Privacy

Data controller

The controller for personal data collected through VestaSuite is GD System S.r.l., registered office at Corso Luigi Einaudi 3, 12037 Saluzzo (CN), Italy, VAT number 03890190048. For any request regarding the processing of personal data, you may contact the controller at info@gdsystem.it or via certified email (PEC) at gdsystemsrl@legalmail.it.

Data collected

Using VestaSuite involves processing identification and contact data of authorized users (first name, last name, email, phone, job role), the registry and fiscal data of customers and their contacts, data related to tickets, activities, contracts, quotes and invoicing, as well as technical access data (application logs, IP address, timestamps) needed for security and traceability.

Purposes of processing

Data is processed to deliver the operational management service requested by the customer (technical support, planning, invoicing), to ensure application security and prevent unauthorized access, to fulfil contractual and legal obligations, and to send operational communications regarding quotes, tickets and invoices.

Legal basis

Processing is based on the performance of the contract in place between GD System S.r.l. and the customer owning the tenant, on compliance with legal obligations (e.g. tax and accounting), and, where applicable, on the legitimate interest in ensuring the security and correct operation of the platform.

Data retention

Data is retained for the duration of the contractual relationship with the customer and, afterwards, for the period required by applicable law (e.g. tax record-keeping). Application logs and security data are retained only for as long as strictly necessary for audit and fraud-prevention purposes.

Data subject rights

At any time you may exercise the rights set out in Articles 15-22 of Regulation (EU) 2016/679 (GDPR): access, rectification, erasure, restriction, portability and objection to processing, as well as the right to lodge a complaint with the data protection supervisory authority. Requests can be sent to info@gdsystem.it.

Device permissions (microphone and location)

Two optional VestaSuite features require access to a device resource. Consent is not collected by the application but by the browser, which shows the prompt on first use; the administrator can disable both features at installation level, in which case the permission is never requested. Neither feature is necessary to deliver the service: declining does not restrict access to any area of the application.

• Microphone — used to dictate work notes instead of typing them. Speech recognition happens entirely in the browser through the device APIs: no audio recording is transmitted to, received by, or retained by VestaSuite. If you decline, the note is typed by hand.
• Location (GPS) — used to estimate travel time to the job site. Only the geographic coordinate (latitude and longitude) leaves the device, sent to the server to query the routing service; it is not associated with the user, not written to the database, and not retained beyond the single request. It is read only when the field copilot is opened: there is no continuous location tracking. If you decline, the departure advice is computed from the weather alone.

Consent granted to the browser is revocable at any time from the site settings (the icon next to the address bar), with no consequence for your account or for data already recorded.

Cookies

VestaSuite uses technical cookies that are essential for the application to work (session, authentication, preferences). It also collects technical performance data (load times, errors) and, only with your consent to the "Usage analytics" category, the pages you visit and the actions you take, linked to a numeric identifier and never to your name or email, to understand which features are used and improve the service. Detailed data is kept for 7 days, daily summaries for 13 months. Cookie preferences can be managed at any time from the dedicated panel.

After signing in, preferences are managed from the “Manage cookies” item in the sidebar.

Contact

For any question regarding this notice or the processing of your personal data, you can write to info@gdsystem.it or call +39 0175 218284.