oliofficePrivacy policy
Last updated 2 October 2026
folioffice is a portal for contractors, the companies that engage them, and the client managers who approve their work. This page explains what personal data the portal holds, why, and what you can ask us to do with it.
Who is responsible
folioffice is operated by SYMAR, spol. s r.o., Vřesovická 429/3, Zličín, 155 21 Praha 5, Czech Republic (company ID 00196738, VAT ID CZ00196738). It decides how your data is used. For any question about privacy, write to info@folioffice.com.
What we hold
- Your account: your name, email address, role, and how you sign in. Passwords are stored only in hashed form.
- Your assignments: the project, customer, dates, pay terms and contract documents agreed for your work.
- Your reports: the hours, expenses and receipts you enter, and every signed version of a report.
- Signing records: when a report is signed or sent back we record the signer's name, email address, signature, the time, the IP address and the browser used. This is the evidence that the signature is genuine.
- Emails we send: a copy of each message the portal sends, such as review links and one-time codes.
Signing in with Google or Microsoft
If you sign in with Google or Microsoft, we receive your name and email address from that provider and use them only to recognise your existing folioffice account. We do not read your mail, contacts, calendar or files, we do not receive your password, and we do not share or sell what we receive. Only people who have already been added to folioffice can sign in.
Why we use it
- To carry out the contract for your assignment: recording work, approving it and paying for it.
- To meet legal duties, such as keeping accounting and payroll records.
- To keep the portal secure and to prove who signed a document, which is our legitimate interest.
Who sees it
- The company that engages you and its managers in the portal.
- The client manager you send a report to, who sees that report.
- A client's own system, where the client has asked for approved reports to be delivered there.
- Service providers who work on our instructions: our hosting provider and our email delivery service, Resend, which sends messages from servers in the European Union.
We do not sell personal data and we do not use it for advertising.
Cookies
The portal sets only the cookies it needs to work: one that keeps you signed in, and a short-lived one that remembers a manager has confirmed their email code. There are no advertising or analytics cookies.
How long we keep it
We keep account, assignment and report data for as long as the assignment runs and afterwards for as long as the law requires accounting and employment records to be kept. Signed reports and their signing records are kept for the same period, because they are the proof of what was approved.
Your rights
You can ask us for a copy of your data, to correct it, to delete it where the law allows, to restrict or object to its use, and to receive it in a portable form. Write to info@folioffice.com. You also have the right to complain to the data protection authority in your country.
Changes
If this policy changes, the new version is published on this page with a new date. See also our terms of service.