From 5b09b9a88e41f6b352b6164d936af76b6ef98d4b Mon Sep 17 00:00:00 2001 From: Johannes Millan Date: Thu, 22 Jan 2026 15:05:53 +0100 Subject: [PATCH] chore: remove internal GDPR compliance documentation Internal compliance documentation has been moved to a private location. These documents contain sensitive operational procedures and security analysis that should not be public. Files moved: - GDPR compliance analysis - Incident response playbooks - Data subject request procedures - DPIA screening decisions - Records of processing activities - Infrastructure verification documents --- .../ALFAHOSTING-RESPONSE-TRACKER.md | 306 ------ .../compliance/CODE-VERIFICATION-FINDINGS.md | 279 ------ .../DATA-SUBJECT-REQUEST-PROCEDURES.md | 847 ---------------- .../compliance/DPIA-SCREENING-DECISION.md | 427 -------- .../compliance/GDPR-COMPLIANCE-ANALYSIS.md | 936 ------------------ .../compliance/INCIDENT-RESPONSE-PLAYBOOK.md | 672 ------------- .../NEXT-STEPS-ALFAHOSTING-VERIFICATION.md | 301 ------ .../docs/compliance/README.md | 432 -------- .../RECORDS-OF-PROCESSING-ACTIVITIES.md | 517 ---------- 9 files changed, 4717 deletions(-) delete mode 100644 packages/super-sync-server/docs/compliance/ALFAHOSTING-RESPONSE-TRACKER.md delete mode 100644 packages/super-sync-server/docs/compliance/CODE-VERIFICATION-FINDINGS.md delete mode 100644 packages/super-sync-server/docs/compliance/DATA-SUBJECT-REQUEST-PROCEDURES.md delete mode 100644 packages/super-sync-server/docs/compliance/DPIA-SCREENING-DECISION.md delete mode 100644 packages/super-sync-server/docs/compliance/GDPR-COMPLIANCE-ANALYSIS.md delete mode 100644 packages/super-sync-server/docs/compliance/INCIDENT-RESPONSE-PLAYBOOK.md delete mode 100644 packages/super-sync-server/docs/compliance/NEXT-STEPS-ALFAHOSTING-VERIFICATION.md delete mode 100644 packages/super-sync-server/docs/compliance/README.md delete mode 100644 packages/super-sync-server/docs/compliance/RECORDS-OF-PROCESSING-ACTIVITIES.md diff --git a/packages/super-sync-server/docs/compliance/ALFAHOSTING-RESPONSE-TRACKER.md b/packages/super-sync-server/docs/compliance/ALFAHOSTING-RESPONSE-TRACKER.md deleted file mode 100644 index b4b067d86..000000000 --- a/packages/super-sync-server/docs/compliance/ALFAHOSTING-RESPONSE-TRACKER.md +++ /dev/null @@ -1,306 +0,0 @@ -# Alfahosting Verification Response Tracker - -## Request Status - -| Field | Value | -| --------------------------- | ---------------------------- | -| **Status** | ✉️ Sent - Awaiting Response | -| **Date Sent** | 2026-01-22 | -| **Method** | [x] Email [ ] Support Ticket | -| **Ticket/Reference Number** | N/A | -| **Expected Response By** | 2026-01-29 (5 business days) | -| **Date Response Received** | | -| **Follow-up Required** | [ ] Yes [ ] No | - ---- - -## Response Summary - -### HIGH PRIORITY Questions - -#### 1. Data Processing Agreement (AVV) - -**Status:** ⏳ Awaiting Response - -**Response Received:** - -``` -[Paste Alfahosting's response here or note that AVV document was attached] -``` - -**Summary:** - -- AVV Received: [ ] Yes [ ] No -- AVV Date: [YYYY-MM-DD] -- VPS Hosting Covered: [ ] Yes [ ] No -- Art. 28 GDPR Compliance: [ ] Yes [ ] No -- **Action Required:** [Save AVV PDF in /compliance/alfahosting/ folder] - ---- - -#### 2. Data Location & Data Center - -**Status:** ⏳ Awaiting Response - -**Response Received:** - -``` -[Paste Alfahosting's response here] -``` - -**Summary:** - -- Data Center Location: [City, Germany] -- All Data in Germany: [ ] Yes [ ] No [ ] Unclear -- International Transfers: [ ] None [ ] Present (list below) -- **Action Required:** [Update RECORDS-OF-PROCESSING-ACTIVITIES.md Section 6] - ---- - -#### 3. Subprocessors - -**Status:** ⏳ Awaiting Response - -**Response Received:** - -``` -[Paste Alfahosting's response here] -``` - -**Summary:** - -- Subprocessors Present: [ ] None [ ] Yes (list below) -- Subprocessor Names: [If applicable] -- Subprocessor Role: [e.g., Data center operator] -- **Action Required:** [Update RECORDS-OF-PROCESSING-ACTIVITIES.md Section 5 if subprocessors exist] - ---- - -### MEDIUM PRIORITY Questions - -#### 4. Storage Encryption at Infrastructure Level - -**Status:** ⏳ Awaiting Response - -**Important Context:** -Even if Alfahosting provides storage encryption at infrastructure level, Super Productivity -does NOT currently implement database encryption at application level. This means: - -- If Alfahosting storage encryption = YES: Partial protection (infrastructure layer only) -- If Alfahosting storage encryption = NO: No encryption at rest for non-E2EE users - -Users who don't enable E2EE have data stored unencrypted in PostgreSQL regardless of infrastructure encryption. -Application-level encryption (LUKS, pgcrypto) would be needed for full protection. - -**Response Received:** - -``` -[Paste Alfahosting's response here] -``` - -**Summary:** - -- Storage Encryption Enabled: [ ] Yes [ ] No [ ] Unclear -- Algorithm: [e.g., AES-256] -- Encryption Level: [e.g., Disk level, SAN level] -- **Action Required:** [Update GDPR-COMPLIANCE-ANALYSIS.md, RECORDS-OF-PROCESSING-ACTIVITIES.md Section 8.2] - ---- - -#### 5. Physical Security Measures - -**Status:** ⏳ Awaiting Response - -**Response Received:** - -``` -[Paste Alfahosting's response here] -``` - -**Summary:** - -- Access Control: [ ] Yes [ ] No - Details: [describe] -- Video Surveillance: [ ] Yes [ ] No -- Fire Protection: [ ] Yes [ ] No - Details: [describe] -- Redundant Power (UPS): [ ] Yes [ ] No -- Climate Control: [ ] Yes [ ] No -- **Action Required:** [Update RECORDS-OF-PROCESSING-ACTIVITIES.md Section 8.1] - ---- - -#### 6. Network Security - -**Status:** ⏳ Awaiting Response - -**Response Received:** - -``` -[Paste Alfahosting's response here] -``` - -**Summary:** - -- Firewall: [ ] Yes (default) [ ] Yes (must configure) [ ] No -- DDoS Protection: [ ] Yes (default) [ ] Yes (must configure) [ ] No -- Network Segmentation: [ ] Yes [ ] No -- Other Measures: [List] -- **Action Required:** [Update RECORDS-OF-PROCESSING-ACTIVITIES.md Section 8.2] - ---- - -### LOW PRIORITY Questions - -#### 7. Security Certifications - -**Status:** ⏳ Awaiting Response - -**Response Received:** - -``` -[Paste Alfahosting's response here] -``` - -**Summary:** - -- ISO 27001: [ ] Yes [ ] No -- ISO 27017: [ ] Yes [ ] No -- ISO 27018: [ ] Yes [ ] No -- Other Certifications: [List] -- Last Audit Date: [YYYY-MM-DD] -- **Action Required:** [Update RECORDS-OF-PROCESSING-ACTIVITIES.md Section 8.2] - ---- - -#### 8. Incident Response Process - -**Status:** ⏳ Awaiting Response - -**Response Received:** - -``` -[Paste Alfahosting's response here] -``` - -**Summary:** - -- Notification Timeframe: [e.g., Within 24 hours] -- Notification Method: [Email, Phone, Ticket] -- Incident Scope: [Physical infrastructure, virtualization layer, network] -- **Action Required:** [Update INCIDENT-RESPONSE-PLAYBOOK.md Section 2.2] - ---- - -#### 9. Employee Access Controls - -**Status:** ⏳ Awaiting Response - -**Response Received:** - -``` -[Paste Alfahosting's response here] -``` - -**Summary:** - -- VPS Access Logging: [ ] Yes [ ] No -- Administrative Access Logged: [ ] Yes [ ] No -- Hypervisor-Level Access Controls: [ ] Yes [ ] No -- Storage Access Controls: [ ] Yes [ ] No -- **Action Required:** [Update RECORDS-OF-PROCESSING-ACTIVITIES.md Section 8.3] - ---- - -## Follow-Up Actions - -### Immediate (Complete After Response Received) - -- [ ] Fill in all response sections above -- [ ] Save Alfahosting's response email/ticket as PDF in `/compliance/alfahosting/` -- [ ] Save AVV document (if attached) in `/compliance/alfahosting/` -- [ ] Update ALFAHOSTING-VERIFICATION-CHECKLIST.md with verified information - -### Document Updates Required - -- [ ] **GDPR-COMPLIANCE-ANALYSIS.md** - - Update Section 1 (Article 32 - Security of Processing) with encryption-at-rest status - - Update Section 2 (Risk Assessment) - remove encryption-at-rest item if confirmed - - Update Section 5 (Summary & Conclusion) - revise confidence score to 95%+ - -- [ ] **RECORDS-OF-PROCESSING-ACTIVITIES.md** - - Update Section 7 (Retention Periods) with backup retention period - - Update Section 8.1 (Physical Security Measures) with data center details - - Update Section 8.2 (Cybersecurity Measures) with certifications and network security - - Update Section 8.3 (Access Controls) with employee access controls - -- [ ] **INCIDENT-RESPONSE-PLAYBOOK.md** - - Update Section 2.2 (External Contacts) with Alfahosting incident notification timeframe - - Add Alfahosting incident contact details if provided - -- [ ] **Privacy Policy** (if needed) - - Update backup retention period if different from current policy - - Update data location confirmation if any clarifications needed - -### Verification Complete - -- [ ] All HIGH PRIORITY questions answered satisfactorily -- [ ] All required documents received (AVV) -- [ ] All compliance documents updated -- [ ] New compliance confidence score calculated: \_\_\_% -- [ ] Mark TODO 1 as complete in main plan - ---- - -## Notes & Questions for Follow-Up - -[Use this section to note any unclear responses or additional questions that arise from Alfahosting's responses] - ---- - -## Compliance Impact Assessment - -After receiving and processing Alfahosting's responses, assess the impact on compliance: - -### If All Responses Positive: - -- ✅ Infrastructure encryption confirmed → Strengthens Art. 32 compliance -- ✅ AVV covers VPS hosting → Satisfies Art. 28 requirements -- ✅ Data stays in Germany → No international transfer concerns -- ✅ Physical security measures strong → Reduces infrastructure risk -- ✅ Network security measures in place → Strengthens perimeter security -- **Updated Confidence Score:** 95%+ (from 92%) - -### If Any Responses Negative: - -- ❌ No storage encryption → Document as accepted risk (application-level encryption in place) -- ❌ AVV doesn't cover VPS → Request updated AVV (critical for GDPR) -- ❌ Data in non-EU location → Major compliance issue, consider migration -- ❌ Weak physical security → Document risk and compensating controls -- ❌ No certifications → Document compensating controls (lower impact for small service) - -### Risk Re-Assessment - -After verification, update risk matrix in GDPR-COMPLIANCE-ANALYSIS.md: - -- Encryption-at-rest risk: [HIGH → LOW] or [HIGH → MEDIUM (documented)] -- Overall risk level: [Update based on findings] - ---- - -## Contact Information - -**Alfahosting Support:** - -- Email: support@alfahosting.de -- Support Portal: https://alfahosting.de/kunden/ -- Phone: [Add if available] - -**Our Contact (for reference):** - -- Name: Johannes Millan -- Email: contact@super-productivity.com -- Service: Super Productivity Sync - ---- - -_Last Updated: [YYYY-MM-DD]_ -_Status: Tracking active request_ diff --git a/packages/super-sync-server/docs/compliance/CODE-VERIFICATION-FINDINGS.md b/packages/super-sync-server/docs/compliance/CODE-VERIFICATION-FINDINGS.md deleted file mode 100644 index f92cac1a8..000000000 --- a/packages/super-sync-server/docs/compliance/CODE-VERIFICATION-FINDINGS.md +++ /dev/null @@ -1,279 +0,0 @@ -# Code Verification Findings - GDPR Compliance - -**Date:** 2026-01-22 -**Verified Items:** TODO 2, TODO 7, TODO 9 -**Status:** ✅ All verified items are COMPLIANT - ---- - -## Summary - -Three code-related items from the GDPR compliance analysis were verified by examining the codebase: - -1. **E2EE Warning in App UI (TODO 2)** - ✅ VERIFIED -2. **7-Day Deletion Timeline (TODO 7)** - ✅ VERIFIED (Actually better than stated) -3. **German Privacy Policy Setup (TODO 9)** - ✅ VERIFIED - ---- - -## Detailed Findings - -### ✅ TODO 2: E2EE Warning in App UI - -**Status:** COMPLIANT - -**Finding:** -The app DOES display a warning when E2EE is enabled in the sync configuration. - -**Location:** - -- File: `src/app/features/config/form-cfgs/sync-form.const.ts` -- Lines: 243-249 - -**Implementation:** - -```typescript -{ - hideExpression: (model: any) => !model.isEncryptionEnabled, - type: 'tpl', - className: 'tpl warn-text', - templateOptions: { - tag: 'div', - text: T.F.SYNC.FORM.SUPER_SYNC.ENCRYPTION_WARNING, - }, -} -``` - -**Warning Text (from `src/assets/i18n/en.json` line 1019):** - -> "WARNING: If you forget your encryption password, your data cannot be recovered. This password is separate from your login password. You must use the same password on all devices." - -**GDPR Assessment:** - -- ✅ Warning is displayed in the UI when user enables E2EE -- ✅ Styled with "warn-text" class for visual prominence -- ✅ Appears in the advanced settings section before user sets encryption password -- ✅ Clearly states data cannot be recovered if password forgotten -- ⚠️ Warning could be enhanced to explicitly state "server cannot help with recovery" - -**Recommendation:** -Consider enhancing the warning to explicitly mention: - -- Server/provider cannot recover encrypted data -- No server-side restore available with E2EE -- Loss of password = permanent data loss - -However, current implementation is GDPR-compliant. The additional details are already in the Terms of Service. - ---- - -### ✅ TODO 7: 7-Day Deletion Timeline - -**Status:** BETTER THAN POLICY STATES - -**Finding:** -Account deletion is actually IMMEDIATE, not "within 7 days" as stated in privacy policy. - -**Evidence:** - -1. **Database Schema** (`packages/super-sync-server/prisma/schema.prisma`): - - No `deletedAt` field in User model - - No soft delete mechanism - - Cascading deletes configured: `onDelete: Cascade` - -2. **Delete User Script** (`packages/super-sync-server/scripts/delete-user.ts` line 18): - - ```typescript - await prisma.user.delete({ - where: { id: user.id }, - }); - ``` - - - Hard delete, not soft delete - - No scheduling or delay - - Prisma cascading deletes handle related data immediately - -3. **Privacy Policy** (`packages/super-sync-server/privacy-policy-en.md` line 118): - > "we will delete your inventory data and content data immediately, but no later than within 7 days from all active systems." - -**GDPR Assessment:** - -- ✅ Implementation is BETTER than policy (immediate vs up to 7 days) -- ✅ "Within 7 days" is acceptable buffer for technical operations (backup rotation) -- ✅ GDPR requires erasure "without undue delay" - immediate deletion exceeds requirement -- ✅ Cascading deletes ensure all related data removed (operations, devices, snapshots) - -**Explanation:** -The "within 7 days" language in the privacy policy is conservative and accounts for: - -- Backup rotation cycles -- Distributed system synchronization -- Operational buffer for technical delays - -**Actual Implementation:** - -- Database deletion: Immediate -- Data becomes inaccessible: Immediately -- Physical purge from backups: Up to 7 days (standard backup rotation) - -This is GDPR-compliant. Data must be immediately inaccessible, but physical purge from backups can take longer due to technical necessity. - -**Note for Operations:** -If backup retention is actually different (e.g., longer than 7 days), update privacy policy Section 8(1) to reflect actual backup rotation schedule. - ---- - -### ✅ TODO 9: German Privacy Policy Setup - -**Status:** COMPLIANT - -**Finding:** -Both German and English privacy policies exist, with German as authoritative version. - -**Evidence:** - -1. **Privacy Policy Files:** - - `packages/super-sync-server/privacy-policy.md` - German version (authoritative) - - `packages/super-sync-server/privacy-policy-en.md` - English translation - -2. **German Version Verified** (privacy-policy.md line 1): - - ```markdown - # Datenschutzerklärung - - **Super Productivity Sync** - _Stand: 08.12.2025_ - ``` - - - Confirmed to be in German language - - "Datenschutzerklärung" = Privacy Policy in German - -3. **Registration Form** (`packages/super-sync-server/public/index.html` lines 169-172): - - ```html - Privacy Policy - ``` - - - Links to `/privacy.html` during registration - - Required checkbox for ToS/Privacy acceptance - -4. **Privacy HTML Generation** (`packages/super-sync-server/src/server.ts` lines 26-63): - - Generates `privacy.html` from `privacy.template.html` - - Template is in English (lang="en") - - Includes note: "This is a translation for convenience only. In case of discrepancies between the German and the English version, the German version shall prevail." - -**GDPR Assessment:** - -- ✅ German privacy policy exists (authoritative version) -- ✅ English translation provided for convenience -- ✅ Clearly states German version prevails in case of discrepancies -- ✅ Registration form links to privacy policy -- ✅ German controller (Johannes Millan, Germany) + German privacy policy = compliant -- ⚠️ Default served policy is English, but notes German is authoritative - -**Recommendation (Optional UX Enhancement):** -Consider implementing: - -1. Browser language detection to serve German by default to German-speaking users -2. Language toggle in privacy policy page -3. Link to both German and English versions in registration form - -However, current implementation is GDPR-compliant. The key requirements are met: - -- Privacy policy in controller's language (German) exists -- Translations provided for international users -- Legal hierarchy clearly stated (German version authoritative) - ---- - -## Additional Code Findings - -### Data Retention Periods (Verified) - -**Operational Data Retention** (`packages/super-sync-server/src/sync/sync.types.ts`): - -- `RETENTION_DAYS = 45` (line 346) -- Operations older than 45 days are cleaned up (covered by snapshots) -- Privacy policy states "90 days" - should be updated to reflect actual 45-day retention - -**Note:** The privacy policy (Section 8) may need updating to reflect: - -- Operational data: 45 days (not 90 days) -- Inactive accounts: 12 months -- Server logs: 7-14 days -- Stale devices: 45 days (RETENTION_MS) - -### Consent Tracking (Verified) - -**Database Schema** (`packages/super-sync-server/prisma/schema.prisma` line 30): - -```prisma -termsAcceptedAt BigInt? @map("terms_accepted_at") -``` - -**Registration Flow** (`packages/super-sync-server/src/passkey.ts` lines 175, 226): - -- Consent timestamp logged during registration -- Server-side validation enforces `termsAccepted: true` - -✅ Consent management is properly implemented - ---- - -## Summary Table - -| Item | Privacy Policy | Actual Implementation | GDPR Status | -| ----------------------- | ---------------------- | ------------------------------- | --------------------- | -| E2EE Warning | Not specified | ✅ Warning shown in UI | ✅ Compliant | -| Account Deletion | "within 7 days" | ✅ Immediate deletion | ✅ Better than stated | -| Privacy Policy Language | German (authoritative) | ✅ German + English translation | ✅ Compliant | -| Data Retention | "90 days" | ⚠️ Actually 45 days | ⚠️ Update policy | -| Consent Tracking | Required | ✅ `termsAcceptedAt` logged | ✅ Compliant | - ---- - -## Recommendations - -### High Priority - -1. **Update Privacy Policy - Data Retention Period:** - - Change "90 days" to "45 days" for operational data retention - - Location: `privacy-policy-en.md` and `privacy-policy.md` Section 8 - -### Low Priority (UX Enhancements) - -2. **Enhance E2EE Warning:** - - Add explicit statement: "Server cannot recover your data" - - Location: `src/assets/i18n/en.json` - `ENCRYPTION_WARNING` key - -3. **Improve Privacy Policy Language Selection:** - - Consider browser language detection - - Add language toggle to privacy policy page - - Link to both German and English versions in registration - ---- - -## Conclusion - -All three code-related verification items are GDPR-compliant: - -- E2EE warnings are displayed ✅ -- Account deletion is immediate (better than policy states) ✅ -- German privacy policy exists and is marked as authoritative ✅ - -One discrepancy found: - -- Privacy policy states 90-day retention, actual code uses 45 days -- Recommendation: Update privacy policy to match implementation (45 days) - -**Overall Code Compliance:** 95% -**Remaining Work:** Operational documentation (TODOs 1, 3, 4, 5, 6) - ---- - -_Verification completed: 2026-01-22_ -_Next steps: Create operational compliance documents (incident response, records of processing, DPIA screening, data subject request procedures)_ diff --git a/packages/super-sync-server/docs/compliance/DATA-SUBJECT-REQUEST-PROCEDURES.md b/packages/super-sync-server/docs/compliance/DATA-SUBJECT-REQUEST-PROCEDURES.md deleted file mode 100644 index 19a2d492f..000000000 --- a/packages/super-sync-server/docs/compliance/DATA-SUBJECT-REQUEST-PROCEDURES.md +++ /dev/null @@ -1,847 +0,0 @@ -# Data Subject Request Procedures (GDPR Articles 15-22) - -**Organization:** Super Productivity Sync -**Data Controller:** Johannes Millan -**Contact:** contact@super-productivity.com -**Last Updated:** 2026-01-22 -**Next Review:** 2027-01-22 - ---- - -## Purpose - -This document defines standard operating procedures for handling data subject requests under GDPR Articles 15-22. It ensures: - -- Timely response (within 1 month) -- Proper verification of requestor identity -- Complete and accurate responses -- Compliance with GDPR requirements - ---- - -## Quick Reference - -### Response Timeline - -- **Acknowledgment:** Within 3 business days -- **Response:** Within 1 month (30 days) from receipt -- **Extension:** Up to 2 additional months if complex, with explanation to user - -### Key Contacts - -| Role | Email | Responsibility | -| ------------------------- | ------------------------------ | -------------------------------------- | -| **Data Subject Requests** | contact@super-productivity.com | Primary contact for all requests | -| **Data Controller** | Johannes Millan | Final decision authority | -| **Technical Support** | [To be assigned] | Data extraction, deletion verification | - ---- - -## 1. Types of Data Subject Requests - -### Article 15 - Right to Access - -User requests copy of their personal data. - -### Article 16 - Right to Rectification - -User requests correction of inaccurate data. - -### Article 17 - Right to Erasure ("Right to be Forgotten") - -User requests deletion of their personal data. - -### Article 18 - Right to Restriction of Processing - -User requests limitation on how data is processed. - -### Article 19 - Notification Obligation - -Notify third parties of rectification, erasure, or restriction. - -### Article 20 - Right to Data Portability - -User requests data in machine-readable format for transfer to another service. - -### Article 21 - Right to Object - -User objects to processing based on legitimate interests. - -### Article 22 - Rights Related to Automated Decision-Making - -User objects to automated decisions (Not applicable to Super Sync). - ---- - -## 2. Receiving and Logging Requests - -### Request Channels - -Requests can be received via: - -- ✅ **Email:** contact@super-productivity.com (primary) -- ✅ **In-app:** Support ticket or settings page -- ⚠️ **Postal mail:** [Address if provided in privacy policy] -- ⚠️ **Phone:** [If support phone number provided] - -### Initial Steps (Day 1) - -**STEP 1: Log the Request** -Create entry in Data Subject Request Log (spreadsheet or database): - -- Request ID (e.g., DSR-2026-001) -- Date received -- Request type (Access, Erasure, etc.) -- Requestor email -- Requestor name (if provided) -- Request details/description -- Status: "Received" - -**STEP 2: Acknowledge Receipt** -Send acknowledgment email within 3 business days: - -``` -Subject: Data Subject Request Received - [Request ID] - -Dear [Name / User], - -We have received your data subject request regarding [your Super Productivity Sync account / data]. - -Request ID: [DSR-2026-XXX] -Request Type: [Access / Erasure / Rectification / etc.] -Received Date: [YYYY-MM-DD] - -We will process your request within 30 days as required by GDPR. If we need additional information to verify your identity or process your request, we will contact you. - -If you have questions, please reply to this email referencing Request ID [DSR-2026-XXX]. - -Best regards, -Super Productivity Sync Team -contact@super-productivity.com -``` - -**STEP 3: Assign Responsibility** - -- Simple requests (e.g., account deletion): Can be handled by support team -- Complex requests (e.g., access to specific data categories): Escalate to data controller - ---- - -## 3. Identity Verification - -**Why Required:** Ensure we provide data only to the legitimate account holder (security). - -### Standard Verification Methods - -**Method 1: Email Verification (Preferred)** - -- Request received from registered email address -- Send confirmation link to registered email -- User must click link to confirm identity - -**Method 2: Account Login (For App-Based Requests)** - -- User makes request while logged into account -- Authentication via JWT proves identity - -**Method 3: Additional Information (If Needed)** - -- Ask for account creation date -- Ask for last login date -- Ask for recent activity details (e.g., last task created) - -### Verification Template - -``` -Subject: Identity Verification Required - [Request ID] - -Dear [User], - -To protect your privacy and security, we need to verify your identity before processing your data subject request. - -Please confirm by replying to this email with: -1. Your registered email address -2. Approximate account creation date (month/year) -3. Any other details that can help us verify your identity - -Alternatively, log into your Super Productivity account and submit the request via Settings > Privacy > Data Subject Request. - -Thank you for your understanding. - -Best regards, -Super Productivity Sync Team -``` - -### Red Flags (Potential Fraudulent Requests) - -- Request from different email than registered -- Vague or suspicious request details -- Request for another person's data -- Unusual urgency or threats - -**Action:** Request additional verification or decline with justification. - ---- - -## 4. Processing Specific Request Types - -## 4.1 Right to Access (Article 15) - -### What User Gets - -- Copy of all personal data we hold about them -- Information about processing (purposes, categories, recipients, retention) -- Source of data (user-provided) -- User's rights (rectification, erasure, etc.) - -### Implementation - -**STEP 1: Extract Data** -User can self-serve via app: - -- Go to Settings > Sync > Export Data -- Generates JSON file with all sync operations, snapshots, and settings - -Support team can also extract: - -- Database query for user's operations -- Database query for user's account information -- Database query for user's devices - -**STEP 2: Prepare Access Report** -Create document containing: - -```markdown -# Data Subject Access Report - -**Request ID:** DSR-2026-XXX -**User Email:** user@example.com -**Report Date:** YYYY-MM-DD - -## 1. Personal Data We Hold - -### Account Information - -- Email address: [email] -- Account created: [date] -- Last login: [date] -- Account status: Active -- E2EE enabled: Yes/No -- Storage used: [X MB] - -**Encryption Status:** - -- Your account uses E2EE: ✅ Yes / ❌ No -- Data stored encrypted on server: [Yes if E2EE enabled, No otherwise] -- Note: Without E2EE enabled, your data is stored unencrypted in our PostgreSQL database - -### Sync Data - -- Number of operations: [count] -- Number of devices: [count] -- Latest snapshot date: [date] - [Attached: sync-data-export.json] - -**Note on Data Export:** - -- E2EE users: Data exported in encrypted form (you must decrypt with your key) -- Non-E2EE users: Data exported in plaintext JSON format -- Exported data includes all sync operations and snapshots - -### Server Logs (if still retained) - -- Recent access times -- IP addresses (if within 7-14 day retention) - [Note: Logs auto-deleted after 7-14 days] - -## 2. Processing Information - -**Purposes of Processing:** - -- Synchronizing your productivity data across devices -- Account management and authentication -- Service security and abuse prevention - -**Legal Basis:** - -- Contract performance (Art. 6(1)(b)) -- Legitimate interests for security (Art. 6(1)(f)) - -**Recipients:** - -- Alfahosting GmbH (hosting provider, Germany, Data Processing Agreement in place) -- No third parties - -**Retention Periods:** - -- Sync operations: 45 days (covered by snapshots) -- Account data: Until account deletion -- Server logs: 7-14 days - -**International Transfers:** None (all data in Germany) - -**Your Rights:** - -- Rectification: Update data via app -- Erasure: Delete account via app settings -- Restriction: Disable sync -- Portability: Export data (attached) -- Object: Contact us to object to processing -- Complain: Sächsischer Datenschutzbeauftragter (saechsdsb@slt.sachsen.de) - -**Security Disclosure:** -Users should be informed that without E2EE enabled, their data is stored unencrypted in our PostgreSQL database. We recommend enabling E2EE for sensitive data. - -## 3. Attachments - -- sync-data-export.json (your productivity data) -``` - -**STEP 3: Send Response** -Email with: - -- Access report (PDF or text) -- Data export (JSON file attachment) - -**Timeline:** Within 1 month of request - ---- - -## 4.2 Right to Erasure (Article 17) - -### What Happens - -- Account and all associated data deleted -- Includes: operations, snapshots, devices, account info -- Cascading delete in database - -### Implementation - -**STEP 1: Verify No Legal Obligation to Retain** -Check if any data must be retained: - -- ❌ Tax records: NOT APPLICABLE (no paid accounts yet) -- ❌ Legal claims: NOT APPLICABLE (no ongoing disputes) -- ✅ OK to delete - -**STEP 2: User Can Self-Serve** -In app: - -- Settings > Account > Delete Account -- Confirmation dialog -- Immediate deletion - -OR Support team uses CLI: - -```bash -npm run delete-user -- user@example.com -``` - -**STEP 3: Verify Deletion** -Check database: - -```sql -SELECT * FROM users WHERE email = 'user@example.com'; --- Should return no results -``` - -**STEP 4: Send Confirmation** - -``` -Subject: Account Deletion Confirmation - [Request ID] - -Dear [User], - -Your Super Productivity Sync account has been deleted as requested. - -Deleted: -- Account information (email, password hash) -- All sync operations and snapshots -- All device records -- All associated data - -Timeline: -- Database deletion: Immediate -- Backup purge: Within 7 days (standard backup rotation) - -Your data is no longer accessible and will be fully purged from all systems within 7 days. - -If you created a new account with the same email, it will be treated as a new account with no connection to the deleted account. - -Thank you for using Super Productivity Sync. - -Best regards, -Super Productivity Sync Team -``` - -**Timeline:** Immediate (acknowledge within 1 month) - -### Exceptions to Erasure Right - -Decline erasure request if: - -- Legal obligation to retain data (e.g., tax records for paid accounts) -- Necessary for legal claims or defense -- Public interest (Not applicable to Super Sync) - -**Template for Declining:** - -``` -We cannot delete your data at this time because [reason, e.g., "we are legally required to retain billing records for 10 years under German tax law"]. - -However, we can restrict processing of your data. Please let us know if you would like to proceed with restriction instead of erasure. -``` - ---- - -## 4.3 Right to Rectification (Article 16) - -### What User Can Do - -Correct inaccurate or incomplete data. - -### Implementation - -**STEP 1: Identify Data to Correct** - -- Email address -- User content (tasks, projects, notes) - -**STEP 2: User Can Self-Serve** -For most data: - -- User updates data directly in app (sync operations handle corrections) - -For email address change: - -- [To be implemented: Email change feature with verification] -- Currently: Delete account and re-register (workaround) - -**STEP 3: Send Confirmation** - -``` -Subject: Data Rectification Completed - [Request ID] - -Dear [User], - -We have corrected your personal data as requested. - -Updated: -- [List what was corrected] - -Your updated data is now reflected in your account. - -Best regards, -Super Productivity Sync Team -``` - -**Timeline:** Within 1 month - ---- - -## 4.4 Right to Restriction of Processing (Article 18) - -### What Happens - -Limit processing while dispute resolved or user objects. - -### Implementation - -**STEP 1: Assess Reason for Restriction** - -- User contests accuracy (restrict while verifying) -- Processing unlawful but user doesn't want erasure -- Controller no longer needs data but user needs it for legal claim -- User objects to processing (restrict while assessing objection) - -**STEP 2: Implement Restriction** - -**Option 1: User Disables Sync** - -- User turns off sync in app settings -- Data remains stored but not actively processed - -**Option 2: Support Team Flags Account** - -- Add "restricted" flag to user account in database -- Document reason for restriction -- No new sync operations processed - -**STEP 3: Send Confirmation** - -``` -Subject: Processing Restriction Applied - [Request ID] - -Dear [User], - -We have restricted processing of your personal data as requested. - -Restriction Details: -- Sync operations: Paused -- Data storage: Retained but not actively processed -- Duration: Until [condition, e.g., "dispute resolved"] - -You can reactivate processing by [action, e.g., "re-enabling sync in settings"]. - -Best regards, -Super Productivity Sync Team -``` - -**Timeline:** Within 1 month - ---- - -## 4.5 Right to Data Portability (Article 20) - -### What User Gets - -Machine-readable copy of data for transfer to another service. - -### Implementation - -**STEP 1: Export Data** -Same as Access request: - -- User exports via Settings > Sync > Export Data -- JSON format (machine-readable) -- Includes: operations, snapshots, settings - -**STEP 2: Send Data** -Email with JSON file attachment. - -**Note:** Data format is Super Sync's internal format. User may need to convert for use with other services. - -**Timeline:** Within 1 month - ---- - -## 4.6 Right to Object (Article 21) - -### What User Can Do - -Object to processing based on legitimate interests. - -### Implementation - -**STEP 1: Assess Objection** - -- Is processing based on legitimate interests (Art. 6(1)(f))? → Yes for server logs -- Does objection relate to direct marketing? → NOT APPLICABLE (no marketing) - -**STEP 2: Evaluate Objection** - -- Can we demonstrate compelling legitimate grounds that override user's interests? -- Example: Security logs needed to prevent fraud - -**STEP 3: Respond** - -If objection accepted: - -``` -We have stopped processing your data for [specific purpose]. - -Actions taken: -- [List actions, e.g., "Stopped logging your IP address"] -``` - -If objection declined: - -``` -We must continue processing your data for [specific purpose] because [compelling legitimate grounds, e.g., "security logs are necessary to prevent fraud and unauthorized access, which protects all users including yourself"]. - -You have the right to lodge a complaint with the Sächsischer Datenschutzbeauftragter (saechsdsb@slt.sachsen.de) if you disagree with this decision. -``` - -**Timeline:** Within 1 month - ---- - -## 4.7 Notification Obligation (Article 19) - -### What It Means - -If we rectify, erase, or restrict data, we must notify recipients of that data. - -### Implementation - -**STEP 1: Identify Recipients** -For Super Sync: - -- Alfahosting (hosting provider) - changes automatically reflected -- No other recipients - -**STEP 2: Notify Recipients** (If Applicable) -Not required for Alfahosting (automated cascading delete). - -If third-party integrations added in future: - -- Email third parties: "User [X] has requested data deletion, please remove from your systems" -- Track confirmation of deletion - -**Currently:** NO ACTION NEEDED (no third-party recipients) - ---- - -## 5. Response Templates - -### Template 1: Acknowledgment - -``` -Subject: Data Subject Request Received - [Request ID] - -Dear [User], - -We have received your [type of request] request. - -Request ID: [DSR-2026-XXX] -Received: [Date] -Expected Response: Within 30 days ([Date]) - -We will contact you if we need additional information to process your request. - -Best regards, -Super Productivity Sync Team -``` - -### Template 2: Request for Additional Information - -``` -Subject: Additional Information Needed - [Request ID] - -Dear [User], - -To process your request, we need the following information: -- [List required information] - -Please reply to this email with the requested details. - -Note: The 30-day response period is paused until we receive this information. - -Best regards, -Super Productivity Sync Team -``` - -### Template 3: Extension Notification (Complex Requests) - -``` -Subject: Processing Time Extension - [Request ID] - -Dear [User], - -Your request is complex and requires additional time to process. - -We are extending the response period by [1-2 months] as permitted under GDPR Article 12(3). - -Reason for extension: [e.g., "requires extensive data retrieval and anonymization"] - -New expected response date: [Date] - -We apologize for the delay and appreciate your patience. - -Best regards, -Super Productivity Sync Team -``` - -### Template 4: Request Declined - -``` -Subject: Data Subject Request - Unable to Process - [Request ID] - -Dear [User], - -We are unable to process your request for the following reason: - -[Reason, e.g., "We cannot verify your identity" or "We are legally required to retain this data"] - -[Explanation of reason] - -Your rights: -You have the right to lodge a complaint with the supervisory authority (Sächsischer Datenschutzbeauftragter) if you believe our decision is incorrect. - -Contact: saechsdsb@slt.sachsen.de -Website: https://www.saechsdsb.de/ - -Best regards, -Super Productivity Sync Team -``` - ---- - -## 6. Request Log - -Maintain a spreadsheet or database table with: - -| Field | Description | Example | -| ------------------- | --------------------- | ------------------------------------------ | -| Request ID | Unique identifier | DSR-2026-001 | -| Date Received | When request arrived | 2026-01-22 | -| Request Type | Type of request | Access, Erasure, etc. | -| Requestor Email | User's email | user@example.com | -| Status | Current status | Received, In Progress, Completed, Declined | -| Assigned To | Person handling | Johannes Millan | -| Verification Method | How identity verified | Email confirmation | -| Response Date | When response sent | 2026-02-15 | -| Days to Response | Time taken | 24 days | -| Outcome | Result | Completed, Declined, etc. | -| Notes | Additional details | - | - -**Retention:** Keep log for 3 years (accountability). - ---- - -## 7. Service Level Agreement (SLA) - -### Internal Performance Targets - -| Milestone | Target | GDPR Requirement | -| -------------------- | ---------------- | ------------------------- | -| **Acknowledgment** | 3 business days | No specific requirement | -| **Response** | 14 days (target) | 1 month (max) | -| **Complex requests** | 30 days | 3 months (with extension) | -| **Verification** | 2 business days | Reasonable time | - -### Monitoring - -**Monthly Review:** - -- Count of requests received -- Average response time -- Percentage meeting 14-day target -- Percentage meeting 30-day requirement -- Any declined requests and reasons - -**Quarterly Report to Data Controller:** - -- Summary of all requests -- Trends or patterns -- Process improvements needed - ---- - -## 8. Training and Resources - -### Staff Training - -All personnel handling data subject requests must understand: - -- GDPR data subject rights (Articles 15-22) -- Identity verification procedures -- Response timelines and SLA -- How to extract user data -- How to use response templates -- Escalation procedures - -### Training Frequency - -- Initial training: Before handling requests -- Annual refresher: Every year -- Update training: When procedures change - -### Quick Reference Guide - -Provide one-page summary: - -- Request types and response times -- Verification steps -- Common templates -- Escalation contacts - ---- - -## 9. Escalation Procedures - -### When to Escalate - -- Complex legal questions (e.g., conflicting legal obligations) -- Requests involving minors or vulnerable individuals -- Requests from third parties (e.g., law enforcement) -- Requests that seem fraudulent or abusive -- User threatens legal action or complaint -- Unclear how to respond - -### Escalation Contact - -**Data Controller:** Johannes Millan (contact@super-productivity.com) - -**Legal Counsel:** [To be assigned if needed] - ---- - -## 10. Continuous Improvement - -### Process Review - -**Annually review:** - -- Request volume and trends -- Response times (meeting SLA?) -- Common issues or complaints -- Template effectiveness -- Staffing adequacy - -**Update procedures if:** - -- GDPR guidance changes -- Supervisory authority issues new guidance -- Frequent issues identified -- Technology changes (e.g., new data categories) - ---- - -## 11. Appendices - -### Appendix A: GDPR Articles Quick Reference - -**Article 12:** Transparent communication, 1-month response time -**Article 15:** Right to access -**Article 16:** Right to rectification -**Article 17:** Right to erasure -**Article 18:** Right to restriction -**Article 19:** Notification obligation -**Article 20:** Right to data portability -**Article 21:** Right to object -**Article 22:** Automated decision-making (Not applicable) - -### Appendix B: Supervisory Authority Contact - -**Sächsischer Datenschutzbeauftragter** (Saxony Data Protection Authority) - -- Website: https://www.saechsdsb.de/ -- Complaint form: https://www.saechsdsb.de/beschwerde -- Email: saechsdsb@slt.sachsen.de -- Phone: +49 351 85471-101 - -### Appendix C: CLI Commands for Data Operations - -**Export user data:** - -```bash -npm run export-user -- user@example.com -``` - -**Delete user account:** - -```bash -npm run delete-user -- user@example.com -``` - -**Verify user deletion:** - -```bash -npm run verify-deletion -- user@example.com -``` - -_(Actual command names to be confirmed)_ - ---- - -## Approval - -**Data Controller:** **\*\***\*\***\*\***\_**\*\***\*\***\*\*** Date: \***\*\_\_\_\*\*** -_Johannes Millan_ - -**Next Review:** 2027-01-22 - ---- - -_This document is for internal use. Maintain confidentiality._ diff --git a/packages/super-sync-server/docs/compliance/DPIA-SCREENING-DECISION.md b/packages/super-sync-server/docs/compliance/DPIA-SCREENING-DECISION.md deleted file mode 100644 index c3eb7f8e5..000000000 --- a/packages/super-sync-server/docs/compliance/DPIA-SCREENING-DECISION.md +++ /dev/null @@ -1,427 +0,0 @@ -# Data Protection Impact Assessment (DPIA) Screening Decision - -**Service:** Super Productivity Sync -**Data Controller:** Johannes Millan -**Assessment Date:** 2026-01-22 -**Assessed By:** Data Controller -**Next Review:** 2027-01-22 or when processing significantly changes - ---- - -## Executive Summary - -**Decision:** Full DPIA **NOT REQUIRED** - -**Justification:** Super Productivity Sync's data processing does not meet the GDPR Article 35 thresholds for mandatory DPIA. Screening assessment shows low risk to data subjects' rights and freedoms. - -**Confidence:** High (based on WP248 Rev.01 criteria and GDPR Article 35) - ---- - -## 1. Legal Background - -### GDPR Article 35(1) - When is DPIA Required? - -A DPIA is required when processing is: - -> "likely to result in a high risk to the rights and freedoms of natural persons" - -### GDPR Article 35(3) - Mandatory DPIA Scenarios - -DPIA is **required** for: - -1. **Systematic and extensive evaluation** based on automated processing (including profiling) with legal or similarly significant effects -2. **Large-scale processing** of special categories of data (Art. 9) or criminal convictions (Art. 10) -3. **Systematic monitoring** of publicly accessible areas on a large scale - -### WP248 Rev.01 - DPIA Criteria - -The Article 29 Working Party (now EDPB) identified 9 criteria. If processing meets **2 or more**, DPIA is likely required: - -1. Evaluation or scoring -2. Automated decision-making with legal/significant effects -3. Systematic monitoring -4. Sensitive data or data of highly personal nature -5. Data processed on a large scale -6. Matching or combining datasets -7. Data concerning vulnerable data subjects -8. Innovative use or new technological solutions -9. Processing that prevents data subjects from exercising a right or using a service - ---- - -## 2. Screening Assessment - -### Question 1: Does processing involve systematic and extensive evaluation/profiling with legal or significant effects? - -**Answer:** ❌ NO - -**Analysis:** - -- Super Sync stores and synchronizes user productivity data (tasks, projects, notes) -- No automated decision-making performed on this data -- No profiling of user behavior or characteristics -- No scoring, evaluation, or prediction algorithms -- Users manually create and manage all data - -**Conclusion:** This criterion is NOT met. - ---- - -### Question 2: Does processing involve large-scale special category data? - -**Answer:** ❌ NO - -**Analysis:** - -**Special Categories (Art. 9):** - -- ❌ Racial or ethnic origin -- ❌ Political opinions -- ❌ Religious or philosophical beliefs -- ❌ Trade union membership -- ❌ Genetic data -- ❌ Biometric data (for unique identification) -- ❌ Health data -- ❌ Sex life or sexual orientation - -**Super Sync Processes:** - -- ✅ Email addresses (regular personal data) -- ✅ Password hashes (security data, not special category) -- ✅ User-created tasks, notes, time tracking (regular personal data) - -**User Responsibility:** -Users _may_ choose to store sensitive information (e.g., "doctor appointment" note), but: - -- This is user's choice, not required by service -- We recommend E2EE for sensitive data -- Not "large-scale processing" of special categories -- Incidental, not systematic - -**Scale:** - -- Small to medium user base (not "large-scale" per EDPB guidelines) -- No systematic collection of special category data - -**Conclusion:** This criterion is NOT met. - ---- - -### Question 3: Does processing involve systematic monitoring of publicly accessible areas on a large scale? - -**Answer:** ❌ NO - -**Analysis:** - -- Super Sync is a private sync service for user's own data -- No monitoring of public areas (physical or virtual) -- No surveillance, tracking, or observation of individuals -- Users only access their own data -- No third-party tracking or analytics - -**Conclusion:** This criterion is NOT met. - ---- - -### Additional Consideration: Encryption at Rest - -**Current State:** ⚠️ Database encryption at rest NOT implemented - -**Analysis:** - -- PostgreSQL data files stored unencrypted on disk -- Compensating control: Optional E2EE available (user choice) -- Risk: Users who don't enable E2EE have unencrypted data at rest - -**Impact on DPIA Decision:** - -- Does NOT change DPIA requirement (still not required per Art. 35) -- Encryption gap increases risk severity but doesn't trigger DPIA thresholds -- Risk is addressed through: - - Optional E2EE offering - - Physical security at hosting provider (Alfahosting) - - Access controls (JWT authentication, rate limiting) - - Transparent disclosure in privacy policy - -**Conclusion:** -The lack of database encryption at rest is documented as a compliance gap (85% vs 92%), -but does not meet the "high risk" threshold requiring a full DPIA under Art. 35. - ---- - -## 3. WP248 Criteria Assessment - -Evaluating against all 9 criteria from WP248 Rev.01: - -| # | Criterion | Met? | Justification | -| --- | ------------------------------------------------------------ | ---------- | ---------------------------------------------------------------------------------------------- | -| 1 | **Evaluation or scoring** | ❌ No | No automated evaluation of user characteristics or behavior | -| 2 | **Automated decision-making with legal/significant effects** | ❌ No | No automated decisions made; user manually manages all data | -| 3 | **Systematic monitoring** | ❌ No | No monitoring of user behavior; no tracking or surveillance | -| 4 | **Sensitive data or highly personal nature** | ⚠️ Partial | User content may be personal (tasks, notes), but not systematically sensitive. E2EE available. | -| 5 | **Large-scale processing** | ❌ No | Small to medium user base; not multinational or millions of users | -| 6 | **Matching or combining datasets** | ❌ No | User's data stays separate; no cross-referencing with external datasets | -| 7 | **Vulnerable data subjects** | ❌ No | General user base, not targeting children or vulnerable populations | -| 8 | **Innovative use or new technology** | ❌ No | Standard sync technology; operation log-based sync is established practice | -| 9 | **Processing prevents exercising rights** | ❌ No | Opt-in service; users can export, delete, disable sync at any time | - -**Result:** Only 0.5 criteria met (partial on #4) - -**Threshold:** 2 or more criteria = DPIA likely required - -**Conclusion:** Below threshold, DPIA NOT required. - ---- - -## 4. Risk Assessment - -### Risk Level: LOW-MEDIUM - -**Overall Risk Assessment:** - -- E2EE users: LOW risk (zero-knowledge encryption) -- Non-E2EE users: MEDIUM risk (unencrypted data at rest) -- Mitigations: Physical security, access controls, optional E2EE - -| Risk Factor | Assessment | Justification | -| --------------------- | ---------- | ------------------------------------------------------------------- | -| **Data Sensitivity** | Low-Medium | Regular personal data (tasks, notes); user controls sensitivity | -| **Data Volume** | Low-Medium | Per-user data volume modest; no aggregation across users | -| **Identifiability** | Low | Email only identifier; no linkage to external databases | -| **Automation** | None | No automated profiling, scoring, or decision-making | -| **Transparency** | High | Open source, clear privacy policy, user controls | -| **Consent & Control** | High | Opt-in service, user can delete/export/disable anytime | -| **Security** | High | E2EE optional, HTTPS, bcrypt, rate limiting, no third-party sharing | -| **Reversibility** | High | User can export data, delete account, disable sync | - -### User Harm Scenarios (Hypothetical) - -| Scenario | Likelihood | Impact | Risk Level | -| ---------------------------- | ---------- | ------ | -------------------------------------- | -| Data breach (unencrypted) | Low | Medium | Low-Medium (MEDIUM for non-E2EE users) | -| Data breach (E2EE enabled) | Low | Low | Very Low | -| Unauthorized account access | Low | Medium | Low-Medium | -| Service unavailability | Medium | Low | Low | -| Accidental data loss | Low | Medium | Low-Medium | -| Privacy violation (tracking) | None | N/A | None (no tracking implemented) | - -**Overall Risk to Rights and Freedoms:** LOW-MEDIUM (varies by E2EE usage) - ---- - -## 5. Mitigating Factors - -Super Productivity Sync implements multiple safeguards that reduce risk: - -1. **Privacy by Design:** - - Optional E2EE with zero-knowledge architecture - - No analytics, tracking, or behavioral monitoring - - Minimal data collection (data minimization) - - Local-first architecture (sync optional) - -2. **User Control:** - - Users opt-in to sync service - - Can disable sync at any time - - Can delete account with full data purge - - Can export all data (portability) - - Can choose E2EE level (plaintext or encrypted) - -3. **Technical Security:** - - HTTPS/TLS encryption in transit - - bcrypt password hashing (12 rounds) - - JWT authentication with token revocation - - Rate limiting and account lockout protection - - Input validation and sanitization - - SQL injection prevention (Prisma ORM) - - Security headers (CSP, HSTS, etc.) - -4. **Organizational Measures:** - - Clear privacy policy (GDPR-compliant) - - Data Processing Agreement with hosting provider - - Incident response plan in place - - Regular security updates - - Compliance documentation maintained - -5. **Transparency:** - - Open source codebase (auditable) - - No hidden data collection - - Clear terms of service - - Data subject rights honored - ---- - -## 6. Comparative Analysis - -### Similar Services (Benchmarking) - -| Service Type | DPIA Required? | Reason | -| -------------------------------------------------- | -------------- | ------------------------------------------------------ | -| **Sync Services (Dropbox, Google Drive)** | Generally No | Unless large-scale monitoring or special category data | -| **Productivity Apps (Todoist, Notion)** | Generally No | Similar use case to Super Sync | -| **Social Media (Facebook, Instagram)** | **Yes** | Large-scale profiling, targeted advertising | -| **Health Apps (MyFitnessPal, health trackers)** | **Yes** | Special category data (health) | -| **Financial Services (Banks, credit scoring)** | **Yes** | Automated decisions with legal effects | -| **Employee Monitoring (keyloggers, surveillance)** | **Yes** | Systematic monitoring, power imbalance | -| **Smart Home (cameras, IoT)** | Often Yes | Systematic monitoring of private spaces | - -**Super Sync aligns with:** Productivity and sync services (DPIA not typically required) - ---- - -## 7. Decision - -### DPIA Status: **NOT REQUIRED** - -**Justification:** - -1. Does not meet GDPR Article 35(3) mandatory DPIA scenarios -2. Meets fewer than 2 WP248 criteria (threshold for likely DPIA requirement) -3. Processing poses low-medium risk to data subjects' rights and freedoms -4. Extensive mitigating factors in place (privacy by design, security, user control) -5. Comparable to other productivity/sync services that do not require DPIA - -**Encryption Gap Consideration:** -While database encryption at rest is not currently implemented, this does not elevate -the processing to "high risk" requiring a DPIA. The service offers optional E2EE -as a compensating control, maintains transparent disclosure, and processes data on -a relatively small scale with strong access controls. Users requiring maximum security -are advised to enable E2EE. - -**Documented Screening:** This document serves as evidence of DPIA screening for accountability purposes (Art. 5(2) GDPR). - ---- - -## 8. Re-evaluation Triggers - -A full DPIA **must** be conducted if processing changes significantly, such as: - -### High Priority Triggers (Require DPIA) - -- [ ] **Large-scale behavioral profiling** (e.g., analyzing user productivity patterns) -- [ ] **Automated decision-making** with legal/significant effects (e.g., credit scoring based on task data) -- [ ] **Systematic monitoring** of user behavior (e.g., detailed analytics, tracking) -- [ ] **Processing special category data** at scale (e.g., health tracking feature) -- [ ] **Biometric authentication** beyond passkeys (e.g., facial recognition, fingerprint analysis) -- [ ] **AI/ML features** analyzing user content (e.g., sentiment analysis, task prioritization) -- [ ] **Combining datasets** from external sources (e.g., linking with social media, employer data) -- [ ] **Targeting vulnerable populations** (e.g., version for children, medical patients) - -### Medium Priority Triggers (Re-assess Need for DPIA) - -- [ ] **User base grows significantly** (>100,000 active users) -- [ ] **New data categories** collected (e.g., location data, voice recordings) -- [ ] **Third-party integrations** sharing user data (e.g., API access for third-party apps) -- [ ] **International data transfers** outside EU (e.g., US-based hosting) -- [ ] **New recipients** of data (e.g., analytics providers, advertisers) -- [ ] **Monetization changes** (e.g., advertising, data selling) - -### Low Priority Triggers (Monitor, Likely No DPIA Needed) - -- [ ] Minor UI/UX changes -- [ ] Performance optimizations -- [ ] Bug fixes -- [ ] Additional sync providers (similar to existing) -- [ ] Implementation of mandatory encryption (would reduce risk, strengthen compliance) -- [ ] Removal of E2EE option (would increase risk, may trigger DPIA need) - -**Process:** - -1. Identify processing change -2. Re-run this screening assessment -3. If 2+ WP248 criteria met or Article 35(3) triggered → Conduct full DPIA -4. Document decision and update this file - ---- - -## 9. Documentation and Accountability - -### Records Maintained - -This screening decision is part of GDPR accountability (Art. 5(2)): - -- **This document:** DPIA screening decision -- **Records of Processing Activities:** Detailed processing documentation (Art. 30) -- **Privacy policy:** User-facing transparency -- **Code repository:** Technical implementation (open source) -- **Incident response plan:** Breach preparedness - -### Internal Review Process - -**Annual Review:** - -- Review this screening decision annually -- Check for processing changes that trigger DPIA requirement -- Update decision if circumstances change - -**Change-Triggered Review:** - -- Any significant feature addition must be assessed -- Product manager/developer must flag potential DPIA triggers -- Data controller makes final DPIA necessity decision - -**Next Review Date:** 2027-01-22 - ---- - -## 10. Approval and Sign-Off - -**Screened By:** - -- Name: Johannes Millan -- Role: Data Controller -- Date: 2026-01-22 -- Signature: **\*\***\*\***\*\***\_**\*\***\*\***\*\*** - -**Decision:** -☑ DPIA NOT REQUIRED (screening documented) -☐ DPIA REQUIRED (proceed to full assessment) - -**Justification Summary:** -Super Productivity Sync processes regular personal data (tasks, notes, email addresses) for synchronization purposes. The service does not involve automated decision-making, profiling, large-scale special category data processing, or systematic monitoring. Risk to data subjects is low due to optional E2EE, strong security measures, user control, and data minimization. Processing does not meet GDPR Article 35(3) thresholds or 2+ WP248 criteria. Therefore, a full DPIA is not required at this time. - -**Re-evaluation Required If:** -Significant processing changes (see Section 8 triggers) - ---- - -## 11. Appendices - -### Appendix A: GDPR Article 35 Full Text (Excerpt) - -> **Article 35 - Data protection impact assessment** -> -> 1. Where a type of processing in particular using new technologies, and taking into account the nature, scope, context and purposes of the processing, is likely to result in a high risk to the rights and freedoms of natural persons, the controller shall, prior to the processing, carry out an assessment of the impact of the envisaged processing operations on the protection of personal data. A single assessment may address a set of similar processing operations that present similar high risks. -> 2. A data protection impact assessment referred to in paragraph 1 shall in particular be required in the case of: -> (a) a systematic and extensive evaluation of personal aspects relating to natural persons which is based on automated processing, including profiling, and on which decisions are based that produce legal effects concerning the natural person or similarly significantly affect the natural person; -> (b) processing on a large scale of special categories of data referred to in Article 9(1), or of personal data relating to criminal convictions and offences referred to in Article 10; or -> (c) a systematic monitoring of a publicly accessible area on a large scale. - -### Appendix B: WP248 Rev.01 Criteria (Summary) - -Source: Article 29 Working Party, Guidelines on Data Protection Impact Assessment (WP248 Rev.01) - -**9 Criteria for DPIA Consideration:** - -1. Evaluation or scoring -2. Automated decision-making with legal/significant effects -3. Systematic monitoring -4. Sensitive data or data of highly personal nature -5. Data processed on a large scale -6. Matching or combining datasets -7. Data concerning vulnerable data subjects -8. Innovative use or new technological solutions -9. Processing that prevents data subjects from exercising a right - -**Threshold:** 2 or more criteria → DPIA likely required - -### Appendix C: Change Log - -| Date | Change | Reason | Reviewed By | -| ---------- | -------------------------- | ----------------------------- | --------------- | -| 2026-01-22 | Initial screening decision | GDPR compliance documentation | Johannes Millan | -| | | | | - ---- - -_This document is confidential and for internal use. May be requested by supervisory authority during audits._ diff --git a/packages/super-sync-server/docs/compliance/GDPR-COMPLIANCE-ANALYSIS.md b/packages/super-sync-server/docs/compliance/GDPR-COMPLIANCE-ANALYSIS.md deleted file mode 100644 index 22cb67e6e..000000000 --- a/packages/super-sync-server/docs/compliance/GDPR-COMPLIANCE-ANALYSIS.md +++ /dev/null @@ -1,936 +0,0 @@ -# GDPR Compliance Analysis: Super Productivity Super Sync - -**Analysis Date:** 2026-01-22 -**Analyst:** AI Assistant (Claude Sonnet 4.5) -**Methodology:** Comprehensive code review + documentation analysis -**Confidence:** 85% (15% requires manual verification and encryption gap per TODO list) - ---- - -## Quick Status Overview - -### ✅ VERIFIED COMPLIANT (from code analysis) - -- Privacy policy & ToS checkbox during registration (required) -- Consent timestamps logged in database -- Complete privacy policy with all GDPR disclosures -- E2EE trade-offs documented in ToS -- Account deletion with cascading deletes -- Data export functionality (portability) -- No third-party tracking/analytics -- German hosting with Data Processing Agreement -- Strong encryption (HTTPS/TLS, bcrypt, optional E2EE) -- Automatic data cleanup (90 days) - -### ⚠️ NEEDS MANUAL VERIFICATION - -- Encryption-at-rest status (confirm with Alfahosting) - **TODO 1** -- E2EE warning in app UI (test user flow) - **TODO 2** -- Incident response procedures (create document) - **TODO 3** -- Records of Processing Activities (create document) - **TODO 4** -- DPIA screening documentation (create document) - **TODO 5** -- Data subject request procedures (create SOP) - **TODO 6** - -### 📊 Compliance Score: 85% - -- **Implementation:** 90% (missing disk encryption) -- **Documentation:** 75% (operational docs needed) -- **Hosting Security:** 70% (no encryption at rest verified) -- **Confidence:** 85% overall (15% gap: encryption at rest + manual checks) - -**Bottom Line:** Super Sync demonstrates strong GDPR principles, but lacks database encryption at rest for non-E2EE users. Main gaps are encryption at rest and operational procedures (incident response, formal docs). - ---- - -## Executive Summary - -**Overall Assessment: LARGELY COMPLIANT with encryption gap and operational gaps** - -Super Productivity's Super Sync implementation demonstrates strong privacy-by-design principles with optional end-to-end encryption, minimal data collection, clear user controls, and proper consent management. Code analysis reveals comprehensive GDPR compliance measures are implemented. **Critical finding:** Database encryption at rest is NOT implemented for non-E2EE users, creating higher risk in case of server compromise. Remaining gaps include operational procedures (breach detection, incident response). - -**Confidence Level: 85%** - Based on comprehensive code and UI analysis. Remaining 15% gap includes: (1) Missing database encryption at rest (10% deduction), (2) Operational procedures and hosting provider configuration that cannot be verified from code alone (5%). - ---- - -## 1. GDPR Compliance Assessment by Article - -### ✅ **COMPLIANT Areas** - -#### Article 5 - Data Processing Principles - -**Data Minimization (Art. 5(1)(c)):** - -- ✅ Collects only essential data: email, password hash, sync operations -- ✅ No analytics, tracking pixels, or profiling -- ✅ No user behavior monitoring beyond sync operations -- ✅ IP addresses logged but with short retention (7-14 days) - -**Purpose Limitation (Art. 5(1)(b)):** - -- ✅ Data used solely for sync functionality -- ✅ No secondary uses (marketing, profiling, advertising) -- ✅ Clear purpose: synchronizing user's productivity data across devices - -**Storage Limitation (Art. 5(1)(e)):** - -- ✅ Automatic data cleanup after 90 days (operations covered by snapshots) -- ✅ Inactive account deletion after 12 months with notification -- ✅ Server logs rotated every 7-14 days -- ✅ Stale device records automatically removed -- ✅ One-time tokens (email verification, magic links) expire and are cleared - -**Accuracy (Art. 5(1)(d)):** - -- ✅ Users can update their data through the app -- ✅ Operations log maintains data integrity through vector clocks - -**Integrity & Confidentiality (Art. 5(1)(f)):** - -- ✅ HTTPS/TLS for all communications -- ✅ bcrypt password hashing (12 rounds) -- ✅ Optional end-to-end encryption -- ✅ JWT authentication with token versioning -- ✅ Rate limiting and account lockout protection -- ✅ Security headers (Helmet.js, CSP, HSTS) -- ✅ SQL injection prevention (Prisma ORM) -- ✅ Request validation (Zod schemas) - -#### Article 6 - Lawful Basis - -- ✅ **Contract Performance (Art. 6(1)(b)):** Processing necessary for sync service -- ✅ **Legitimate Interests (Art. 6(1)(f)):** Server security, abuse prevention, rate limiting -- ✅ **Legal Obligation (Art. 6(1)(c)):** Tax record retention (10 years for billing) - -#### Article 15-22 - Data Subject Rights - -**Right to Access (Art. 15):** - -- ✅ Users can export all their data through the app -- ✅ Contact email provided: `contact@super-productivity.com` - -**Right to Erasure (Art. 17):** - -- ✅ Account deletion via app settings -- ✅ Cascading database deletes (operations, devices, snapshots) -- ✅ 7-day retention for "active systems" then automatic deletion -- ✅ CLI command available: `npm run delete-user -- ` - -**Right to Data Portability (Art. 20):** - -- ✅ Users can export sync data in JSON format -- ✅ Standard format, machine-readable - -**Right to Rectification (Art. 16):** - -- ✅ Users can update their data through app operations - -**Right to Restriction (Art. 18):** - -- ✅ Users can disable sync to pause processing -- ⚠️ Manual support required for partial restrictions - -**Right to Object (Art. 21):** - -- ✅ Users can object to processing by contacting support -- ✅ Can delete account to stop all processing - -#### Article 25 - Data Protection by Design and Default - -- ✅ **Privacy by Design:** Optional E2EE, no analytics, local-first architecture -- ✅ **Privacy by Default:** Users must explicitly enable sync -- ✅ **Data Minimization:** Only essential fields collected -- ✅ **Encryption:** Optional E2EE with client-side key management -- ✅ **Access Control:** JWT authentication, token versioning - -#### Article 28 - Processor Agreements - -- ✅ **Hosting Provider:** Alfahosting GmbH (German provider) -- ✅ **AVV in Place:** Explicit Data Processing Agreement (Auftragsverarbeitungsvertrag) -- ✅ **No Subprocessors:** Alfahosting doesn't re-share data -- ✅ **SMTP Provider:** Alfahosting's own mail servers (covered by AVV) - -#### Article 30 - Records of Processing Activities - -- ✅ Privacy policy documents data processing activities -- ✅ Code repository serves as technical documentation -- ✅ Database schema clearly documents data structures - -#### Article 32 - Security of Processing - -- ✅ HTTPS/TLS encryption in transit -- ✅ bcrypt password hashing (appropriate algorithm, 12 rounds) -- ⚠️ **Database Encryption at Rest:** NOT IMPLEMENTED - - PostgreSQL data files stored unencrypted on disk - - No LUKS disk encryption, no pgcrypto column encryption - - Physical disk theft or server compromise would expose unencrypted data -- ✅ **Compensating Control:** Optional E2EE available - - Users can enable zero-knowledge encryption - - When enabled: data encrypted before leaving client - - Limitation: E2EE is optional, not mandatory - - Risk: Users who don't enable E2EE have unencrypted data at rest -- ✅ JWT authentication with expiry (7 days) -- ✅ Token revocation mechanism (tokenVersion) -- ✅ Rate limiting and account lockout -- ✅ Email verification before account activation -- ✅ Passkey/WebAuthn support -- ✅ Security headers (CSP, HSTS, X-Frame-Options) -- ✅ Request validation and sanitization -- ✅ Zip bomb protection -- ✅ SQL injection prevention - -#### Article 37 - Data Protection Officer - -- ✅ **Not Required:** Processing does not meet Art. 37 thresholds - - Not a public authority - - Core activities do not require regular/systematic large-scale monitoring - - Fewer than 20 employees in data processing roles -- ✅ Responsibility falls to individual controller (Johannes Millan) - -#### Article 44-50 - International Data Transfers - -- ✅ **No Transfers:** All data stays in Germany (Alfahosting GmbH) -- ✅ No US-based cloud providers -- ✅ No cross-border data sharing - ---- - -### ⚠️ **NEEDS ATTENTION / CLARIFICATION** - -#### Article 7 & 13 - Consent & Transparency - -**VERIFIED - COMPLIANT:** - -1. **Privacy Notice & ToS Presentation (Art. 13(1)):** - - ✅ **VERIFIED:** Registration form includes required checkbox for ToS/Privacy Policy acceptance - - Location: `packages/super-sync-server/public/index.html` lines 148-175 - - Checkbox marked `required` - cannot register without acceptance - - Links to both documents: `/terms.html` and `/privacy.html` - - ✅ **VERIFIED:** Server-side validation enforces `termsAccepted: true` - - Location: `packages/super-sync-server/src/api.ts` line 39-42 - - ✅ **VERIFIED:** Consent timestamp logged in database - - Field: `termsAcceptedAt` in User table (schema.prisma line 30) - - Populated during registration (passkey.ts lines 175, 226) - - **GDPR Requirement:** Privacy information must be provided "at the time when personal data are obtained" ✅ MET - -2. **E2EE Trade-off Warnings:** - - ✅ **VERIFIED:** Terms of Service explicitly warn about E2EE limitations - - Location: `terms-of-service-en.md` Section 4(2) - - States: "Provider has absolutely no access to these keys and cannot recover, unlock, or reset encrypted data" - - States: "Loss of the key results in permanent and irrevocable loss of access" - - ⚠️ **NEEDS VERIFICATION:** Check if app UI shows additional warnings before enabling E2EE - - This is a UX enhancement, not strictly required for GDPR - - Recommendation: Add warning dialog in app when enabling E2EE - -3. **Privacy Policy Content:** - - ✅ **VERIFIED:** Complete English privacy policy exists - - Location: `packages/super-sync-server/privacy-policy-en.md` - - Contains all required Art. 13(1) information - - Translation note: "In case of discrepancies, German version prevails" - - ✅ All required GDPR disclosures present (see Art. 13 checklist below) - -4. **Email Marketing Consent:** - - ✅ No marketing emails found in code (only transactional) - - ✅ Good compliance with ePrivacy Directive - - ✅ If marketing is ever added, explicit opt-in required (Art. 6(1)(a)) - -**Remaining Recommendations:** - -- ✅ ToS/privacy policy acceptance: ALREADY IMPLEMENTED -- ✅ Consent timestamps: ALREADY IMPLEMENTED -- ⚠️ E2EE warnings in app UI: Verify/enhance if needed (nice-to-have) - -#### Article 33-34 - Data Breach Notification - -**Issues:** - -1. **Breach Detection:** - - ⚠️ No automated breach detection code found - - ⚠️ No logging of unauthorized access attempts beyond rate limiting - - **GDPR Requirement:** Controller must notify supervisory authority within 72 hours (Art. 33) - - **Risk:** High if breach occurs and not detected promptly - -2. **Breach Response Plan:** - - ⚠️ No documented incident response procedures in codebase - - **GDPR Requirement:** Must notify affected users if "high risk" to their rights (Art. 34) - - **Risk:** High - 72-hour window is tight without preparation - -3. **Breach Logging:** - - ⚠️ No audit log for data access (who accessed what, when) - - Current logging: IP addresses, failed logins, request logs (7-14 days) - - **Recommendation:** Implement comprehensive audit logging with longer retention for security incidents - -**Recommendations:** - -- Implement automated breach detection (failed login monitoring, unusual access patterns) -- Create incident response playbook (notification templates, escalation procedures) -- Add comprehensive audit logging (data access, modifications, exports) -- Consider security monitoring tools (intrusion detection, anomaly detection) -- Document breach notification process and test annually - -#### Article 5(2) - Accountability - -**Issues:** - -1. **Documentation:** - - ✅ Code is well-documented and open source - - ⚠️ No formal "Records of Processing Activities" document (Art. 30) - - ⚠️ No data protection impact assessment (DPIA) documented (Art. 35) - -2. **DPIA Requirement:** - - **Trigger:** "Systematic and extensive profiling" or "large-scale processing of special categories" - - **Super Sync:** Likely NOT required (no profiling, no special categories, not large-scale) - - **Recommendation:** Document DPIA screening decision (why not required) - -**Recommendations:** - -- Create formal "Records of Processing Activities" document listing: - - Categories of data processed - - Purposes of processing - - Recipients (Alfahosting) - - Retention periods - - Security measures -- Document DPIA screening decision -- Maintain data breach log (even if empty) - -#### Article 12 - Transparent Communication - -**Issues:** - -1. **Privacy Policy Accessibility:** - - ✅ Privacy policy available at `/privacy` route - - ⚠️ Cannot verify if policy is easily accessible from app UI - - **GDPR Requirement:** "Concise, transparent, intelligible, easily accessible" (Art. 12(1)) - -2. **Privacy Policy Language:** - - ✅ German privacy policy provided (for German controller) - - ⚠️ Cannot verify if translations provided for international users - - **GDPR Requirement:** Information in "clear and plain language" (Art. 12(1)) - - **Risk:** Low if user base is primarily German-speaking - -3. **Data Subject Request Response:** - - ✅ Contact email provided: `contact@super-productivity.com` - - ⚠️ No documented SLA for responding to data subject requests - - **GDPR Requirement:** Respond "without undue delay" and within 1 month (Art. 12(3)) - - **Recommendation:** Document internal SLA and track request response times - -**Recommendations:** - -- Add prominent "Privacy Policy" link in registration flow -- Provide English translation of privacy policy (if serving international users) -- Document internal SLA for data subject requests (target: 14 days, max: 30 days) -- Create template responses for common data subject requests - -#### Article 17 - Right to Erasure (Partial Concern) - -**Issues:** - -1. **Backup Retention:** - - ⚠️ Code shows 7-day retention for "active systems" after account deletion - - **Question:** Are deleted accounts truly inaccessible during this period? - - **GDPR Requirement:** Erasure "without undue delay" (Art. 17(1)) - - **Acceptable Delay:** Technical necessity (backup rotation) is acceptable if documented - -2. **Third-Party Notification:** - - ⚠️ If sync data was ever shared with third parties, must notify them of deletion (Art. 17(2)) - - **Current State:** No third-party sharing found, so not applicable - - **Risk:** Low - becomes relevant only if third-party integrations added - -**Recommendations:** - -- Document 7-day retention period in privacy policy as "technical necessity" -- Ensure deleted accounts are immediately inaccessible (soft delete, not purge) -- If third-party integrations added, implement deletion notification - ---- - -### ❌ **POTENTIAL NON-COMPLIANCE (Needs Verification)** - -#### Article 13 - Information to be Provided (Cannot Verify from Code) - -**Missing Evidence:** - -1. **Privacy Notice Presentation:** - - Cannot verify users see privacy policy before registration - - Cannot verify users explicitly accept ToS/privacy policy - - **GDPR Requirement:** Privacy information at point of data collection - -2. **Required Information (Art. 13(1)):** - Must provide users with: - - ✅ Controller identity and contact (Johannes Millan, `contact@super-productivity.com`) - - ✅ Purposes of processing (sync functionality) - - ✅ Legal basis (contract performance, legitimate interests) - - ⚠️ Cannot verify: Legitimate interests explanation (if relying on Art. 6(1)(f)) - - ✅ Recipients (Alfahosting GmbH) - - ✅ Retention periods (90 days for ops, 12 months for inactive accounts) - - ✅ Data subject rights (access, deletion, portability, etc.) - - ✅ Right to withdraw consent (disable sync) - - ✅ Right to lodge complaint (Sächsischer Datenschutzbeauftragter) - - ⚠️ Cannot verify: Automated decision-making (none present, but must state "none") - -**Recommendations:** - -- Audit actual UI flow to ensure privacy notice is shown before registration -- Verify all Art. 13(1) required information is in privacy policy -- Add explicit statement: "No automated decision-making or profiling occurs" - -#### Article 32 - Encryption at Rest (CRITICAL GAP) - -**CONFIRMED FINDINGS:** - -1. **Database Encryption at Rest: NOT IMPLEMENTED** - - PostgreSQL data files stored unencrypted on disk - - No LUKS disk encryption configured - - No pgcrypto column-level encryption - - **GDPR Context:** Art. 32 requires "appropriate technical measures" including encryption - - **Risk:** HIGH - Physical disk theft or server compromise would expose unencrypted data for non-E2EE users - - **Impact:** Users who don't enable E2EE have data stored in plaintext on server - -2. **Compensating Control:** - - ✅ Optional E2EE available with client-side key management - - Limitation: E2EE is optional, NOT mandatory - - Users who don't enable E2EE: **unencrypted data at rest** - - E2EE trade-offs documented in ToS (key loss = permanent data loss) - -3. **Current State:** - - ⚠️ Protection relies solely on: - - Physical security of hosting provider's data center - - Network perimeter security - - Access controls (JWT authentication) - - ❌ No cryptographic protection at disk level for non-E2EE users - -**Recommendations (HIGH PRIORITY):** - -1. **Option A:** Implement LUKS disk encryption (30 min setup, protects all data) -2. **Option B:** Make E2EE mandatory (removes user choice but maximizes security) -3. **Option C:** Make E2EE default opt-out instead of opt-in -4. **Required:** Update privacy policy to transparently disclose encryption status -5. **Required:** Document this risk in compliance documentation - ---- - -## 2. Risk Assessment - -### HIGH PRIORITY (Must Address) - -| Risk | Impact | Likelihood | Priority | Status | Mitigation | -| ----------------------------------------------- | ------ | ---------- | -------- | -------------- | ---------------------------------------------------------------------------------------- | -| **Unencrypted data at rest for non-E2EE users** | High | Low | **HIGH** | ⚠️ Open | Implement LUKS disk encryption OR make E2EE mandatory (see updated plan) | -| **Data breach without detection** | High | Low | **HIGH** | ⚠️ Open | Implement automated breach detection, audit logging, incident response plan (see TODO 3) | -| **72-hour breach notification deadline missed** | High | Low | **HIGH** | ⚠️ Open | Create incident response playbook, test annually (see TODO 3) | -| **Encryption-at-rest not verified** | Medium | Low | **HIGH** | ⚠️ Needs Check | Verify with Alfahosting (see TODO 1) | - -### MEDIUM PRIORITY (Should Address) - -| Risk | Impact | Likelihood | Priority | Status | Mitigation | -| ----------------------------------------------- | ------ | ---------- | ---------- | -------------- | ----------------------------------------------------------------- | -| **No formal Records of Processing Activities** | Low | High | **MEDIUM** | ⚠️ Open | Create Art. 30 compliance document (see TODO 4) | -| **E2EE warnings in app UI unclear** | Low | Low | **MEDIUM** | ⚠️ Needs Check | Verify/add warning dialog in app (see TODO 2) | -| **No documented SLA for data subject requests** | Low | Medium | **MEDIUM** | ⚠️ Open | Document internal procedures, target 14-day response (see TODO 6) | -| **No DPIA screening documented** | Low | Low | **MEDIUM** | ⚠️ Open | Document screening decision (see TODO 5) | - -### LOW PRIORITY (Nice to Have) - -| Risk | Impact | Likelihood | Priority | Mitigation | -| --------------------------------------- | ------ | ---------- | -------- | ---------------------------------------------------------------------- | -| **Privacy policy translations missing** | Low | Low | **LOW** | Add English/other language translations if serving international users | -| **No per-device token revocation** | Low | Low | **LOW** | Consider implementing per-device token management | -| **Consent timestamps not logged** | Low | Low | **LOW** | Add database fields for consent audit trail | - ---- - -## 3. GDPR Compliance Checklist - -### ✅ **Completed (Strong)** - -- [x] Data minimization (no unnecessary collection) -- [x] No third-party tracking or analytics -- [x] HTTPS/TLS encryption in transit -- [x] Strong password hashing (bcrypt, 12 rounds) -- [x] Optional end-to-end encryption -- [x] JWT authentication with token versioning -- [x] Rate limiting and account lockout -- [x] Email verification before activation -- [x] Automatic data cleanup (90-day retention) -- [x] Inactive account deletion (12 months) -- [x] User-initiated account deletion -- [x] Data export functionality -- [x] Cascading database deletes -- [x] German hosting (no international transfers) -- [x] Data Processing Agreement with hosting provider -- [x] No DPO required (correct assessment) -- [x] SQL injection prevention (Prisma ORM) -- [x] Request validation (Zod schemas) -- [x] Security headers (CSP, HSTS, etc.) -- [x] Zip bomb protection -- [x] Privacy policy available at `/privacy` -- [x] Contact email for data subject requests - -### ✅ **Verified from Code - Compliant** - -- [x] Privacy policy shown during registration (checkbox in UI) -- [x] ToS/privacy policy acceptance checkbox (required field) -- [x] All Art. 13(1) required information in privacy policy -- [x] E2EE trade-off warnings in Terms of Service -- [x] Consent timestamps logged in database (`termsAcceptedAt`) -- [x] Privacy policy translations (English version available) -- [x] Privacy policy accessible (linked in registration form) - -### ⚠️ **Needs Manual Verification** - -- [ ] E2EE warnings shown in app UI before enabling (TODO 2) -- [ ] Database encryption at rest (confirm with Alfahosting - TODO 1) -- [ ] 7-day deletion grace period accurate (verify ops process - TODO 7) - -### ❌ **Missing / Needs Implementation** - -- [ ] Automated breach detection system -- [ ] Incident response playbook (breach notification procedures) -- [ ] Comprehensive audit logging (data access, modifications) -- [ ] Formal "Records of Processing Activities" document (Art. 30) -- [ ] Documented SLA for data subject requests (target: 14 days) -- [ ] DPIA screening decision documentation -- [ ] Data breach log (even if empty) - ---- - -## 4. Recommendations (Updated Based on Verification) - -### ✅ Already Implemented - No Action Needed - -1. **Privacy Notice & Consent Management:** - - ✅ ToS/Privacy checkbox in registration (verified in code) - - ✅ Consent timestamps logged (`termsAcceptedAt` field exists) - - ✅ All Art. 13(1) information in privacy policy - - ✅ English translation of privacy policy available - -2. **E2EE Disclosures:** - - ✅ Trade-offs documented in Terms of Service - - ⚠️ May want to enhance with in-app warning dialog (see TODO 2) - -3. **Data Minimization:** - - ✅ No analytics or tracking - - ✅ Only essential data collected - - ✅ Automatic cleanup implemented - -### 🔴 High Priority Actions (Complete Within 1 Month) - -**See detailed TODO list in Section 7 for step-by-step instructions** - -1. **Verify Encryption at Rest** (TODO 1) - - Contact Alfahosting to confirm database encryption status - - Document in compliance records - -2. **Test E2EE Warning in App** (TODO 2) - - Verify warning dialog exists when enabling E2EE - - Add/improve if missing or unclear - -3. **Create Incident Response Plan** (TODO 3) - - Document breach notification procedures (72-hour deadline) - - Create notification templates - - Assign roles and responsibilities - - Schedule annual tabletop exercise - -### 🟡 Medium Priority Actions (Complete Within 3 Months) - -**See detailed TODO list in Section 7 for step-by-step instructions** - -4. **Create "Records of Processing Activities"** (TODO 4) - - Formal Art. 30 compliance document - - Update annually - -5. **Document DPIA Screening** (TODO 5) - - Explain why DPIA not required - - Re-evaluate if processing changes - -6. **Document Data Subject Request Procedures** (TODO 6) - - Define SLA (14-day target, 30-day max) - - Create response templates - - Track all requests - -7. **Verify 7-Day Deletion Timeline** (TODO 7) - - Confirm operational process matches policy - - Update documentation if different - -### 🟢 Low Priority / Nice to Have - -8. **Implement Audit Logging** (TODO 8) - - Log security events (account changes, exports, etc.) - - Retain for 1 year - -9. **Verify German Privacy Policy Default** (TODO 9) - - Ensure German version is primary language option - -10. **Consider Automated Breach Detection** (TODO 10) - - Long-term enhancement - - Research tools (fail2ban, IDS, SIEM) - ---- - -## 5. Summary & Conclusion - -### Overall Assessment - -Super Productivity's Super Sync implementation is **largely GDPR-compliant** with strong privacy-by-design principles. The architecture demonstrates: - -**Strengths:** - -- ✅ Minimal data collection (data minimization) -- ✅ Strong encryption (HTTPS/TLS, bcrypt, optional E2EE) -- ✅ User control (account deletion, data export, sync disable) -- ✅ No third-party tracking or analytics -- ✅ German hosting with no international transfers -- ✅ Automatic data cleanup and retention limits -- ✅ Secure authentication (JWT, rate limiting, email verification) -- ✅ Open source and auditable - -**Areas for Improvement:** - -- ⚠️ **Database encryption at rest** (CRITICAL GAP - see Article 32 above) -- ⚠️ Breach detection and incident response procedures -- ⚠️ Privacy notice presentation verification (UI audit needed) -- ⚠️ Formal compliance documentation (Art. 30 records) -- ⚠️ Audit logging for data access and modifications -- ⚠️ Documented SLA for data subject requests - -### Compliance Confidence Level - -**85% Confident** - Based on comprehensive code analysis. Reduced confidence due to: - -- **Critical gap:** Database encryption at rest NOT implemented (10% deduction) -- Remaining 5% uncertainty requires manual verification (see TODO list) - -**Breakdown:** - -- Code implementation: 90% (down from 98% - missing disk encryption) -- Operational procedures: 70% (requires manual verification) -- Hosting provider security: 70% (no encryption at rest verified) -- Overall: 85% - -### Legal Disclaimer - -This analysis is based on publicly available code and does not constitute legal advice. Organizations should: - -- Consult qualified GDPR legal counsel for formal compliance assessment -- Conduct regular compliance audits -- Monitor changes to GDPR guidance and case law -- Document all compliance efforts - -### Next Steps - -1. ✅ Complete immediate actions (privacy notice verification, incident response plan) -2. ⚠️ Address short-term actions (formal documentation, enhanced transparency) -3. 🔄 Schedule long-term improvements (security monitoring, consent management) -4. 📅 Conduct annual GDPR compliance review -5. 🔍 Engage legal counsel for formal compliance opinion - ---- - -## 6. Potential Risks & Side Effects - -### Risks if Issues Not Addressed - -1. **Regulatory Action:** - - GDPR fines up to €20M or 4% of global turnover (whichever higher) - - Likely scenario for small operation: €5,000 - €50,000 warning or fine - - Supervisory authority: Sächsischer Datenschutzbeauftragter (Saxony) - -2. **Data Breach Impact:** - - Without breach detection: Late notification → higher fines - - Without incident response plan: Missed 72-hour deadline → regulatory scrutiny - - Without audit logging: Cannot determine breach scope → must assume worst case - -3. **User Trust:** - - Privacy violations damage reputation - - Open source community expects high privacy standards - - Users may switch to competitors if concerns arise - -### Side Effects of Recommendations - -1. **Audit Logging:** - - Storage cost increase (minimal, ~1-5% of current) - - Performance impact (negligible with proper indexing) - - Privacy concern (more data collected) - mitigate with encryption and access controls - -2. **Consent Management:** - - Additional user friction during registration - - Database schema changes required - - Migration needed for existing users - -3. **Security Monitoring:** - - Operational overhead (monitoring, alerts) - - Cost (SIEM tools can be expensive) - - False positive management - ---- - -## 7. USER TODO LIST - Manual Verification Required - -These items cannot be verified from code alone and require manual checks: - -### 🔴 HIGH PRIORITY (Complete Within 1 Month) - -#### TODO 1: Verify Database Encryption at Rest - -**Why:** GDPR Art. 32 recommends "state of the art" security measures - -**Action:** - -- [ ] Contact Alfahosting GmbH support -- [ ] Confirm if PostgreSQL databases have encryption-at-rest enabled -- [ ] Document confirmation in compliance records -- [ ] If not enabled, request activation or evaluate alternative - -**Verification:** - -```bash -# Ask Alfahosting support: -"Does our PostgreSQL instance at Alfahosting have encryption at rest enabled? -What encryption algorithm is used (e.g., AES-256)? -Is it enabled by default or does it need configuration?" -``` - -#### TODO 2: Test E2EE Warning in App UI - -**Why:** Users should be clearly warned about key loss risks before enabling E2EE - -**Action:** - -- [ ] Open Super Productivity app -- [ ] Go to Sync Settings -- [ ] Enable SuperSync with E2EE option -- [ ] Verify warning dialog appears explaining: - - Key loss = permanent data loss - - Server cannot recover encrypted data - - No server-side restore available with E2EE -- [ ] If warning missing or unclear, add/improve warning dialog - -**Expected Behavior:** -User should see prominent warning before enabling E2EE, not just in ToS. - -#### TODO 3: Create Incident Response Playbook - -**Why:** GDPR Art. 33 requires breach notification within 72 hours - -**Action:** - -- [ ] Create document: "Data Breach Incident Response Plan" -- [ ] Include: - - Definition of what constitutes a breach - - Incident detection procedures - - Escalation contact chain - - Notification templates for supervisory authority (Sächsischer Datenschutzbeauftragter) - - Notification templates for affected users - - Evidence preservation procedures - - Timeline tracker (72-hour countdown) -- [ ] Store in secure location -- [ ] Review annually -- [ ] Run tabletop exercise annually - -**Template Starting Point:** -See ICO guidance: https://ico.org.uk/for-organisations/report-a-breach/personal-data-breach-assessment/ - ---- - -### 🟡 MEDIUM PRIORITY (Complete Within 3 Months) - -#### TODO 4: Create "Records of Processing Activities" Document - -**Why:** GDPR Art. 30 requires documented records of data processing - -**Action:** - -- [ ] Create formal document with: - - **Controller details:** Johannes Millan, contact info - - **Categories of data:** Email, password hash, sync operations, IP logs - - **Purposes:** Sync functionality, security, error diagnosis - - **Legal basis:** Art. 6(1)(b) contract, Art. 6(1)(f) legitimate interests - - **Recipients:** Alfahosting GmbH (hosting provider with AVV) - - **International transfers:** None (all data in Germany) - - **Retention periods:** 90 days (operations), 12 months (inactive accounts), 7-14 days (logs) - - **Security measures:** HTTPS/TLS, bcrypt, optional E2EE, rate limiting, etc. -- [ ] Store in compliance folder -- [ ] Update annually or when processing changes - -**Template:** -Can use ICO template: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/accountability-and-governance/guide-to-accountability-and-governance/accountability-and-governance/documentation/ - -#### TODO 5: Document DPIA Screening Decision - -**Why:** GDPR Art. 35 requires DPIA for high-risk processing (demonstrate why not needed) - -**Action:** - -- [ ] Create document: "Data Protection Impact Assessment Screening" -- [ ] Document why DPIA not required: - - Not systematic/large-scale profiling - - Not processing special category data (Art. 9) - - Not large-scale monitoring of public areas - - Opt-in sync service, not mandatory - - Optional E2EE available for sensitive data -- [ ] Store in compliance folder -- [ ] Re-evaluate if processing changes significantly - -**Conclusion:** -DPIA not required but screening decision documented for accountability. - -#### TODO 6: Document Data Subject Request Procedures - -**Why:** GDPR Art. 12(3) requires response within 1 month - -**Action:** - -- [ ] Create standard operating procedure for data subject requests -- [ ] Define SLA: Acknowledge within 3 days, respond within 14 days (target), 30 days (max) -- [ ] Create response templates for: - - Right to access (Art. 15) - - Right to rectification (Art. 16) - - Right to erasure (Art. 17) - - Right to restriction (Art. 18) - - Right to data portability (Art. 20) - - Right to object (Art. 21) -- [ ] Designate responsible person for handling requests -- [ ] Track all requests in spreadsheet (date received, date responded, type, outcome) - -**Response Time:** -Must respond within 1 month, extendable by 2 months if complex (with explanation to user). - -#### TODO 7: Verify 7-Day Deletion Grace Period Documented - -**Why:** Privacy policy states "within 7 days" - ensure this is accurate - -**Action:** - -- [ ] Review actual account deletion process -- [ ] Confirm timeline: - - Day 0: User deletes account via app - - Day 0-7: Data in "soft delete" or backup rotation - - Day 7: Data fully purged from all systems -- [ ] If different timeline, update privacy policy Section 8(1) -- [ ] Document in operational procedures - -**Current Privacy Policy:** -"We will delete your inventory data and content data immediately, but no later than within 7 days from all active systems." - ---- - -### 🟢 LOW PRIORITY (Nice to Have) - -#### TODO 8: Implement Basic Audit Logging - -**Why:** Helps detect breaches and demonstrates accountability - -**Action:** - -- [ ] Add logging for security events: - - Account creation/deletion with timestamp - - Data export requests (for portability) - - Failed authentication attempts (already tracked for rate limiting) - - Password changes - - Token refreshes -- [ ] Store logs for 1 year (longer than current 7-14 days for security events) -- [ ] Separate security logs from general logs -- [ ] Implement log review process (monthly or quarterly) - -**Privacy Note:** -Minimize personal data in logs - log event types and timestamps, not payload content. - -#### TODO 9: Add German Privacy Policy to Registration Flow - -**Why:** German controller, German law applies, German should be primary language - -**Action:** - -- [ ] Verify if `privacy-policy.md` (German version) exists -- [ ] If exists, make German version the default link in registration UI -- [ ] Keep English translation available -- [ ] Update registration form to link to German version first - -**Current Status:** -Registration form links to `/privacy.html` - verify language. - -#### TODO 10: Consider Implementing Automated Breach Detection - -**Why:** Faster detection = better compliance with 72-hour notification window - -**Action (Long-term):** - -- [ ] Research breach detection tools (e.g., fail2ban, intrusion detection) -- [ ] Implement monitoring for: - - Unusual access patterns (many failed logins) - - Large data exports - - Unusual API usage spikes - - Database access from unexpected IPs -- [ ] Set up alerting (email/SMS) for suspicious activity -- [ ] Consider SIEM tool if budget allows - -**Budget:** -Free tools available (fail2ban, Prometheus + Alertmanager) or paid SIEM ($50-500/mo). - ---- - -## 8. VERIFICATION CHECKLIST FOR USER - -Use this checklist to track completion of manual verification tasks: - -### Hosting & Infrastructure - -- [ ] Confirmed encryption-at-rest with Alfahosting -- [ ] Reviewed AVV (Data Processing Agreement) with Alfahosting is signed and current -- [ ] Verified no data transfers outside Germany - -### Consent & Transparency - -- [ ] Tested registration flow - ToS/Privacy checkbox works correctly -- [ ] Verified ToS and Privacy links open correct documents -- [ ] Tested E2EE warning dialog in app (or added if missing) -- [ ] Verified German privacy policy is accessible - -### Operational Procedures - -- [ ] Created incident response playbook -- [ ] Created "Records of Processing Activities" document -- [ ] Created DPIA screening decision document -- [ ] Created data subject request SOP -- [ ] Designated responsible person for GDPR compliance - -### Compliance Documentation - -- [ ] All compliance documents stored in secure location -- [ ] Review schedule established (annual minimum) -- [ ] Contact info for Sächsischer Datenschutzbeauftragter saved - -### Optional Enhancements - -- [ ] Audit logging implemented -- [ ] Breach detection monitoring implemented -- [ ] Log review process established - ---- - -## Appendix: Key Files Reviewed - -### Server Implementation - -- `packages/super-sync-server/src/index.ts` - Main server setup -- `packages/super-sync-server/src/routes/**/*.ts` - API endpoints -- `packages/super-sync-server/src/schema/**/*.ts` - Data validation schemas -- `packages/super-sync-server/src/lib/auth.ts` - Authentication logic -- `packages/super-sync-server/src/lib/rate-limiter.ts` - Rate limiting -- `packages/super-sync-server/src/lib/email.ts` - Email sending -- `packages/super-sync-server/prisma/schema.prisma` - Database schema - -### Client Implementation - -- `src/app/imex/sync/super-sync/` - Client-side sync logic -- `src/app/features/config/store/global-config.reducer.ts` - Config state -- `src/app/imex/sync/dialog-sync-initial-cfg/` - Sync setup UI - -### Documentation - -- `packages/super-sync-server/docs/privacy-policy.md` - Privacy policy -- `packages/super-sync-server/README.md` - Server documentation -- `docs/sync-and-op-log/*.md` - Sync architecture documentation - ---- - -_This document should be reviewed and updated annually or whenever significant changes are made to data processing practices._ diff --git a/packages/super-sync-server/docs/compliance/INCIDENT-RESPONSE-PLAYBOOK.md b/packages/super-sync-server/docs/compliance/INCIDENT-RESPONSE-PLAYBOOK.md deleted file mode 100644 index afe5a2d61..000000000 --- a/packages/super-sync-server/docs/compliance/INCIDENT-RESPONSE-PLAYBOOK.md +++ /dev/null @@ -1,672 +0,0 @@ -# Data Breach Incident Response Playbook - -**Organization:** Super Productivity Sync -**Data Controller:** Johannes Millan -**Last Updated:** 2026-01-22 -**Review Frequency:** Annual - ---- - -## Purpose - -This playbook provides step-by-step procedures for responding to data breaches in compliance with GDPR Articles 33 and 34. It ensures: - -- Timely detection and response to security incidents -- Compliance with 72-hour breach notification requirement (GDPR Art. 33) -- Proper notification to affected users when required (GDPR Art. 34) -- Documentation for accountability - ---- - -## Quick Reference - -### GDPR Timeline Requirements - -- **72 hours**: Maximum time to notify supervisory authority (from discovery) -- **Without undue delay**: Notify affected users if high risk to their rights -- **Immediately**: Begin containment and investigation - -### Key Contacts - -| Role | Contact | Phone | Email | -| --------------- | ---------------- | -------------- | ------------------------------ | -| Data Controller | Johannes Millan | [To be filled] | contact@super-productivity.com | -| Technical Lead | [To be assigned] | [To be filled] | [To be filled] | -| Legal Counsel | [To be assigned] | [To be filled] | [To be filled] | - -### Supervisory Authority - -**Sächsischer Datenschutzbeauftragter** (Saxony Data Protection Authority) - -- Website: https://www.saechsdsb.de/ -- Online reporting: https://www.saechsdsb.de/beschwerde -- Email: saechsdsb@slt.sachsen.de -- Phone: +49 351 85471-101 -- Address: Devrientstraße 5, 01067 Dresden, Germany - ---- - -## 1. What Constitutes a Data Breach? - -A personal data breach is: - -> "A breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, personal data transmitted, stored or otherwise processed." - -### Examples of Breaches: - -- ✅ Unauthorized access to user accounts or database -- ✅ Data exposed publicly (misconfigured server, public bucket) -- ✅ Stolen backup containing user data -- ✅ Ransomware encrypting user data -- ✅ Accidental deletion of user data -- ✅ Data sent to wrong recipient -- ✅ Lost/stolen device or server disk containing unencrypted user data -- ✅ Physical server compromise or disk theft (data stored unencrypted for non-E2EE users) -- ✅ Successful SQL injection or XSS attack exposing user data -- ✅ Compromised credentials allowing unauthorized database access - -### NOT a Breach (Usually): - -- ❌ User forgot their password (no data exposed) -- ❌ DDoS attack (availability only, no data access) -- ❌ Failed login attempts (no data accessed) -- ❌ Patch or update causing temporary service disruption -- ❌ User error (user deletes their own data) - -**When in doubt, treat it as a breach and investigate.** - ---- - -## 2. Incident Detection - -### Automated Monitoring - -Currently, Super Sync relies on: - -- Server logs (7-14 day retention) -- Failed login tracking (rate limiting) -- Health check endpoint (`/health`) - -### Manual Detection Signs - -Watch for: - -- Unusual database queries in logs -- Spike in failed authentication attempts -- Reports from users about unauthorized access -- Unexpected data exports or large data transfers -- Server performance anomalies -- Security researcher reports -- Third-party notifications (Alfahosting, GitHub) - -### Reporting a Suspected Breach - -Anyone who suspects a breach should immediately: - -1. Email: contact@super-productivity.com with subject "SECURITY INCIDENT" -2. Include: Date/time, what was observed, affected systems -3. Do NOT discuss publicly until assessed - ---- - -## 3. Initial Response (Hour 0) - -### Immediate Actions (Within 1 Hour of Discovery) - -**STEP 1: Acknowledge and Log** - -- [ ] Note discovery time (this starts the 72-hour clock) -- [ ] Create incident log file: `INCIDENT-[DATE]-[ID].md` -- [ ] Log format: - ``` - Discovery Time: [YYYY-MM-DD HH:MM UTC] - Reported By: [Name] - Initial Description: [Brief summary] - Systems Affected: [List] - ``` - -**STEP 2: Assemble Response Team** - -- [ ] Notify Data Controller (Johannes Millan) -- [ ] Notify Technical Lead -- [ ] Notify Legal Counsel (if applicable) -- [ ] Assign Incident Commander - -**STEP 3: Initial Containment** - -- [ ] If credentials compromised: Rotate immediately -- [ ] If database exposed: Restrict access to authorized IPs only -- [ ] If server compromised: Consider taking offline (balance with availability) -- [ ] Preserve evidence (logs, database snapshots, system state) - -**STEP 4: Preliminary Assessment** - -- [ ] Is this a confirmed breach or suspected breach? -- [ ] What data is potentially affected? -- [ ] How many users potentially affected? -- [ ] Is data encrypted? - - ✅ E2EE enabled: Data encrypted client-side (low risk) - - ❌ E2EE disabled: Data stored unencrypted in PostgreSQL (high risk) - - ⚠️ IMPORTANT: E2EE is optional, not mandatory - verify per user -- [ ] Is breach ongoing or contained? - ---- - -## 4. Investigation and Risk Assessment (Hours 1-24) - -### Evidence Gathering - -- [ ] Collect server logs (access logs, error logs, auth logs) -- [ ] Database query logs (if available) -- [ ] Review recent database changes -- [ ] Check for unauthorized user accounts -- [ ] Review recent code deployments -- [ ] Interview personnel with access - -### Determine Breach Scope - -Answer these questions: - -**What data was affected?** - -- [ ] Email addresses -- [ ] Password hashes -- [ ] Sync operations (encrypted if E2EE enabled, otherwise plaintext) -- [ ] Snapshots (encrypted if E2EE enabled, otherwise plaintext) -- [ ] Database files (always unencrypted at disk level) -- [ ] User content (tasks, projects, notes) -- [ ] IP addresses / logs -- [ ] Authentication tokens - -**How many users affected?** - -- [ ] All users -- [ ] Specific user subset (which?) -- [ ] Unknown (assume worst case) - -**How was data accessed?** - -- [ ] Unauthorized database access -- [ ] Application vulnerability (SQL injection, XSS, etc.) -- [ ] Stolen credentials -- [ ] Misconfiguration -- [ ] Physical theft -- [ ] Social engineering -- [ ] Other: **\*\*\*\***\_**\*\*\*\*** - -**When did breach occur?** - -- [ ] Exact time/date if known -- [ ] Estimated timeframe -- [ ] Unclear (ongoing investigation) - -### Risk Assessment for Users - -**High Risk to Users' Rights** (MUST notify users): - -- Unencrypted sensitive data exposed (tasks/notes of non-E2EE users containing personal info) -- Database backup stolen/exposed (non-E2EE user data readable in plaintext) -- Credentials compromised (password hashes stolen) -- Financial data exposed (payment info) -- Identity theft risk -- Discrimination risk - -**Low Risk to Users' Rights** (May not require user notification): - -- Data already encrypted with E2EE (server compromise doesn't expose plaintext) -- Note: Only applies to users who enabled E2EE (optional, not default) -- Only metadata exposed (IP addresses, timestamps) -- Already publicly available information -- Highly unlikely to cause harm - -**Assessment Criteria:** -| Factor | High Risk | Low Risk | -|--------|-----------|----------| -| Data Type | Personal/financial | Technical metadata | -| Encryption | E2EE Disabled (Unencrypted in PostgreSQL) | E2EE Enabled (Encrypted client-side) | -| User Count | >100 users | <10 users | -| Misuse Likelihood | High | Low | -| User Harm Severity | Significant | Minimal | - -Document risk assessment clearly - supervisory authority will review. - ---- - -## 5. Notification to Supervisory Authority (Within 72 Hours) - -### Decision Point: Must We Notify? - -**YES - Notify if:** - -- Confirmed breach of personal data occurred -- Risk to users' rights and freedoms (even if low) -- Any doubt about whether to notify - -**NO - Do not notify if:** - -- No personal data involved -- Breach unlikely to result in risk (e.g., data encrypted with E2EE, keys secure) -- ⚠️ Only applies to users who enabled E2EE (optional feature) -- Incident was not a breach (e.g., DDoS, user error) - -**When in doubt: NOTIFY. Under-reporting is riskier than over-reporting.** - -### Timeline - -- **Hour 0-24:** Investigation and containment -- **Hour 24-48:** Prepare notification report -- **Hour 48-72:** Submit notification to authority -- **After 72 hours:** Provide additional information as investigation continues - -### Notification Contents (GDPR Art. 33) - -Prepare a report containing: - -1. **Nature of the breach:** - - Categories of data affected (email, password hashes, user content, etc.) - - Approximate number of users affected - - Approximate number of data records affected - -2. **Contact point:** - - Name: Johannes Millan - - Email: contact@super-productivity.com - - Role: Data Controller - -3. **Likely consequences:** - - Risk of identity theft - - Risk of unauthorized access to user data - - Risk of data loss - - Risk to privacy - - Other consequences - -4. **Measures taken or proposed:** - - Immediate containment actions (e.g., credentials rotated) - - Mitigation measures (e.g., user notifications, password resets) - - Preventive measures (e.g., patching vulnerabilities, enhanced monitoring) - -### Submission Method - -**Option 1: Online Form (Recommended)** - -- Visit: https://www.saechsdsb.de/beschwerde -- Fill out breach notification form -- Upload supporting documents -- Save confirmation number - -**Option 2: Email** - -- To: saechsdsb@slt.sachsen.de -- Subject: "Data Breach Notification - Super Productivity Sync" -- Attach: Breach notification report (PDF) -- Request: Confirmation of receipt - -**Option 3: Phone (Urgent Cases)** - -- Call: +49 351 85471-101 -- Follow up with written notification - -### If 72-Hour Deadline Not Met - -If investigation cannot be completed within 72 hours: - -1. Submit initial notification with available information -2. State: "Investigation ongoing, additional information to follow" -3. Provide updates as investigation progresses -4. Document reasons for delay - ---- - -## 6. Notification to Affected Users (If High Risk) - -### Decision Point: Must We Notify Users? - -**YES - Notify users if:** - -- Breach likely to result in high risk to their rights and freedoms -- Data was not encrypted or otherwise protected -- Supervisory authority requires it - -**NO - Do not notify users if:** - -- Risk is low (e.g., data encrypted with E2EE, keys secure) -- ⚠️ Users without E2EE have data stored unencrypted - higher risk -- Disproportionate effort (e.g., contact info lost in breach) -- Supervisory authority grants exemption - -### Notification Timeline - -- **As soon as possible** after determining high risk -- **Without undue delay** (typically within days, not weeks) -- May be done in phases if large user base - -### Notification Method - -- **Email** to registered email address (primary method) -- **In-app notification** when user next logs in -- **Public announcement** on website/app if cannot reach users individually - -### Notification Contents (GDPR Art. 34) - -Template: - -``` -Subject: Important Security Notice - Super Productivity Sync - -Dear Super Productivity User, - -We are writing to inform you of a security incident affecting your Super Productivity Sync account. - -What Happened: -[Brief description of breach - e.g., "On [date], we discovered unauthorized access to our database."] - -What Data Was Affected: -[List specific data types - e.g., "Email addresses, password hashes (bcrypt), and sync operations (encrypted for E2EE users, unencrypted for non-E2EE users)."] - -What We Are Doing: -- [Immediate actions taken - e.g., "We immediately secured the system and rotated credentials."] -- [Investigation status - e.g., "We are conducting a thorough investigation with security experts."] -- [Preventive measures - e.g., "We have implemented additional security monitoring."] - -What You Should Do: -- [Required actions - e.g., "Change your password immediately at [URL]."] -- [Optional precautions - e.g., "Monitor your account for unusual activity."] -- [Support available - e.g., "Contact us at contact@super-productivity.com with questions."] - -For Your Protection: -[Additional advice specific to the breach - e.g., "If you reused this password elsewhere, change it there too."] - -We sincerely apologize for this incident and any inconvenience caused. The security and privacy of your data is our top priority. - -For more information, visit: [URL to incident disclosure page] - -Sincerely, -Johannes Millan -Super Productivity Sync - -Contact: contact@super-productivity.com -``` - -### Communication Log - -- [ ] Email sent to: [number] users at [timestamp] -- [ ] In-app notification shown: Yes/No -- [ ] Public disclosure at: [URL] -- [ ] User questions received: [number] -- [ ] Support team briefed: Yes/No - ---- - -## 7. Remediation and Recovery - -### Containment Actions - -- [ ] Patch vulnerabilities -- [ ] Rotate all credentials (database, API keys, tokens) -- [ ] Review and restrict access permissions -- [ ] Enhance firewall rules -- [ ] Update security configurations - -### User Protection Measures - -- [ ] Force password reset for affected users -- [ ] Invalidate all authentication tokens -- [ ] Enhanced monitoring for affected accounts -- [ ] Offer credit monitoring (if financial data involved) - -### Evidence Preservation - -- [ ] Save all logs (do not rotate during investigation) -- [ ] Database snapshot at time of discovery -- [ ] Document all actions taken -- [ ] Preserve communication records - -### Post-Incident Actions - -- [ ] Conduct root cause analysis -- [ ] Update security measures -- [ ] Review and update incident response plan -- [ ] Train team on lessons learned -- [ ] Schedule follow-up security audit - ---- - -## 8. Documentation Requirements - -### Incident Log Template - -Create file: `INCIDENT-[YYYY-MM-DD]-[ID].md` - -```markdown -# Security Incident Log - -## Incident ID: [UNIQUE-ID] - -## Discovery Date: [YYYY-MM-DD HH:MM UTC] - -### Timeline - -| Time | Action | Responsible | Notes | -| ------- | ------------------- | ----------- | -------------- | -| [HH:MM] | Incident discovered | [Name] | [Details] | -| [HH:MM] | Containment started | [Name] | [Actions] | -| [HH:MM] | Team assembled | [Name] | [Who notified] | -| ... | ... | ... | ... | - -### Breach Details - -**What happened:** [Description] - -**Systems affected:** [List] - -**Data affected:** - -- [ ] Email addresses -- [ ] Password hashes -- [ ] User content (encrypted if E2EE enabled, unencrypted otherwise) -- [ ] Was user using E2EE? (check user account settings) -- [ ] Percentage of affected users with E2EE enabled vs disabled -- [ ] Other: \***\*\_\*\*** - -**Users affected:** [Number/All/Unknown] - -**How discovered:** [Method] - -**Cause:** [Root cause if known] - -### Risk Assessment - -**Risk level:** High / Medium / Low - -**Risk to users:** [Description] - -**Risk justification:** [Why this risk level] - -### Notifications - -**Supervisory authority notified:** - -- [ ] Yes - Date: [YYYY-MM-DD] -- [ ] No - Reason: [Justification] - -**Users notified:** - -- [ ] Yes - Date: [YYYY-MM-DD] -- [ ] No - Reason: [Low risk / other justification] - -### Actions Taken - -1. [Action 1] -2. [Action 2] -3. [Action 3] - -### Lessons Learned - -**What went well:** - -- [Item 1] - -**What could improve:** - -- [Item 1] - -**Action items:** - -- [ ] [Action item 1] -- [ ] [Action item 2] - -### Incident Closure - -**Closed Date:** [YYYY-MM-DD] - -**Closed By:** [Name] - -**Final Status:** [Resolved / Mitigated / Under monitoring] -``` - -### Required Records - -- [ ] Incident log (above template) -- [ ] Evidence files (logs, screenshots, database dumps) -- [ ] Risk assessment documentation -- [ ] Notification to supervisory authority (copy) -- [ ] User notification (copy) -- [ ] Correspondence with supervisory authority -- [ ] Post-incident review report - -**Retention:** Keep all breach records for **at least 3 years** (recommended: 5 years). - ---- - -## 9. Training and Testing - -### Annual Training - -All personnel with data access should receive annual training on: - -- How to recognize a data breach -- How to report suspected breaches -- Their role in incident response -- Importance of 72-hour deadline - -### Annual Tabletop Exercise - -Schedule annual incident response drill: - -- **Scenario:** [e.g., Database exposed publicly, 500 users affected] -- **Participants:** Data controller, technical lead, support team -- **Duration:** 2 hours -- **Objectives:** - - Practice communication and coordination - - Identify gaps in response plan - - Familiarize team with tools and contacts - - Test notification templates -- **Post-exercise:** Update this playbook with lessons learned - -### Exercise Scenarios (Examples) - -1. Unauthorized database access via stolen credentials -2. Misconfigured server exposes backup files publicly -3. Phishing attack compromises admin account -4. Ransomware encrypts database -5. Accidental data deletion by staff member - ---- - -## 10. Prevention Measures - -### Technical Controls - -- [ ] Implement comprehensive audit logging -- [x] ❌ Database encryption at rest: NOT IMPLEMENTED - - PostgreSQL data files stored unencrypted on disk - - Compensating control: Optional E2EE available (not enabled by default) - - Risk: Users who don't enable E2EE have unencrypted data at rest - - Recommendation: Implement LUKS disk encryption OR make E2EE mandatory -- [ ] Set up intrusion detection system (IDS) -- [ ] Implement automated security scanning -- [ ] Enable two-factor authentication for admin access -- [ ] Regular vulnerability assessments -- [ ] Automated backup verification - -### Administrative Controls - -- [ ] Least privilege access principle -- [ ] Regular access reviews -- [ ] Strong password policies -- [ ] Security awareness training -- [ ] Vendor security assessments -- [ ] Incident response drills - -### Monitoring and Alerting - -- [ ] Failed login monitoring (already implemented) -- [ ] Unusual database query detection -- [ ] Large data export alerts -- [ ] Unauthorized access attempt alerts -- [ ] System resource anomaly detection - ---- - -## 11. Appendices - -### Appendix A: Contact List - -| Entity | Contact | Notes | -| --------------------- | ------------------------------- | --------------------- | -| Supervisory Authority | saechsdsb@slt.sachsen.de | Breach notification | -| Hosting Provider | Alfahosting Support | Infrastructure issues | -| Security Researcher | security@super-productivity.com | Vulnerability reports | -| Legal Counsel | [TBD] | Legal advice | - -### Appendix B: Quick Decision Tree - -``` -Is personal data involved? -├─ No → Not a data breach (may still be security incident) -└─ Yes → Was data encrypted with E2EE? - ├─ Yes (E2EE enabled) → Keys secure? → Low risk, may not require notification - └─ No (E2EE disabled) → Unencrypted data → HIGH RISK - └─ Affects >10 users OR sensitive data? - ├─ No → Notify authority (low priority) - └─ Yes → HIGH PRIORITY - ├─ Notify authority within 72 hours - └─ Assess if user notification needed (high risk?) - ├─ Yes → Notify users without undue delay - └─ No → Document why user notification not needed -``` - -### Appendix C: Useful Resources - -- GDPR Full Text: https://gdpr-info.eu/ -- ICO Breach Guidance: https://ico.org.uk/for-organisations/report-a-breach/ -- EDPB Guidelines: https://edpb.europa.eu/our-work-tools/general-guidance/guidelines-recommendations-best-practices_en -- Saxony Data Protection Authority: https://www.saechsdsb.de/ - -### Appendix D: Document History - -| Version | Date | Changes | Author | -| ------- | ---------- | ---------------- | ------------ | -| 1.0 | 2026-01-22 | Initial creation | AI Assistant | -| | | | | - ---- - -## Review and Updates - -**This playbook must be reviewed:** - -- Annually (at minimum) -- After each incident (lessons learned) -- When regulations change -- When technical infrastructure changes - -**Next Review Date:** 2027-01-22 - -**Approval:** - -- [ ] Data Controller: **\*\*\*\***\_\_\_**\*\*\*\*** Date: \***\*\_\_\_\*\*** -- [ ] Technical Lead: **\*\*\*\***\_\_\_**\*\*\*\*** Date: \***\*\_\_\_\*\*** - ---- - -_This document is confidential and for internal use only. Contains sensitive security and compliance information._ diff --git a/packages/super-sync-server/docs/compliance/NEXT-STEPS-ALFAHOSTING-VERIFICATION.md b/packages/super-sync-server/docs/compliance/NEXT-STEPS-ALFAHOSTING-VERIFICATION.md deleted file mode 100644 index 73e409469..000000000 --- a/packages/super-sync-server/docs/compliance/NEXT-STEPS-ALFAHOSTING-VERIFICATION.md +++ /dev/null @@ -1,301 +0,0 @@ -# Next Steps: Alfahosting Infrastructure Verification - -## Quick Overview - -This is **TODO 1** from the GDPR compliance plan - verifying VPS infrastructure security measures with Alfahosting to complete the compliance documentation. - -**Context:** You're using an Alfahosting VPS (vServer) where you manage the database and backups yourself. This verification focuses on the underlying infrastructure (physical data center, virtualization, storage, network security). - -**Time Required:** 15 minutes to send + 2-5 business days wait + 30 minutes to process response - -**Impact:** Increases compliance confidence from 92% → 95%+ - ---- - -## Step-by-Step Instructions - -### Step 1: Prepare to Send Email (5 minutes) - -1. **Find Your Alfahosting Customer Number:** - - Log in to Alfahosting customer portal: https://alfahosting.de/kunden/ - - Note your customer number (usually displayed in account overview) - - Alternative: Check your Alfahosting invoices or confirmation emails - -2. **Review the Email Template:** - - Open: `ALFAHOSTING-EMAIL-TEMPLATE.md` - - Review all questions to ensure they're still relevant - - Note: Email is in German (required - Alfahosting is German company) - -3. **Fill in Placeholders:** - - Replace `[Kundennummer / Domain]` with your actual customer number - - Verify contact email is correct: `contact@super-productivity.com` - - Optional: Add specific domain name if you have multiple services - ---- - -### Step 2: Send the Email (5 minutes) - -**Choose Your Method:** - -#### Option A: Email (Recommended - creates automatic paper trail) - -1. Open your email client -2. To: `support@alfahosting.de` -3. Subject: `DSGVO-Compliance – Sicherheitsanfrage für Super Productivity Sync` -4. Copy the German email text from `ALFAHOSTING-EMAIL-TEMPLATE.md` -5. Paste into email body -6. Double-check customer number is filled in -7. Send - -#### Option B: Support Ticket (Alternative) - -1. Log in to Alfahosting customer portal: https://alfahosting.de/kunden/ -2. Navigate to Support → New Ticket -3. Category: Technical Support or General Inquiry -4. Subject: `DSGVO-Compliance – Sicherheitsanfrage für Super Productivity Sync` -5. Copy the German email text from `ALFAHOSTING-EMAIL-TEMPLATE.md` -6. Paste into ticket description -7. Submit ticket -8. Note ticket number for tracking - ---- - -### Step 3: Record That You Sent It (2 minutes) - -1. Open: `ALFAHOSTING-RESPONSE-TRACKER.md` -2. Update the **Request Status** table: - - Status: Change to "✉️ Sent - Awaiting Response" - - Date Sent: Today's date (YYYY-MM-DD format) - - Method: Check [x] Email or [x] Support Ticket - - Ticket/Reference Number: (if using ticket system) - - Expected Response By: Today + 5 business days -3. Save the file -4. Save a copy of your sent email/ticket for records - -**Optional but recommended:** -Set a calendar reminder for 5 business days from now to follow up if no response. - ---- - -### Step 4: Wait for Response (2-5 business days) - -**Expected Response Time:** - -- Typical: 2-3 business days -- Busy periods: Up to 5 business days -- If no response after 5 business days: Send follow-up - -**What to Expect:** - -- Alfahosting will likely respond to HIGH PRIORITY questions first -- Some infrastructure questions may require escalation to data center operations team -- AVV document will likely be sent as PDF attachment -- Responses may be in German or English (both acceptable) -- They may refer you to their general data center/security documentation -- Some questions (e.g., storage encryption) may have "not available" answers - this is acceptable for VPS hosting - ---- - -### Step 5: Process the Response (30 minutes) - -When you receive Alfahosting's response: - -#### A. Save the Response (5 minutes) - -1. Save response email/ticket as PDF -2. Create folder if needed: `packages/super-sync-server/docs/compliance/alfahosting/` -3. Save as: `alfahosting-response-[YYYY-MM-DD].pdf` -4. If AVV document attached, save as: `alfahosting-avv-[YYYY-MM-DD].pdf` - -#### B. Fill in Tracking Document (15 minutes) - -1. Open: `ALFAHOSTING-RESPONSE-TRACKER.md` -2. Update status to "✅ Response Received" -3. For each question (1-9): - - Paste Alfahosting's response in the "Response Received" section - - Fill in the summary checkboxes - - Note any follow-up actions required -4. Complete the "Follow-Up Actions" checklist at bottom - -#### C. Update Verification Checklist (10 minutes) - -1. Open: `ALFAHOSTING-VERIFICATION-CHECKLIST.md` -2. Update each item with verified information: - - Change Status from ⏳ to ✅ (if confirmed) or ❌ (if not available) - - Fill in "Verified Information" column - - Add verification date - - Attach supporting evidence (reference to saved PDF) - ---- - -### Step 6: Update Compliance Documents (30 minutes) - -Based on Alfahosting's responses, update the following documents: - -#### High Priority Updates: - -1. **GDPR-COMPLIANCE-ANALYSIS.md** - - Location: `packages/super-sync-server/docs/compliance/GDPR-COMPLIANCE-ANALYSIS.md` - - Updates needed: - - Section 1: Article 32 → Add encryption-at-rest status - - Section 2: Risk Assessment → Remove/update encryption-at-rest risk - - Section 5: Update confidence score to 95%+ - - Update "Last Updated" date at bottom - -2. **RECORDS-OF-PROCESSING-ACTIVITIES.md** - - Location: `packages/super-sync-server/docs/compliance/RECORDS-OF-PROCESSING-ACTIVITIES.md` - - Updates needed: - - Section 7: Retention Periods → Add backup retention period - - Section 8.1: Physical Security → Add data center details - - Section 8.2: Cybersecurity → Add certifications, encryption details - - Section 8.3: Access Controls → Add employee access control details - - Update "Last Reviewed" date at top - -#### Medium Priority Updates: - -3. **INCIDENT-RESPONSE-PLAYBOOK.md** - - Location: `packages/super-sync-server/docs/compliance/INCIDENT-RESPONSE-PLAYBOOK.md` - - Updates needed: - - Section 2.2: External Contacts → Add Alfahosting incident notification timeframe - - Add specific Alfahosting incident contact if provided - -4. **Privacy Policy** (only if needed) - - Location: `packages/super-sync-server/privacy-policy.md` (German) - - Location: `packages/super-sync-server/privacy-policy-en.md` (English) - - Updates needed (only if Alfahosting info differs from current policy): - - Backup retention period (if different from current statement) - - Data location details (if any clarifications needed) - ---- - -### Step 7: Calculate Updated Compliance Score (5 minutes) - -After all updates complete: - -1. Review the risk assessment in `GDPR-COMPLIANCE-ANALYSIS.md` -2. Update risk levels based on verified information: - - Encryption-at-rest risk: HIGH → LOW (if confirmed) or MEDIUM (if documented as acceptable) - - Breach notification risk: Remains at current level (handled by playbook) -3. Calculate new compliance confidence score: - - Code implementation: 98% (unchanged) - - Operational procedures: 85% → 95% (documents created + hosting verified) - - Hosting provider security: 85% → 95% (verified information) - - **New Overall Score: ~95%** - -4. Update this in: - - `GDPR-COMPLIANCE-ANALYSIS.md` Section 5 - - `README.md` Executive Summary - ---- - -### Step 8: Mark TODO as Complete (2 minutes) - -1. Review all checklist items in Step 5 (Process Response) are complete -2. Verify all document updates from Step 6 are done -3. Mark TODO 1 as complete in your project tracking -4. Optional: Review if you want to proceed with TODO 2 (Test E2EE warning in app) - ---- - -## Troubleshooting - -### Issue: Alfahosting doesn't respond within 5 business days - -**Solution:** - -1. Send follow-up email/ticket referencing original request -2. Subject: "Nachfrage: DSGVO-Compliance – Sicherheitsanfrage" (Follow-up: GDPR Compliance Security Inquiry) -3. Include: "Bezug auf unsere Anfrage vom [DATE]" (Reference to our inquiry from [DATE]) -4. Politely request update on timeline for response - -### Issue: Alfahosting response is unclear or incomplete - -**Solution:** - -1. Document what was unclear in `ALFAHOSTING-RESPONSE-TRACKER.md` "Notes & Questions" -2. Send targeted follow-up questions -3. Reference specific question numbers from original email -4. Keep follow-up concise (only unclear items) - -### Issue: Alfahosting says storage encryption is NOT available at infrastructure level - -**This is EXPECTED for VPS hosting and is ACCEPTABLE:** - -1. **Document as Accepted Risk with Compensating Controls** - - VPS providers typically don't offer storage encryption - - Your compensating controls: - - Optional E2EE at application level (zero-knowledge encryption) - - Database access only through authenticated API - - HTTPS/TLS for all data in transit - - Strong authentication (bcrypt password hashing, rate limiting) - - Document this in risk assessment - - Compliance impact: Minimal (application-level encryption is stronger than infrastructure encryption) - - **Confidence score impact:** None - this is normal for VPS hosting - -### Issue: AVV doesn't explicitly mention VPS hosting or virtualization services - -**Solution:** - -1. Request clarification or updated AVV that explicitly covers: - - Virtual server (VPS) hosting - - Storage infrastructure - - Network infrastructure -2. Reference GDPR Art. 28 requirement for processor agreements -3. If generic AVV only mentions "hosting" - this is acceptable if their terms confirm it covers VPS -4. **Critical:** AVV is required for GDPR compliance - this is non-negotiable - ---- - -## Quick Reference: Files in This Process - -| File | Purpose | When to Use | -| ---------------------------------------- | --------------------------------- | ---------------------------------------------- | -| `ALFAHOSTING-EMAIL-TEMPLATE.md` | Email text to send to Alfahosting | Step 2: Before sending | -| `ALFAHOSTING-RESPONSE-TRACKER.md` | Track request and responses | Steps 3, 5: Record send date + paste responses | -| `ALFAHOSTING-VERIFICATION-CHECKLIST.md` | Summary of verified items | Step 5C: After response received | -| `GDPR-COMPLIANCE-ANALYSIS.md` | Main compliance document | Step 6: Update with verified info | -| `RECORDS-OF-PROCESSING-ACTIVITIES.md` | Art. 30 compliance record | Step 6: Update with hosting details | -| `NEXT-STEPS-ALFAHOSTING-VERIFICATION.md` | This file - instructions | Throughout process | - ---- - -## After Completing This TODO - -**Compliance Status:** - -- ✅ TODO 1: Alfahosting verification → Complete -- ⏳ TODO 2: E2EE warning test → Optional (nice-to-have) -- ✅ TODO 3: Incident response playbook → Already created -- ✅ TODO 4: Records of processing → Already created -- ✅ TODO 5: DPIA screening → Already created -- ✅ TODO 6: Data subject request procedures → Already created - -**Compliance Confidence Score:** - -- Before: 92% -- After: 95%+ -- Remaining 5%: Minor operational procedures + ongoing monitoring - -**Next Recommended Actions:** - -1. Review updated compliance documents -2. Optionally test TODO 2 (E2EE warning in app) -3. Schedule annual compliance review (12 months from now) -4. Set up recurring task to review data retention (quarterly) - ---- - -## Need Help? - -If you encounter issues with this process: - -1. Check the Troubleshooting section above -2. Review the original plan document for context -3. Consult GDPR compliance expert if responses raise legal concerns -4. Consider posting in Super Productivity community for Alfahosting-specific experiences - ---- - -_Document Created: 2026-01-22_ -_Part of GDPR Compliance Initiative - TODO 1_ -_Estimated Time to Complete: 15 min (send) + 2-5 days (wait) + 1 hour (process)_ diff --git a/packages/super-sync-server/docs/compliance/README.md b/packages/super-sync-server/docs/compliance/README.md deleted file mode 100644 index 4038070b9..000000000 --- a/packages/super-sync-server/docs/compliance/README.md +++ /dev/null @@ -1,432 +0,0 @@ -# GDPR Compliance Documentation - Super Productivity Sync - -**Last Updated:** 2026-01-22 -**Status:** Implementation Complete - Encryption Gap Identified - Manual Verification Required -**Compliance Level:** 85% (10% encryption gap + 5% pending manual verification) - ---- - -## Overview - -This directory contains all GDPR compliance documentation for Super Productivity Sync. The compliance analysis shows the service is **largely compliant** with one critical gap: **database encryption at rest is NOT implemented** for users who don't enable E2EE. Additional minor operational gaps remain. - ---- - -## Document Index - -### Core Compliance Documents - -| Document | Purpose | Status | Review Frequency | -| --------------------------------------- | ----------------------------------- | ----------- | ----------------------- | -| **GDPR-COMPLIANCE-ANALYSIS.md** | Comprehensive compliance assessment | ✅ Complete | Annual | -| **CODE-VERIFICATION-FINDINGS.md** | Code-level compliance verification | ✅ Complete | When code changes | -| **RECORDS-OF-PROCESSING-ACTIVITIES.md** | Art. 30 processing records | ✅ Complete | Annual | -| **DPIA-SCREENING-DECISION.md** | Art. 35 DPIA screening | ✅ Complete | When processing changes | - -### Operational Procedures - -| Document | Purpose | Status | Review Frequency | -| ----------------------------------------- | --------------------------- | ------------------ | ------------------------ | -| **INCIDENT-RESPONSE-PLAYBOOK.md** | Data breach procedures | ✅ Complete | Annual + After incidents | -| **DATA-SUBJECT-REQUEST-PROCEDURES.md** | Art. 15-22 request handling | ✅ Complete | Annual | -| **ALFAHOSTING-VERIFICATION-CHECKLIST.md** | Infrastructure verification | ⚠️ To be completed | Annual | - -### Alfahosting Verification Materials (VPS/vServer) - -| Document | Purpose | Status | -| ------------------------------------------ | ------------------------------------------------------------ | ---------------- | -| **ALFAHOSTING-EMAIL-TEMPLATE.md** | German email template for Alfahosting support (VPS-specific) | ✅ Ready to send | -| **ALFAHOSTING-RESPONSE-TRACKER.md** | Track verification request and responses | ✅ Ready to use | -| **NEXT-STEPS-ALFAHOSTING-VERIFICATION.md** | Step-by-step instructions for TODO 1 | ✅ Complete | -| **VPS-UPDATES-SUMMARY.md** | Summary of VPS-specific changes and expectations | ✅ Reference doc | - -**Note:** Documents updated for VPS (vServer) hosting where database and backups are self-managed. Focus is on infrastructure-level security verification. - ---- - -## Quick Status Summary - -### ✅ What's Compliant (85%) - -**Technical Implementation (90%):** - -- ✅ E2EE warning shown in app UI -- ✅ ToS/Privacy checkbox during registration (required) -- ✅ Consent timestamps logged (`termsAcceptedAt`) -- ✅ Account deletion is immediate (better than policy states) -- ✅ German privacy policy exists (authoritative version) -- ✅ English translation available -- ✅ Encryption in transit (HTTPS/TLS) -- ✅ Password hashing (bcrypt, 12 rounds) -- ✅ Optional E2EE (not enabled by default) -- ❌ **Database encryption at rest: NOT IMPLEMENTED** -- ✅ Data minimization (no tracking/analytics) -- ✅ Automatic data cleanup (45 days for operations) -- ✅ German hosting with Data Processing Agreement - -**Documentation (100%):** - -- ✅ Comprehensive compliance analysis completed -- ✅ Code verification performed -- ✅ Incident response playbook created -- ✅ Records of Processing Activities documented -- ✅ DPIA screening decision documented -- ✅ Data subject request procedures established -- ✅ Alfahosting verification checklist prepared - -### ❌ Critical Gap Identified (10% deduction) - -| Item | Priority | Impact | Mitigation Required | -| ------------------------------- | -------- | ----------------------------------------------------------------------- | ---------------------------------------------------------------- | -| **Database encryption at rest** | 🔴 High | Users without E2EE have unencrypted data on disk | Implement LUKS disk encryption OR make E2EE mandatory | -| **Physical security reliance** | 🔴 High | Protection relies solely on hosting provider's physical access controls | Document risk, consider implementing disk encryption immediately | -| **Server compromise risk** | 🔴 High | Disk theft or server breach would expose unencrypted data | Privacy policy updated to disclose risk transparently | - -### ⚠️ What Needs Manual Verification (5%) - -| Item | Priority | Action Required | Estimated Time | -| ---------------------- | --------- | ----------------------------------------------- | -------------- | -| **Encryption at rest** | 🔴 High | Contact Alfahosting (use checklist) | 1 hour | -| **AVV review** | 🔴 High | Verify Data Processing Agreement current | 30 minutes | -| **E2EE warning test** | 🟡 Medium | Test actual user flow in app | 15 minutes | -| **Backup retention** | 🟡 Medium | Verify 7-day deletion timeline with Alfahosting | 30 minutes | - ---- - -## Implementation Summary - -### What Was Done (Code Verification) - -1. **E2EE Warning (TODO 2)** - ✅ VERIFIED - - Location: `src/app/features/config/form-cfgs/sync-form.const.ts` lines 243-249 - - Warning text: "WARNING: If you forget your encryption password, your data cannot be recovered..." - - Styled with "warn-text" class for visibility - - Status: COMPLIANT - -2. **Account Deletion Timeline (TODO 7)** - ✅ VERIFIED - - Implementation: Immediate hard delete with cascading (`prisma.user.delete`) - - No soft delete or grace period in code - - Privacy policy states "within 7 days" (conservative buffer) - - Status: BETTER THAN POLICY (immediate vs up to 7 days) - -3. **German Privacy Policy (TODO 9)** - ✅ VERIFIED - - German version exists: `privacy-policy.md` (authoritative) - - English translation: `privacy-policy-en.md` - - Generated HTML notes German version prevails - - Status: COMPLIANT - -4. **Consent Tracking** - ✅ VERIFIED - - Database field: `termsAcceptedAt` in User model - - Registration UI: Required checkbox for ToS/Privacy - - Server validation: Enforces `termsAccepted: true` - - Status: COMPLIANT - -### What Was Created (Documentation) - -1. **GDPR Compliance Analysis** (27 pages) - - Complete assessment by GDPR article - - Risk assessment and mitigation strategies - - Checklist of compliant/missing items - - TODO list for manual verification - - Confidence: 92% - -2. **Code Verification Findings** (7 pages) - - Detailed findings for TODOs 2, 7, 9 - - Code references and line numbers - - Recommendations for improvements - - Found one discrepancy: Privacy policy states 90-day retention, code uses 45 days - -3. **Incident Response Playbook** (26 pages) - - 72-hour breach notification procedures - - Contact information for supervisory authority - - Incident log templates - - Decision trees for notification requirements - - Annual tabletop exercise guidelines - -4. **Records of Processing Activities** (19 pages) - - Complete Art. 30 documentation - - All 5 processing activities documented - - Data flow diagrams - - Retention periods and legal bases - - Recipient information (Alfahosting) - -5. **DPIA Screening Decision** (13 pages) - - Assessment against Art. 35 criteria - - WP248 9-criteria analysis - - Risk assessment (conclusion: LOW) - - Decision: DPIA NOT REQUIRED - - Re-evaluation triggers documented - -6. **Data Subject Request Procedures** (17 pages) - - Procedures for Arts. 15-22 (all data subject rights) - - Response templates - - 1-month SLA with internal 14-day target - - Verification procedures - - Request log format - -7. **Alfahosting Verification Checklist** (12 pages) - - 10 priority-ranked questions - - Email template for support contact - - Documentation storage checklist - - Risk assessment if answers unsatisfactory - ---- - -## Next Steps (Action Plan) - -### Immediate Actions (This Week) - -**Priority 1: Verify Infrastructure Security** ⭐ **READY TO SEND** - -- [ ] **Start here:** Read `NEXT-STEPS-ALFAHOSTING-VERIFICATION.md` for complete instructions -- [ ] Send email to Alfahosting using `ALFAHOSTING-EMAIL-TEMPLATE.md` -- [ ] Track response in `ALFAHOSTING-RESPONSE-TRACKER.md` -- [ ] Obtain confirmation on encryption at rest -- [ ] Verify AVV (Data Processing Agreement) is current -- [ ] Confirm data location (Germany only) -- [ ] Document responses in checklist -- [ ] Update compliance documents with findings - -**Estimated Time:** 15 minutes to send + 2-5 business days wait + 1 hour to process response - -**Priority 2: Test User Flows** - -- [ ] Test E2EE warning display in app (enable E2EE in sync settings) -- [ ] Verify warning is clear and prominent -- [ ] Test account deletion flow (use test account) -- [ ] Verify deletion is immediate in database - -**Priority 3: Update Privacy Policy** - -- [ ] Change "90 days" to "45 days" for operational data retention -- [ ] Verify all retention periods match code implementation -- [ ] Review backup retention statement ("within 7 days") - ---- - -### Short-Term Actions (This Month) - -**Week 2:** - -- [ ] Review all created compliance documents -- [ ] Sign off on documents (data controller approval) -- [ ] Store final versions in secure location -- [ ] Create backup of compliance folder - -**Week 3:** - -- [ ] Set up annual review calendar reminders -- [ ] Create data subject request log (spreadsheet/database) -- [ ] Designate responsible person for GDPR compliance tasks - -**Week 4:** - -- [ ] Conduct mock data subject request (test procedures) -- [ ] Verify data export functionality works correctly -- [ ] Test account deletion and verify cascading deletes - ---- - -### Long-Term Actions (Next 3-6 Months) - -**Optional Improvements:** - -- [ ] Implement audit logging for security events (1-year retention) -- [ ] Add breach detection monitoring (fail2ban, IDS) -- [ ] Enhance E2EE warning (explicitly state "server cannot recover") -- [ ] Add German privacy policy link to registration page -- [ ] Create public incident disclosure page (for future use) - -**Annual Tasks:** - -- [ ] Review all compliance documents (every January) -- [ ] Update Records of Processing Activities -- [ ] Re-assess DPIA screening decision -- [ ] Review AVV with Alfahosting -- [ ] Conduct incident response tabletop exercise -- [ ] Review data subject request logs (volume, response times) -- [ ] Update privacy policy if processing changes - ---- - -## Key Findings and Recommendations - -### Strengths (What's Done Well) - -1. **Privacy by Design:** - - Optional E2EE with zero-knowledge architecture - - No analytics or tracking - - Minimal data collection - - Local-first architecture - -2. **User Control:** - - Users can delete account anytime - - Data export functionality (portability) - - Can disable sync without losing data - -3. **Security:** - - Strong encryption (HTTPS/TLS, bcrypt, E2EE) - - Rate limiting and account lockout - - Email verification required - - Security headers implemented - -4. **Transparency:** - - Open source (auditable) - - Clear privacy policy - - No hidden data collection - -### Weaknesses (What Needs Work) - -1. **🔴 CRITICAL: Database Encryption at Rest NOT IMPLEMENTED** - - PostgreSQL data files stored unencrypted on disk - - Users who don't enable E2EE have unencrypted data at rest - - Risk: Physical disk theft or server compromise would expose data - - Recommendation: Implement LUKS disk encryption OR make E2EE mandatory - -2. **Breach Detection:** - - No automated security monitoring - - Limited audit logging - - Recommendation: Implement IDS and enhanced logging - -3. **Operational Documentation:** - - No formal incident response testing (yet) - - No data subject request log (yet) - - Recommendation: Set up processes and test them - -4. **Infrastructure Verification:** - - Encryption at rest not confirmed with Alfahosting - - Backup procedures not documented - - Recommendation: Complete Alfahosting verification checklist - ---- - -## Compliance Confidence Breakdown - -| Area | Confidence | Justification | -| -------------------------- | ---------- | ------------------------------------------------------------------------- | -| **Code Implementation** | 90% | Critical gap: Database encryption at rest NOT implemented (10% deduction) | -| **Documentation** | 100% | All required documents created and updated with encryption disclosure | -| **Hosting Security** | 60% | Need Alfahosting verification + no encryption at rest confirmed (lowered) | -| **Operational Procedures** | 80% | Procedures documented but not yet tested | -| **Overall Compliance** | **85%** | 10% encryption gap + 5% uncertainty from pending manual verifications | - -**Compliance Gap Breakdown:** - -- 10% - Database encryption at rest NOT implemented (CRITICAL) -- 3% - Alfahosting infrastructure verification pending -- 2% - Operational procedure testing pending - ---- - -## Contact and Support - -### Data Controller - -**Name:** Johannes Millan -**Email:** contact@super-productivity.com -**Responsibility:** Final authority on all GDPR decisions - -### Supervisory Authority - -**Name:** Sächsischer Datenschutzbeauftragter (Saxony Data Protection Authority) -**Website:** https://www.saechsdsb.de/ -**Email:** saechsdsb@slt.sachsen.de -**Phone:** +49 351 85471-101 -**Purpose:** Data breach notifications, complaints, guidance - -### Hosting Provider - -**Name:** Alfahosting GmbH -**Location:** Germany -**Service:** Server hosting, database, email (SMTP) -**Data Processing Agreement:** Yes (AVV in place - to be verified) - ---- - -## Document Change Log - -| Date | Document | Change | Changed By | -| ---------- | ------------- | ---------------- | -------------------------------- | -| 2026-01-22 | All documents | Initial creation | AI Assistant (Claude Sonnet 4.5) | -| | | | | - ---- - -## File Structure - -``` -packages/super-sync-server/docs/compliance/ -├── README.md (this file) -├── GDPR-COMPLIANCE-ANALYSIS.md -├── CODE-VERIFICATION-FINDINGS.md -├── INCIDENT-RESPONSE-PLAYBOOK.md -├── RECORDS-OF-PROCESSING-ACTIVITIES.md -├── DPIA-SCREENING-DECISION.md -├── DATA-SUBJECT-REQUEST-PROCEDURES.md -├── ALFAHOSTING-VERIFICATION-CHECKLIST.md -├── ALFAHOSTING-EMAIL-TEMPLATE.md (VPS-specific - ready to send) -├── ALFAHOSTING-RESPONSE-TRACKER.md (VPS-specific - track responses) -├── NEXT-STEPS-ALFAHOSTING-VERIFICATION.md (VPS-specific - step-by-step guide) -├── VPS-UPDATES-SUMMARY.md (NEW - explains VPS-specific changes) -└── alfahosting/ (to be created - store AVV, confirmations, certificates) -``` - ---- - -## Review Schedule - -| Document | Review Frequency | Next Review | -| -------------------------------- | ------------------------ | ----------- | -| GDPR Compliance Analysis | Annual | 2027-01-22 | -| Code Verification Findings | When code changes | As needed | -| Incident Response Playbook | Annual + After incidents | 2027-01-22 | -| Records of Processing Activities | Annual | 2027-01-22 | -| DPIA Screening Decision | When processing changes | 2027-01-22 | -| Data Subject Request Procedures | Annual | 2027-01-22 | -| Alfahosting Verification | Annual | 2027-01-22 | - ---- - -## Legal Disclaimer - -This compliance documentation was created using AI assistance and code analysis. While comprehensive and based on GDPR requirements, it does not constitute legal advice. - -**Recommendations:** - -- Consult qualified GDPR legal counsel for formal compliance opinion -- Conduct regular compliance audits -- Monitor GDPR guidance and case law updates -- Document all compliance efforts for accountability - -**Standards Used:** - -- GDPR (EU Regulation 2016/679) -- WP248 Rev.01 (DPIA Guidelines) -- Article 29 Working Party guidance -- EDPB recommendations - ---- - -## Quick Links - -- [GDPR Full Text](https://gdpr-info.eu/) -- [ICO GDPR Guidance](https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/) -- [EDPB Guidelines](https://edpb.europa.eu/our-work-tools/general-guidance/guidelines-recommendations-best-practices_en) -- [Saxony Data Protection Authority](https://www.saechsdsb.de/) - ---- - -_For questions about this documentation, contact Johannes Millan (contact@super-productivity.com)_ - ---- - -**Status Summary:** - -- ✅ Compliance analysis: Complete (updated with encryption findings) -- ✅ Code verification: Complete (3/3 items verified) -- ✅ Operational documents: Complete (6/6 created) -- ❌ **CRITICAL GAP:** Database encryption at rest NOT implemented -- ⚠️ Manual verification: Pending (4 items) -- ⏳ Testing: Not yet started - -**Overall:** 85% Complete - Critical encryption gap identified. Privacy policy updated to disclose risk transparently. Ready for manual verification and encryption implementation decision. diff --git a/packages/super-sync-server/docs/compliance/RECORDS-OF-PROCESSING-ACTIVITIES.md b/packages/super-sync-server/docs/compliance/RECORDS-OF-PROCESSING-ACTIVITIES.md deleted file mode 100644 index 91b11e19c..000000000 --- a/packages/super-sync-server/docs/compliance/RECORDS-OF-PROCESSING-ACTIVITIES.md +++ /dev/null @@ -1,517 +0,0 @@ -# Records of Processing Activities (Article 30 GDPR) - -**Organization:** Super Productivity Sync -**Data Controller:** Johannes Millan -**Date:** 2026-01-22 -**Last Review:** 2026-01-22 -**Next Review:** 2027-01-22 - ---- - -## Purpose - -This document fulfills the requirement of GDPR Article 30 to maintain records of data processing activities. It documents all personal data processing performed by Super Productivity Sync. - ---- - -## Controller Information - -**Name:** Johannes Millan -**Role:** Individual Data Controller -**Location:** Germany -**Contact:** contact@super-productivity.com -**Website:** https://super-productivity.com - -**Data Protection Officer (DPO):** Not required - -- Processing does not meet Art. 37 thresholds -- Not a public authority -- No regular/systematic large-scale monitoring -- Fewer than 20 employees in data processing roles - ---- - -## Processing Activity #1: User Account Management - -### Name of Processing Activity - -User Account Management and Authentication - -### Purposes of Processing - -- Create and manage user accounts -- Authenticate users accessing the sync service -- Prevent unauthorized access -- Recover access for legitimate users - -### Categories of Data Subjects - -- Registered users of Super Productivity Sync -- Prospective users during registration - -### Categories of Personal Data - -| Data Category | Examples | Required/Optional | -| ----------------------- | ------------------------------------------------------------------------- | ---------------------- | -| **Identity Data** | Email address | Required | -| **Authentication Data** | Password hash (bcrypt), passkey credentials | Required | -| **Account Status** | Verification status, active/inactive, registration date | Required | -| **Security Data** | Failed login attempts, account lockout status, token version | Required | -| **Recovery Data** | Password reset tokens, email verification tokens, passkey recovery tokens | Optional (when needed) | -| **Terms Acceptance** | Terms acceptance timestamp (`termsAcceptedAt`) | Required | - -### Categories of Recipients - -| Recipient | Purpose | Location | -| --------------------------------- | ------------------------------------------------------- | -------- | -| Alfahosting GmbH | Hosting and infrastructure provider (Art. 28 processor) | Germany | -| Data Controller (Johannes Millan) | Service operation and support | Germany | - -**No third-party recipients.** Data is not shared with analytics, advertising, or other external services. - -### International Data Transfers - -**None.** All data remains in Germany (Alfahosting GmbH data centers). - -### Retention Periods - -| Data Type | Retention Period | Justification | -| --------------------- | ------------------------------------------------- | ------------------------------------------- | -| Active accounts | Until account deletion | Art. 6(1)(b) - Contract performance | -| Inactive accounts | 12 months after last activity, then deleted | Data minimization, notified before deletion | -| Verification tokens | Until used or expired (typically 24 hours) | Security, one-time use | -| Password reset tokens | Until used or expired (typically 1 hour) | Security, one-time use | -| Failed login logs | Cleared after lockout expires or successful login | Security monitoring | - -### Technical and Organizational Security Measures - -- **Encryption in transit:** HTTPS/TLS for all communications -- **Password security:** bcrypt hashing (12 rounds), no plaintext storage -- **Authentication:** JWT tokens with expiry (7 days), token versioning for revocation -- **Passkey support:** WebAuthn/FIDO2 implementation -- **Rate limiting:** 100 requests per 15 minutes, account lockout after failed attempts -- **Email verification:** Required before account activation -- **Security headers:** Helmet.js (CSP, HSTS, X-Frame-Options, etc.) -- **Database security:** PostgreSQL with Prisma ORM (SQL injection prevention) -- **Access control:** Least privilege principle, token-based authentication -- **Monitoring:** Server logs, health checks - ---- - -## Processing Activity #2: Data Synchronization - -### Name of Processing Activity - -Personal Productivity Data Synchronization Across Devices - -### Purposes of Processing - -- Synchronize user's productivity data across multiple devices -- Maintain data consistency and conflict resolution -- Enable offline work with eventual synchronization -- Provide data redundancy and backup - -### Categories of Data Subjects - -- Active users of Super Productivity Sync who have enabled synchronization - -### Categories of Personal Data - -| Data Category | Examples | Encryption Status | -| ---------------------- | -------------------------------------------------------------------------- | ------------------------------- | -| **User Content** | Tasks, projects, notes, time tracking entries, settings | Optional E2EE available | -| **Sync Operations** | Operation logs (actions, timestamps, vector clocks) | Optional E2EE available | -| **Snapshots** | Periodic full-state snapshots for faster sync | Optional E2EE available | -| **Device Information** | Device ID (client-generated), device name, user agent, last seen timestamp | Plaintext (technical necessity) | -| **Sync State** | Last sequence number, vector clock, last snapshot timestamp | Plaintext (technical necessity) | - -**End-to-End Encryption (E2EE):** - -- Optional feature users can enable -- User content and operations encrypted client-side with user-provided key -- Server cannot decrypt E2EE data (zero-knowledge architecture) -- Key management: Client-side only, server never has access to encryption key - -### Categories of Recipients - -| Recipient | Purpose | Location | -| --------------------------------- | -------------------------------------------------------------- | -------- | -| Alfahosting GmbH | Hosting and infrastructure provider (Art. 28 processor) | Germany | -| Data Controller (Johannes Millan) | Service operation, debugging, support (E2EE data inaccessible) | Germany | - -**No third-party recipients.** No analytics, tracking, or external data sharing. - -### International Data Transfers - -**None.** All data remains in Germany. - -### Retention Periods - -| Data Type | Retention Period | Justification | -| --------------- | --------------------------------------------------- | --------------------------------------- | -| Sync operations | 45 days after being covered by snapshot | Data minimization, technical efficiency | -| Snapshots | Latest snapshot only, replaced on each new snapshot | Technical necessity for sync | -| Device records | Until last seen > 45 days (stale device cleanup) | Data minimization | -| User content | Until user deletes or account deleted | Art. 6(1)(b) - Contract performance | - -**Account Deletion:** All sync data deleted immediately upon account deletion (hard delete with cascading). - -### Technical and Organizational Security Measures - -**In Transit:** - -- HTTPS/TLS encryption for all API calls -- JWT authentication required for all sync operations -- Content-Encoding support (gzip compression) - -**At Rest:** - -- ❌ **Database files: NOT ENCRYPTED** (stored in plaintext on disk) -- ❌ No LUKS disk encryption configured -- ❌ No pgcrypto column-level encryption -- ✅ **Compensating control:** Optional client-side E2EE available - - When enabled: Zero-knowledge encryption (AES-256) - - User chooses encryption password - - Server cannot decrypt E2EE data -- ⚠️ **Risk:** Users who don't enable E2EE have unencrypted data at rest -- **Recommendation:** Implement LUKS disk encryption OR make E2EE mandatory - -**Data Integrity:** - -- Vector clocks for conflict resolution -- Schema versioning for compatibility -- Payload validation (Zod schemas) -- Zip bomb protection - -**Access Control:** - -- User can only access their own data (server validates userId in JWT) -- Per-device client IDs for granular sync tracking -- Rate limiting: 100 uploads per minute, 200 downloads per minute - -**Operational Security:** - -- Automated daily cleanup jobs (old operations, stale devices) -- Storage quota enforcement (100MB default per user) -- Server-side request deduplication -- Health monitoring and logging - ---- - -## Processing Activity #3: Server Logs and Security Monitoring - -### Name of Processing Activity - -Server Logs, Error Tracking, and Security Monitoring - -### Purposes of Processing - -- **Legitimate Interest (Art. 6(1)(f)):** - - Detect and respond to security incidents - - Prevent abuse and unauthorized access - - Debug technical issues affecting service availability - - Monitor service health and performance - -### Categories of Data Subjects - -- All users accessing the Super Productivity Sync server - -### Categories of Personal Data - -| Data Category | Examples | Necessity | -| ----------------------- | ----------------------------------------------------------- | ------------------- | -| **Network Data** | IP address, timestamp, HTTP method, endpoint accessed | Technical necessity | -| **Technical Data** | User agent, browser type, OS, app version | Debugging | -| **Error Data** | Error messages, stack traces (sanitized), failed operations | Service reliability | -| **Authentication Data** | Failed login attempts, rate limit violations | Security monitoring | - -**Note:** Logs are minimized to exclude unnecessary personal data (no request bodies logged, no user content in logs). - -### Categories of Recipients - -| Recipient | Purpose | Location | -| --------------------------------- | ------------------------------------------------------------- | -------- | -| Alfahosting GmbH | Server infrastructure provider (logs stored on their servers) | Germany | -| Data Controller (Johannes Millan) | Security monitoring, debugging, incident response | Germany | - -### International Data Transfers - -**None.** Log data remains in Germany. - -### Retention Periods - -| Log Type | Retention Period | Justification | -| ------------------- | ---------------------------------- | ------------------------------------------------- | -| Server access logs | 7-14 days | Short-term security monitoring, then auto-deleted | -| Error logs | 7-14 days | Debugging, then auto-deleted | -| Security event logs | [To implement: 1 year recommended] | Evidence preservation for incidents | - -### Technical and Organizational Security Measures - -- **Access control:** Only authorized personnel can access logs -- **Log rotation:** Automated deletion after retention period -- **Sanitization:** Personal data minimized in logs (no passwords, tokens, or user content logged) -- **Secure storage:** Logs stored on secure servers (Alfahosting infrastructure) - ---- - -## Processing Activity #4: Email Communications - -### Name of Processing Activity - -Transactional Email Communications - -### Purposes of Processing - -- Send account verification emails (Art. 6(1)(b) - Contract pre-requisite) -- Send password reset emails (Art. 6(1)(b) - Contract performance) -- Send magic link login emails (Art. 6(1)(b) - Contract performance) -- Send passkey recovery emails (Art. 6(1)(b) - Contract performance) -- Send inactive account deletion warnings (Art. 6(1)(f) - Legitimate interest + data minimization) - -**No marketing emails.** All emails are transactional and necessary for service operation. - -### Categories of Data Subjects - -- Registered users -- Prospective users during registration - -### Categories of Personal Data - -| Data Category | Content | Purpose | -| ------------------- | ------------------------------- | ---------------------------------- | -| **Email Address** | Recipient email | Delivery of transactional messages | -| **One-Time Tokens** | Verification/reset/login tokens | Secure authentication | -| **Timestamps** | Email sent time, token expiry | Security, prevent replay attacks | - -### Categories of Recipients - -| Recipient | Purpose | Location | -| --------------------------- | -------------------------------------------------- | ----------------------- | -| Alfahosting GmbH (SMTP) | Email delivery (Art. 28 processor, covered by AVV) | Germany | -| Email provider of recipient | Email delivery (e.g., Gmail, Outlook) | Various (user's choice) | - -**Note:** Email content contains only necessary information (tokens, expiry times). No user productivity data included in emails. - -### International Data Transfers - -- **Sending:** No transfers (Alfahosting SMTP servers in Germany) -- **Receiving:** Dependent on user's email provider (e.g., Gmail = USA) - - This is user's choice of email provider, not data controller's transfer - - User provides email during registration, implicitly consenting to their email provider's processing - -### Retention Periods - -| Data Type | Retention Period | Justification | -| --------------------------- | ---------------------------------- | ------------------------ | -| Email sending logs | 7-14 days (server logs) | Debugging email delivery | -| One-time tokens in database | Until used or expired (1-24 hours) | Security | - -**Note:** We do not retain copies of sent email content beyond server log retention. - -### Technical and Organizational Security Measures - -- **Encryption in transit:** TLS for SMTP connection (enforced) -- **Token security:** Cryptographically random, single-use, time-limited -- **Rate limiting:** Email verification resend limited to prevent abuse -- **Content minimization:** Emails contain only necessary information - ---- - -## Processing Activity #5: Payment and Billing (Future) - -**Status:** NOT YET IMPLEMENTED - -**Note:** If paid subscription tiers are introduced, this section must be updated with: - -- Payment processing details -- Billing information retention (10 years per German tax law §147 AO) -- Payment processor information (Art. 28 processor agreement required) - ---- - -## Recipient Processors (Article 28 GDPR) - -### Alfahosting GmbH - -**Service Provided:** Server hosting, database hosting, email delivery (SMTP) - -**Data Processing Agreement (AVV):** ✅ Yes, in place - -**Location:** Germany - -**Security Measures:** - -- ISO 27001 certified [To verify] -- Physical security of data centers -- Network security and monitoring -- Regular security updates -- [To verify: Encryption at rest] - -**Subprocessors:** None (Alfahosting does not re-share data) - -**Review Frequency:** Annual review of AVV compliance - ---- - -## Legal Basis Summary - -| Processing Activity | Legal Basis | Article | -| ---------------------------------- | ------------------------------------------------- | ------------ | -| Account management | Contract performance (sync service) | Art. 6(1)(b) | -| Data synchronization | Contract performance | Art. 6(1)(b) | -| Server logs (security) | Legitimate interests (security, abuse prevention) | Art. 6(1)(f) | -| Server logs (debugging) | Legitimate interests (service reliability) | Art. 6(1)(f) | -| Transactional emails | Contract performance / Pre-contractual measures | Art. 6(1)(b) | -| Inactive account deletion warnings | Legitimate interests + data minimization | Art. 6(1)(f) | - -**Balancing Test for Legitimate Interests:** - -- **Security monitoring:** User benefits from secure service, minimal privacy impact (IP logs short retention) -- **Service debugging:** User benefits from reliable service, logs minimized and short retention -- **Inactive account warnings:** Protects user data from unintended loss, gives opportunity to retain account - ---- - -## Data Subject Rights - -Users can exercise the following rights by contacting: **contact@super-productivity.com** - -| Right | Implementation | -| ------------------------------ | ------------------------------------------------------------------------------- | -| **Access (Art. 15)** | User can export all sync data via app; support provides account info on request | -| **Rectification (Art. 16)** | User can update data via app operations | -| **Erasure (Art. 17)** | User can delete account via app settings; CLI command available for support | -| **Restriction (Art. 18)** | User can disable sync; manual restriction via support | -| **Data Portability (Art. 20)** | User can export sync data in JSON format via app | -| **Object (Art. 21)** | User can object to processing by disabling sync or contacting support | - -**Response SLA:** Within 1 month (see Data Subject Request Procedures document) - ---- - -## Special Categories of Data (Article 9) - -**Not Applicable.** Super Productivity Sync does not intentionally process special categories of personal data: - -- ❌ Racial or ethnic origin -- ❌ Political opinions -- ❌ Religious or philosophical beliefs -- ❌ Trade union membership -- ❌ Genetic data -- ❌ Biometric data (for uniquely identifying) -- ❌ Health data -- ❌ Sex life or sexual orientation data - -**User Responsibility:** Users may choose to store sensitive information in their tasks/notes. We recommend enabling E2EE for such data. Privacy policy advises against storing highly sensitive data. - ---- - -## Data Protection Impact Assessment (DPIA) - -**Status:** Screening conducted, full DPIA not required - -**Justification:** See DPIA Screening Decision document - -**Re-evaluation Trigger:** If processing significantly changes (e.g., adding AI analysis, large-scale behavioral profiling, biometric authentication) - ---- - -## Changes to Processing Activities - -**Process for Updates:** - -1. Identify change in data processing (new feature, new data category, new recipient) -2. Assess GDPR impact (legal basis, data subject rights, security measures) -3. Update this Records of Processing Activities document -4. Update privacy policy if user-facing changes -5. Obtain consent if required (e.g., new optional feature) -6. Notify supervisory authority if significant change (e.g., new international transfer) - -**Change History:** -| Date | Change | Reason | Updated By | -|------|--------|--------|------------| -| 2026-01-22 | Initial creation | GDPR compliance | AI Assistant | -| | | | | - ---- - -## Review and Maintenance - -**Review Frequency:** Annual (minimum) or when processing activities change - -**Next Review Date:** 2027-01-22 - -**Responsible Person:** Data Controller (Johannes Millan) - -**Review Checklist:** - -- [ ] Processing activities still accurate -- [ ] New processing activities added -- [ ] Obsolete processing activities removed -- [ ] Retention periods still appropriate -- [ ] Security measures still adequate -- [ ] Recipient agreements (AVV) still valid -- [ ] Legal bases still applicable -- [ ] Privacy policy reflects current processing - ---- - -## Approval - -**Data Controller:** **\*\***\*\***\*\***\_**\*\***\*\***\*\*** Date: \***\*\_\_\_\*\*** -_Johannes Millan_ - -**Next Review:** 2027-01-22 - ---- - -## Appendices - -### Appendix A: Data Flow Diagram - -``` -[User's Device] - ↓ (HTTPS/TLS, JWT Auth) -[Super Productivity Sync Server] - ↓ (Prisma ORM) -[PostgreSQL Database @ Alfahosting] - ↓ (AVV in place) -[Alfahosting Infrastructure - Germany] - -Email Flow: -[Sync Server] → [Alfahosting SMTP - Germany] → [User's Email Provider] -``` - -**No international data transfers in data controller's control.** - -### Appendix B: Data Retention Timeline - -``` -Account Registration - ↓ -[Active Account] → Sync operations stored for 45 days - ↓ (covered by snapshots, then deleted) - ↓ -[12 months inactivity] → Warning email sent - ↓ -[No login after warning] → Account deleted (all data purged) - -OR - -[User deletes account] → Immediate deletion (hard delete, cascading) -``` - -### Appendix C: Security Incident Log - -**Purpose:** Maintain records of all data breaches (even if no notification required) - -**Location:** See Incident Response Playbook - -**Retention:** 3-5 years - -**Current Incidents:** None recorded as of 2026-01-22 - ---- - -_This document is confidential and for internal use. May be requested by supervisory authority during audits._