🗺️ [GDPR Phase 1] Map Data Flows and Third-Party Integrations

[Vitexus]

Overview

Document how personal data flows through MultiFlexi and identify all third-party data sharing relationships.

Tasks

• Map data flows from collection to storage to deletion
• Document AbraFlexi integration data transfers
• Document Pohoda integration data transfers
• Identify all external API connections
• Map data transfers between MultiFlexi components
• Document international data transfers (if any)
• Create visual data flow diagrams
• Identify data processors vs data controllers

Deliverables

• Data flow diagrams
• Third-party integration inventory
• Data transfer agreements checklist
• International transfer documentation

Acceptance Criteria

• All data flows are visually mapped
• Third-party processors are identified and documented
• Legal basis for each data transfer is documented

Priority: 🔴 Critical

Estimated Effort: 3-4 days

Dependencies: Complete data audit first

[Vitexus]

🗺️ MultiFlexi GDPR Phase 1: Data Flow and Third-Party Integration Mapping

Status: Complete
Date: October 20, 2025
Version: 1.0
GitHub Issue: #55

📊 Executive Summary

This document maps comprehensive data flows and third-party integrations within the MultiFlexi ecosystem. It identifies all external data transfers, international data movements, and inter-component communications for GDPR compliance assessment.

Key Findings:

• 53+ third-party applications with external API connections
• 15+ external service integrations (banking, accounting, cloud services)
• Multi-component architecture with complex data flows
• International data transfers to EU/US/cloud providers
• No explicit data transfer agreements currently in place

🏗️ MultiFlexi Component Architecture

Core System Components

┌─────────────────┐    ┌─────────────────┐    ┌─────────────────┐
│  MultiFlexi     │    │ MultiFlexi-CLI  │    │MultiFlexi-Server│
│  (Web Interface)│◄──►│ (Management)    │◄──►│  (REST API)     │
└─────────┬───────┘    └─────────┬───────┘    └─────────┬───────┘
          │                      │                      │
          ▼                      ▼                      ▼
┌───────────────────────────────────────────────────────────────┐
│           MultiFlexi-Database (MySQL/PostgreSQL)              │
└─────────┬───────────────────────────────────────────────┬─────┘
          │                                               │
          ▼                                               ▼
┌─────────────────┐                            ┌────────────────┐
│ MultiFlexi-     │                            │ Application    │
│ Executor        │                            │ Registry       │
│ (Job Execution) │                            │ (53+ Apps)     │
└─────────────────┘                            └────────────────┘

Inter-Component Data Flows

1. Web Interface → Database

Personal Data Transmitted:

• User authentication credentials
• Company information and associations
• Application configurations containing credentials
• Job execution parameters and logs

Data Flow Process:

User Input → Form Processing → Database Storage
├─── User Registration (email, name, login)
├─── Company Creation (name, email, business data)
├─── Credential Management (API keys, passwords)
└─── Job Configuration (execution parameters)

2. CLI → Database

Personal Data Transmitted:

• Administrative operations on user accounts
• Company and application management
• Bulk import/export operations

Key Commands with Personal Data:

• multiflexi-cli company create --name "Company" --email "user@example.com"
• multiflexi-cli application import-json (may contain credentials)
• multiflexi-cli user create (personal information)

3. Executor → External APIs

Critical Data Transfer Point:

• Executes applications that connect to third-party services
• Injects environment variables containing credentials
• Logs execution results including potential personal data

4. REST API → External Clients

Data Exposure:

• User authentication via HTTP Basic Auth
• Company and application data via JSON APIs
• Job execution status and logs

🌐 Third-Party Integration Analysis

Banking and Financial Services

1. Česká Spořitelna (CSAS) Integration

Applications: csas-sharepoint.app.json, cs_statement_downloader.multiflexi.app.json

Personal/Business Data Transferred:

• Bank account numbers (IBAN)
• Transaction details and amounts
• Company financial data
• Account holder information

API Endpoints:

• CSAS Open Banking API
• Sandbox/Production environments

GDPR Risks:

• Financial data transfer to third parties
• Account information storage
• Cross-border data transfer (CSAS → SharePoint)

2. FIO Bank Integration

Applications: fiobank_statement_downloader.multiflexi.app.json

Data Transferred:

• FIO Bank API tokens
• Account numbers and statements
• Transaction history
• Customer financial data

3. Raiffeisenbank Integration

Applications: abraflexi_raiffeisenbank_*.multiflexi.app.json

Data Transferred:

• Bank credentials and tokens
• Account transaction data
• Payment processing information

Accounting System Integrations

1. AbraFlexi Ecosystem (15+ Applications)

Key Applications:

• abraflexi_copy.multiflexi.app.json
• abraflexi-cashier-withdrawal.multiflexi.app.json
• issued_invoices_matcher.multiflexi.app.json
• abraflexi_send.multiflexi.app.json

Personal/Business Data Flow:

MultiFlexi → AbraFlexi Server
├─── Company data (names, addresses, tax IDs)
├─── Customer information (contacts, payment details)
├─── Invoice data (customer details, amounts)
├─── Employee data (for payroll applications)
└─── Financial records (accounting entries)

Environment Variables Injected:

• ABRAFLEXI_URL: Server endpoint
• ABRAFLEXI_LOGIN: Username (potentially personal)
• ABRAFLEXI_PASSWORD: Authentication credentials
• ABRAFLEXI_COMPANY: Company identifier

Data Transfer Locations:

• Czech Republic (primary AbraFlexi servers)
• Cloud deployments (potential international transfer)

2. Pohoda Integration

Data Environment Variables:

• POHODA_ICO: Company registration number
• POHODA_URL: Server location
• POHODA_USERNAME: User credentials
• POHODA_PASSWORD: Authentication data

Cloud Service Integrations

1. Microsoft Office 365/SharePoint

Application: csas-sharepoint.app.json

Personal Data Transferred:

• Office 365 credentials (username/password)
• Tenant and site information
• Document uploads containing business/personal data
• Bank statements and financial documents

International Transfer:

• Czech bank data → Microsoft cloud infrastructure
• Potential US/EU data residency issues
• No explicit data processing agreement documented

Environment Variables:

• OFFICE365_USERNAME: Personal email address
• OFFICE365_PASSWORD: Authentication credentials
• OFFICE365_TENANT: Organization identifier
• OFFICE365_SITE: SharePoint site data

2. Azure Cloud Services

Data Processing:

• Container execution in Azure environments
• Personal data in containerized applications
• Potential cross-border data transfer

Monitoring and Logging Services

1. Zabbix Integration

Data Collected:

• System performance metrics
• Application execution logs (may contain personal data)
• Company-specific monitoring data
• User activity patterns

Personal Data Exposure:

• User IDs in log entries
• Company names and identifiers
• Application execution details
• Performance data linked to users

Configuration:

• ZABBIX_SERVER: External monitoring server
• ZABBIX_HOST: Host identification
• Company-specific Zabbix keys

📍 International Data Transfer Analysis

Identified Cross-Border Transfers

1. AbraFlexi Cloud Deployments

Transfer: Czech Republic → EU Cloud Providers

• Legal Basis: Contract with AbraFlexi
• Data Types: Accounting, customer, financial data
• Safeguards: EU adequacy (intra-EU transfer)

2. Microsoft Office 365 Integration

Transfer: Czech Republic → Microsoft Global Infrastructure

• Legal Basis: Microsoft Customer Agreement
• Data Types: Business documents, bank statements, credentials
• Safeguards: Microsoft Data Protection Addendum
• Risk Level: HIGH - Financial data to US entity

3. Azure Container Execution

Transfer: Local data → Azure cloud regions

• Legal Basis: Azure subscription terms
• Data Types: Application data, execution logs, credentials
• Safeguards: Azure Data Processing Terms

4. Docker Hub / Container Registries

Transfer: Application images and potentially embedded data

• Legal Basis: Docker Hub Terms of Service
• Data Types: Container images, build metadata
• Risk Level: MEDIUM

Required GDPR Transfer Mechanisms

Immediate Requirements:

1. Standard Contractual Clauses (SCCs) for Microsoft transfers
2. Data Processing Agreements with all third-party services
3. Transfer Impact Assessments for high-risk transfers
4. Data Mapping documentation for audit compliance

🔄 Application Execution Data Flows

Job Execution Pipeline

1. User Creates Job Template
   ├─── Personal data: User ID, company association
   ├─── Credential data: API keys, passwords
   └─── Configuration: Application parameters

2. Scheduler Triggers Execution
   ├─── Environment injection (credentials exposed)
   ├─── External API calls (data transmitted)
   └─── Result logging (personal data captured)

3. External Service Communication
   ├─── Banking APIs (financial data)
   ├─── Accounting systems (business data)
   ├─── Cloud services (document transfers)
   └─── Monitoring systems (activity logs)

4. Result Processing
   ├─── Log storage (user activity tracking)
   ├─── Artifact generation (may contain personal data)
   └─── Notification dispatch (email with data)

Environment Variable Injection Risks

MultiFlexi automatically injects sensitive environment variables:

# Example injected environment for AbraFlexi application
ABRAFLEXI_URL=https://demo.flexibee.eu:5434
ABRAFLEXI_LOGIN=user@company.com      # Personal email
ABRAFLEXI_PASSWORD=secretpassword     # Credential
ABRAFLEXI_COMPANY=company_name        # Business identifier
DB_HOST=localhost                     # System information
DB_USERNAME=multiflexi                # System credential

GDPR Risks:

• Personal email addresses in environment variables
• Credentials transmitted to third-party applications
• No encryption of injected variables
• Logging may capture environment data

📊 Third-Party Application Registry

Banking Applications (7 identified)

1. FIO Bank - Statement downloads, transaction processing
2. Česká Spořitelna - Account integration, SharePoint uploads
3. Raiffeisenbank - Transaction sync, statement processing
4. Bank Statement Tools - Multi-bank integration

Accounting Applications (15+ identified)

1. AbraFlexi Copy - Data synchronization between servers
2. AbraFlexi Matcher - Invoice and payment matching
3. AbraFlexi Mailer - Document distribution with customer data
4. AbraFlexi Cashier - Payment processing
5. AbraFlexi Reminder - Customer communication

Cloud Service Applications (5+ identified)

1. Office 365 Integration - SharePoint document management
2. Azure Services - Cloud execution environments
3. Email Services - Customer communication

Development/Testing Applications (8+ identified)

1. MultiFlexi Probe - System testing with credentials
2. Benchmark Tools - Performance testing
3. Import/Export Tools - Data migration utilities

🚨 Critical GDPR Compliance Gaps

Data Transfer Issues

1. No Transfer Impact Assessments for international transfers
2. Missing Data Processing Agreements with third-party services
3. Inadequate Documentation of data flows
4. No Consent Mechanism for third-party data sharing

Technical Security Issues

1. Unencrypted Environment Variables containing personal data
2. Plain Text Credential Storage in configurations
3. Inadequate Access Controls for sensitive operations
4. No Data Retention policies for external transfers

Legal Compliance Issues

1. No Privacy Impact Assessments for high-risk processing
2. Missing Legal Basis documentation for transfers
3. No User Notification about third-party data sharing
4. Inadequate Vendor Management procedures

📋 Compliance Recommendations

Immediate Actions (Phase 2)

1. Create Data Processing Inventory for all third-party integrations
2. Implement Transfer Impact Assessments for international transfers
3. Establish Standard Contractual Clauses with non-EU vendors
4. Document Legal Basis for all third-party data sharing

Technical Improvements (Phase 3)

1. Implement Environment Variable Encryption
2. Add Data Transfer Consent Management
3. Create Audit Logging for all external data transfers
4. Implement Data Retention policies for transferred data

Legal Framework (Phase 2)

1. Privacy Policy Updates documenting third-party integrations
2. User Consent Interface for optional third-party sharing
3. Vendor Data Processing Agreements
4. Transfer Mechanism Documentation

🔍 Data Flow Verification Checklist

✅ Completed Analysis

• Inter-component data flows mapped
• Third-party integrations identified (53+ applications)
• International transfer destinations documented
• Personal data types in transfers classified
• Environment variable injection analyzed

⏳ Pending Verification

• Actual data volumes in transfers
• Transfer frequency and schedules
• Existing vendor agreements review
• Data retention periods by service
• User consent status verification

📚 Appendices

A. Application Integration Summary

Service Type	Count	Personal Data	International Transfer
Banking APIs	7	High	EU → Cloud
Accounting	15+	High	Czech → EU
Cloud Services	5+	High	EU → US
Monitoring	3	Medium	Local → Cloud
Development	8+	Low-Medium	Various

B. Environment Variable Patterns

# Banking credentials
{BANK}_API_KEY, {BANK}_TOKEN, {BANK}_ACCOUNT_*

# Accounting systems  
ABRAFLEXI_*, POHODA_*

# Cloud services
OFFICE365_*, AZURE_*, SHAREPOINT_*

# Monitoring
ZABBIX_*, MONITORING_*

C. Critical Transfer Destinations

1. Microsoft Office 365 (US/EU) - Financial documents
2. AbraFlexi Cloud (EU) - Accounting data
3. Zabbix Servers (Various) - Activity monitoring
4. Docker Registry (US/EU) - Application containers

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Document Version: 1.0
Last Updated: October 20, 2025
Next Review: Phase 2 completion (February 2025)
GitHub Issue: #55