TeamHub Privacy Notice

Version 1.0 Effective: 25 September 2026 Last updated: 25 September 2026

1. Who we are

Doek Works, a sole proprietorship (eenmanszaak) trading as Doek Works, is the controller for the personal data described in this Privacy Notice.

• Address: Elzenlaan 21, 9422 ES Smilde, The Netherlands
• Dutch Chamber of Commerce: 42169291
• VAT identification number: NL002993406B05
• Owner: Jantinus Doek
• Website: https://doekworks.eu
• General email: info@doekworks.eu
• Privacy contact: privacy@doekworks.eu

2. Scope

This Notice applies to our website, enquiries, Trial requests, commercial subscriptions, orders, billing, Licence Keys, support, consultancy, training, custom development, security reports and community telemetry.

3. Self-hosted customer environments

TeamHub is self-hosted inside a Nextcloud environment selected or managed by the user or customer. We do not host or routinely access files, messages, Team information, user accounts or other content in that environment. Supplying TeamHub or a Licence Key does not by itself make Doek Works a processor of that content.

If we separately process personal data on a customer's behalf through remote administration, migration or other Services, we will determine whether a data processing agreement is required before that processing begins.

4. Data we process

4.1 Website and enquiries

We may process name, business contact details, organisation, message content, correspondence, date and time, and temporary technical request or security-log information.

4.2 Trials, orders and billing

We may process organisation and trading names, addresses, Chamber of Commerce and VAT numbers, authorised and billing contacts, quotation, Order, invoice and payment details, payment references, acceptance records, and Trial information.

4.3 Licence administration

We may process customer reference, Licence ID, plan, ordered Seats, technical Seat capacity, production and non-production Instance UUIDs, start and expiry dates, payment status, and replacement, migration and add-on records.

The Licence Key may contain the Licence ID, customer reference, Instance UUID, subscription type, Seat capacity, dates and digital signature. It does not contain TeamHub user identities, messages, files or content. Validation is local.

4.4 Support and Services

We may process business contacts, support correspondence, TeamHub, Nextcloud and dependency versions, settings, logs, screenshots and diagnostics supplied by the customer, project information, work notes and temporary access information where separately agreed. Customers should remove unnecessary personal data and credentials before sending diagnostics.

4.5 Security reports

We may process reporter contact details, technical report information, affected versions, investigation correspondence and credit preferences.

5. Community telemetry

TeamHub installations without an active commercial Licence Key or Trial may send limited community usage statistics to Doek Works once per day. We use them to understand how TeamHub is used and to determine development and compatibility priorities.

The telemetry is designed with data minimisation in mind:

• installations are identified through a separate technical telemetry identifier;
• the Nextcloud Instance UUID, Instance URL and hostname are not transmitted;
• IP addresses are not included in the stored telemetry record;
• no names, email addresses, user identifiers, message content, file content or other Nextcloud content are collected;
• only aggregate counts, software versions, enabled modules and integration usage are collected;
• custom-link domains and addresses are not transmitted;
• telemetry is sent once per day and retained for no longer than three months;
• telemetry can be disabled at any time in the TeamHub administration settings; and
• telemetry is automatically disabled while an active commercial Licence Key or Trial is installed and during the Grace Period of a paid licence.

Technical infrastructure operated by Hostinger may temporarily process connection information for security and operational purposes. The exact telemetry fields and controls are documented at https://doekworks.eu/docs/telemetry-notice.php?lang=en.

6. Purposes and legal bases

We process personal data to enter into and perform Agreements, create and administer Licence Keys, invoice and account, provide support and Services, answer enquiries, secure our systems, prevent fraud, maintain appropriate records, improve TeamHub, investigate defects and security incidents, comply with legal obligations and establish or defend legal claims.

Our legal bases are performance of a contract or pre-contractual steps, compliance with legal obligations, and legitimate interests in operating and securing our business, maintaining relationships, improving TeamHub and protecting legal interests. We use consent for optional processing where required, including any future non-essential cookies or marketing.

Community telemetry is processed on the basis of our legitimate interest in understanding the adoption, compatibility needs and feature usage of the free app so that we can maintain and improve TeamHub. We minimise the payload, use a separate identifier, avoid user content and identifying Instance data, retain reports for three months, and provide an in-app opt-out. Users may also object by contacting privacy@doekworks.eu.

7. Sources

We receive data directly from individuals and their organisations, through the website and ordering process, service providers, support and security communications, public business registers, and community telemetry.

8. Service providers and recipients

We do not sell personal data. We use:

• Hostinger for website hosting, business email and telemetry infrastructure: https://www.hostinger.com
• e-Boekhouden.nl for quotations, invoices, payment reminders and accounting: https://www.e-boekhouden.nl
• Rabobank Nederland for business banking and payment transactions: https://www.rabobank.nl

Hostinger and e-Boekhouden.nl act as service providers or processors where applicable. Rabobank processes banking and transaction data as an independent controller for legal, regulatory, security and banking purposes.

We may also disclose data to professional advisers, insurers, competent authorities where required by law, or a legal successor in a genuine business transfer subject to appropriate safeguards.

9. International transfers

We aim to use processing within the European Economic Area where reasonably possible. Where personal data is transferred outside the EEA, we use an applicable adequacy decision, standard contractual clauses or another recognised safeguard where required. Information about relevant safeguards may be requested from privacy@doekworks.eu.

10. Retention

We retain personal data no longer than necessary:

• general enquiries: 12 months after closure;
• unsuccessful quotations: 12 months after expiry or rejection;
• contract and licence records: the relationship plus 2 years;
• support records: 2 years after closure;
• consultancy and project records: project end plus 2 years;
• website and security logs: no longer than 30 days;
• financial records: for the period required by tax and accounting law;
• security reports: as long as necessary for investigation, remediation, disclosure and accountability;
• newsletter records, if introduced: until unsubscribe, with a limited suppression record where necessary;
• community telemetry: no longer than 3 months;
• legal-claim records: as long as reasonably required for the applicable claim or limitation period.

11. Cookies and analytics

The website does not use third-party analytics, advertising cookies or non-essential tracking cookies. Necessary technical processing and temporary server logs may be used for operation and security.

12. Security

We use reasonable measures such as access controls, multi-factor authentication where available, encryption in transit, backups, updates, limited retention, confidentiality obligations and secure Licence Key procedures. No method of storage or transmission is absolutely secure.

13. Your rights

Depending on the circumstances, you may request information, access, correction, deletion, restriction, portability, withdraw consent, or object to legitimate-interest processing. Rights are not absolute and may be limited by legal duties or legal claims.

Contact privacy@doekworks.eu. We may request reasonable identity verification. You may also complain to the Dutch Autoriteit Persoonsgegevens at https://www.autoriteitpersoonsgegevens.nl/ or another competent EEA supervisory authority.

14. Automated decision-making and children

We do not use personal data for automated decisions producing legal or similarly significant effects. Our commercial Products and Services are intended for organisations and business users, not children. Customers operating TeamHub are responsible for privacy compliance relating to their own users.

15. Changes

We may update this Notice when our organisation, Products, suppliers or legal obligations change. Material changes will be brought to attention through the website, email or TeamHub where reasonably appropriate. The current date and version appear at the top.

16. Contact

Doek Works Attn: Jantinus Doek, Owner / Privacy Elzenlaan 21 9422 ES Smilde The Netherlands

Email: privacy@doekworks.eu Website: https://doekworks.eu

Document URL: https://doekworks.eu/docs/privacy-notice.php?lang=en Telemetry Notice: https://doekworks.eu/docs/telemetry-notice.php?lang=en