an item from a bill of quantities to an entry in your price catalogue, it compares the texts using the model potion-multilingual-128M from the provider minishlab (MIT licence). This model is built into our server image when the image is created and is pinned to a fixed version. It runs exclusively on our server in Finland and downloads nothing from the internet while in operation. For this matching, not a single character of your data leaves our system.

The assistant (the chat window in the application)

The assistant answers questions about using the application and, on request, looks things up in the business's data while doing so. It is switched on for each business individually and is off by default. As long as it is switched off, no processing takes place for it and nothing leaves our server.

When it is switched on, we send the question asked, together with the information needed to answer it, to the interface of Mistral AI SAS, Paris. There, one of the Mistral models answers it. The following applies:

• Mistral is our processor on the basis of the Data Processing Addendum of 27 July 2026, which applies upon acceptance of the terms of use.
• We call only the European interface api.mistral.ai; Mistral processes there in the European Union by default.
• Training AI models with your data is excluded by contract and is also switched off in the account.
• Mistral keeps inputs and outputs for 30 days to detect misuse and deletes them afterwards. Mistral offers processing entirely without this retention only in a higher contract tier, which we have not taken.
• Depending on the function, Mistral uses its own sub-processors and publishes them at trust.mistral.ai/subprocessors. Any transfers to a third country in that context take place on the basis of standard contractual clauses.

The assistant currently uses the model Mistral Medium (mistral-medium-2604). We pin this version so that the model does not change unnoticed; when we move to a new version, we update this information. The assistant sees only what the signed-in person is allowed to see anyway. The conversations are stored with us so that you can read them again.

Importing old documents from previous software

When old quotations, order confirmations and invoices are read in from PDF files, the application first works entirely on our own server. Only if that result is too weak and the business has expressly set up the additional function do we send the file to Mistral: there, mistral-ocr-4-0 reads it and Mistral Small 4 sorts the recognised text into fields. Without this set-up, the whole process stays on our server. This route does not exist for your suppliers' invoices: they are only ever read on our side.

What no model does

No model decides about money. Prices, quantities, surcharges, discounts and tax amounts are calculated by the application itself according to fixed rules. What a model delivers is always a suggestion with its source stated, which a person confirms or rejects. The assistant issues no document, sends nothing and deletes nothing.

Which other services receive data from us

For this overview to be complete, here are the other recipients outside our server:

• Running the servers: Hetzner Online GmbH, Germany, with servers in Helsinki, Finland, and the nightly backup copies in Germany (see section 2).
• Sending e-mail: we send the application's e-mails, such as sign-in links, invitations and appointment messages, through Microsoft 365. A data processing agreement is in place.
• SMS: if a business uses SMS notifications for appointments, seven communications GmbH & Co. KG, Kiel, sends them. Without this use, nothing is transmitted by this route.
• Call answering: if a business switches on call answering and forwards its phone number, when it cannot be reached, to a number we provide, 46elks AB, Sidenvävargatan 17, 753 19 Uppsala, Sweden, carries the call to us. The caller's phone number, the number called and the time of the call are transmitted. The call is neither answered nor recorded, so no audio recording and no transcript are created. As a registered telecommunications provider, 46elks is itself the controller under data protection law for this carriage and is not our processor; the data is stored in the EU. Without this use, nothing is transmitted by this route.
• Payment for your subscription: if your business takes out a subscription with us, payment and invoices are handled by Stripe. Our contractual partner is Stripe Payments Europe, Limited, Ireland; the payment services themselves are provided by Stripe Technology Europe, Limited, Ireland. For this we transmit the name of the business, the name and e-mail address of the contact person, the billing address and the VAT identification number. When you pay, Stripe also collects information about your device, such as the IP address and device characteristics, to detect fraud, and may make such information available to other Stripe users for fraud prevention. You enter card or account details directly on Stripe's pages; they do not reach our server. Stripe does not receive the data your business manages in the application, that is customers, employees and projects. Where Stripe processes data on our behalf, a data processing agreement applies. Stripe Technology Company, Limited, Ireland, is itself responsible for its own purposes: for selecting banks and payment providers, detecting and preventing fraud and losses, checks under anti-money-laundering law and other legal obligations, its own customer management and billing, and improving and developing its own services. You can find more on this at stripe.com/ie/privacy. In this context we also transmit the data to Stripe, LLC in the USA. It is certified under the EU-US Data Privacy Framework, for which an adequacy decision of the European Commission exists (Art. 45 GDPR); in the alternative, the European Commission's standard contractual clauses apply. Stripe also passes data to affiliated companies and service providers in other countries, including India. The legal basis is Art. 6(1)(b) GDPR, and for the contact person of a company Art. 6(1)(f) GDPR. We keep invoices and payment records under the Swedish Bookkeeping Act until the end of the seventh year after the calendar year in which the financial year ended (Art. 6(1)(c) GDPR). Without a subscription, nothing is transmitted by this route.
• Address search and map coordinates: the public Nominatim service of the OpenStreetMap project. Only the address itself is transmitted, without names and without reference to any business transaction.
• Weather data for the site diary: the Bright Sky service, which provides the open data of the Deutscher Wetterdienst (German Meteorological Service). Only coordinates and date are transmitted.
• Routes and travel times: the calculation runs on our own server. Nothing leaves our system for it.

6. Your rights

• Access (Art. 15 GDPR)
• Rectification (Art. 16 GDPR)
• Erasure (Art. 17 GDPR)
• Restriction of processing (Art. 18 GDPR)
• Data portability (Art. 20 GDPR)
• Objection to processing based on Art. 6(1)(f) (Art. 21 GDPR)

To exercise them, contact contact@professionaltony.com. You also have the right to lodge a complaint with a data protection supervisory authority, in Sweden the Integritetsskyddsmyndigheten (IMY), or the authority responsible for where you are.

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