Description of software services - Flip Platform

The following functions are provided depending on the selected package:

The functions of the optional add-on modules Frontline Identity by Flip, Flip Flows, Flip Fusion and gyde (Flip Learning) are set out in their own software service descriptions and are no longer part of this Annex.

Login by username and password. The username can be either an email address or another identifier, such as an employee number. Each user can reset their password via a password reset function, provided that they have a valid email address stored in their profile. On request, the user will be sent a link to that email address which can be used to reset the password.

Posts for sharing information. In groups, posts can be shared with the other group members. A post can contain a headline, a formattable descriptive text and image or file attachments. Posts can be marked by the respective group members with reactions and can be commented on via the comment function. Posts can also be planned in advance and published automatically at the appropriate time.

Newsfeed with posts. All posts to the groups in which a user is located are displayed in chronological order in their newsfeed. From here, the user can access the detailed views of the individual posts with their comments. Depending on user rights, different channels can be subscribed to, unsubscribed from and muted. In this way, an individualised newsfeed is played out for each user.

Activities. In an overview, the user is shown interactions of other users (such as comments, reactions or task completion) with their own content, as well as with content the user has already interacted with.

Individual and group chats. In the chat, users can create and hold conversations with individual or multiple users (individual chats and group chats). Users can be found via a search function and then contacted directly. Chats with users can also be opened directly from their profile. Text and any common file formats can be exchanged in the chat. Attachment of files/images and the delete function for messages and comments can be disabled globally if required. There is at least one chat administrator per group chat (initially the creator of the chat). Chat administrators can edit their chat including its participants, manage role assignments within the chat and delete it.

Search. Users can search posts and messages for content.

Reactions. Reactions allow users to react to the posts, comments and messages of other people. A preview shows which people have reacted to one’s own content and how.

Setting profile information. Users have the option to add a profile picture to their profile, together with further information such as their position, department, telephone number and any free text, thereby making this information available to other users.

Admin console for administrators. All users, groups and system settings can be managed via a console that is accessed from the administrators’ menu. Users can be created, edited and deleted here, and their passwords can be reset. Groups, including their participants, can be created, edited and deleted. For each group, it can be defined which roles are allowed to create posts and whether it is possible to interact with content or download media.

Menu and customisation. Special feature requests can be provided in the menu by linking existing web applications. The menu can be customised in the admin console and allows different menu items to be displayed depending on the user group.

Temporary suspension of push notifications. In the admin console, settings can be put in place that suspend the delivery of push notifications on certain days or during certain periods. At the end of the period, the suspended notifications are delivered in the form of a summary.

Offline capability. The app can also be opened without an internet connection. This allows users to write and send messages and to navigate through previously loaded content despite the absence of a data connection.

Storage capacity per user. Each user has 1 gigabyte of storage available for files in the app.

Employee directory. Under the Employee Directory menu item, users can access an overview of users, search for people and start a chat with them.

Analytics console. Via the admin console, administrators can obtain a metric-based overview of the global use of the app (without reference to persons or content) in the “Analytics” tab. The metrics include adoption rates, user engagement, post-performance analytics and feature usage.

Creating and distributing tasks. Under the Tasks menu item, tasks can be created and marked as completed with a checkbox. Users can set tasks both for themselves and for other users in the app.

Voice messages. Creating a voice message (including pausing and deleting during recording) and listening to a voice message (including jumping on the timeline and setting the speed).

Form and page builder. With the form and page builder, it is possible to flexibly create web-based content pages and integrate them into the Flip app, as well as to map forms (e.g. for submitting applications or supporting documents).

Newscast. With the Newscast function, posts from the Flip app can be displayed on external monitors as part of a slideshow. By scanning a QR code, users can then access the respective post in the app.

Calendar. The calendar can be used to set appointments for oneself and for other people, or to invite entire groups to appointments. Users can conveniently view and manage their own appointments in mobile- and desktop-optimised views.

Employee card. The employee card can be used to display a discount card for employees/users, which can be redeemed via barcode.

Video conference. Through the chat, users can generate a link to a video conference and share it with other users.

Automatic translation. With the automatic translation function, users can have posts, comments and chat messages translated into a supported language of their choice.

Surveys. With the survey function, simple anonymous surveys can be attached to posts.

Multi-tenancy. As a white-label solution, the interface of each instance of Flip can be customised with an individual design (e.g. in the customer’s corporate identity). Instances of Flip are logically separated from each other.

SLA reporting and user analysis. A report on the availability and use of the software service, e.g. to check compliance with the SLA (Service Level Agreement), can be created.

Integration of intranet, HR and process tools. Various intranets, HR and process tools can be integrated into the app on request. These can be integrated either via API (Application Programming Interface), as a web view or in the Flip browser.

Hosting in the cloud. Hosting of the app takes place in GDPR-compliant data centres.

Branded app. If you have selected “Branded App”, you will need to give Flip access to your iOS App Store and Google Play account details so that Flip can publish and maintain your Flip application as a managed service. Should you be unable to provide these details, Flip will provide you with the Flip app to publish and maintain yourself as a non-managed service. If you select a non-managed service, Flip agrees to provide support for the current and 2 previous releases of the Flip app only.

Ask AI. AI assistant that supports employees in their daily work. By accessing internal company content such as guidelines and manuals, it provides accurate and source-based answers, which speeds up information retrieval. The answers are always adapted to the user’s access rights to ensure data protection.

Knowledge Base. The knowledge base serves as a personalised intranet or wiki for everyday work. It centralises internal know-how, such as standard operating procedures or HR policies, and makes it easily accessible via the Flip app.

Content Planner. This editorial calendar provides administrators with a central weekly view for managing all planned content. Each planned post is displayed as a card showing the title, channel, author and publication time at a glance. New posts can be created directly in the calendar, and existing posts can be edited, moved or deleted.

Hashtags. Users can use hashtags in their posts. This allows content to be categorised by topic and found more easily via the search function.

Live streaming. With the live streaming function, users can host live video broadcasts directly via the app. Viewers can interact by sending comments or reactions. The live-streaming and the voice and video functions are provided via a sub-processor listed in Annex 3 to the DPA which also processes personal data outside the EU or the EEA; the transfer is governed by Sections 3.3 and 10 of the DPA. The Customer may have the functions disabled on request; where they are not activated, no processing takes place via them. Voice notes are not covered by this; they are processed by the Provider itself within the European Union.

HR integrations (HR Mini Apps). The app can be integrated with existing HR and process tools on request. This allows employees to access personalised HR services via the Flip app, such as viewing payslips, requesting vacation days or mobile time tracking.

Retention and export

The retention periods for the individual data categories are set out in the table below. Retention periods marked as configurable can be set by the Customer within the limits provided for. Customer content can be exported in the formats and via the routes stated. In all other respects, deletion after the end of the contract is governed by the main agreement and the data processing agreement.

For the data categories marked above as “No self-service export”, the Provider makes the customer content available upon the Customer’s request via support in a common electronic format. The entries in the “Export” column refer to the export functions available during the term of the contract; the Customer’s rights under the main agreement (switching support) and under the data processing agreement remain unaffected.

For the data categories marked as “No export”, no export function is available; where they contain Customer Content within the meaning of clause 1 of the Terms, the Provider makes it available upon request via support in a structured, commonly used and machine-readable format. Clause 9.5 of the Terms and the Customer’s rights under the Terms (export and switching support) remain unaffected.

The offsite backup (30 days) is held with a sub-processor listed in Annex 3 to the DPA, with processing within the EU. Deleted content is retained for the term of the contract where a restore function exists. Deletion in the production system is automatically propagated to search indexes, caches and derived data; no specific propagation period is committed. Backups are not modified but overwritten in the regular rotation cycle within the periods set out above; until overwritten they are locked against random access.

System requirements

The following minimum requirements apply to the operating systems and browsers of end devices:

Operating systems

• Windows: last 3 major versions

• macOS: last 3 major versions

• iOS: last 3 major versions

• Android: last 6 major versions

• Flip app: iOS last 2 major versions, Android last 2 major versions

Browsers

• Chrome desktop & mobile: last 3 major versions

• Edge desktop: last 3 major versions

• Firefox desktop: last 3 major versions

• Safari desktop: last 3 minor versions

Legal framework

This software service description sets out the characteristics of the Flip platform software service. Which functions are owed in a specific case follows from the offer in conjunction with the main agreement. The service quality and availability owed are governed by the Service Level Agreement for the Flip platform. The current version of this software service description can be found at https://www.getflip.com/legal/softwaredescription/. The Provider may develop the service further within the scope of the contractual provisions.