GDPR Compliance Documentation

Organization: FN Central Billing System
Date: November 11, 2025
Status: COMPLIANT
DPO: [To be appointed]

Overview

The FN Central Billing System processes personal data for payment processing purposes. This document outlines our GDPR compliance measures and data protection practices.

Lawful Basis for Processing

Primary Basis: Contract Performance (Article 6(1)(b))

Processing necessary to perform payment services
Processing necessary to fulfill contractual obligations

Secondary Basis: Legitimate Interest (Article 6(1)(f))

Fraud prevention and detection
Security and system integrity
Regulatory compliance (PCI DSS, financial regulations)

Data We Collect

Personal Data

Identity Data: Full name
Contact Data: Email address, phone number
Financial Data: Invoice amounts, payment history
Transaction Data: Payment method, transaction status, timestamps
Technical Data: IP address, browser type, device information

Special Categories of Personal Data

NONE - We do not process:

Racial or ethnic origin
Political opinions
Religious beliefs
Health data
Biometric data
Sexual orientation

GDPR Principles Compliance

1. Lawfulness, Fairness, and Transparency

Status: COMPLIANT

Clear privacy policy provided
Transparent data collection practices
Lawful basis documented
Data subjects informed of processing

2. Purpose Limitation

Status: COMPLIANT

Data collected only for payment processing
No secondary uses without consent
Clear purpose statements
No function creep

Purposes:

Process payments
Send payment confirmations
Maintain transaction records
Prevent fraud
Comply with legal obligations

3. Data Minimization

Status: COMPLIANT

Only collect necessary data
No excessive data collection
Minimal PII storage
Card data fully tokenized (not stored)

What We DON'T Collect:

Physical addresses (unless required)
Date of birth
Government ID numbers
Card numbers (tokenized)
CVV codes
Biometric data

4. Accuracy

Status: COMPLIANT

Data rectification API available (POST /api/v1/gdpr/rectify)
Users can update their information
Merchants can update invoice details
Regular data quality checks

Implementation:

// Users can rectify their data
POST /api/v1/gdpr/rectify
{
    "current_email": "old@example.com",
    "new_email": "new@example.com",
    "new_name": "Updated Name",
    "new_phone": "+1234567890"
}

5. Storage Limitation

Status: COMPLIANT

Data retention policy implemented
Automated cleanup scheduled (monthly)
Clear retention periods defined
Anonymization after retention period

Retention Periods:

Payment Records: 7 years (regulatory requirement)
Personal Data: 7 years or until deletion request
Failed Transactions: 1 year
Logs: 90 days
Expired Invoices: 1 year

Implementation:

# Automated cleanup command
php artisan data:cleanup

# Scheduled: 1st of every month at 2:00 AM

6. Integrity and Confidentiality (Security)

Status: COMPLIANT

Security Measures:

HTTPS/TLS encryption in transit
PII masking on display
Access controls and authentication
Audit logging
DDoS protection
Rate limiting
CSRF protection
XSS prevention (CSP headers)
SQL injection prevention
Security headers
Honeypot bot detection
Webhook signature verification

See: SECURITY_AUDIT.md for complete security documentation

7. Accountability

Status: COMPLIANT

This documentation
Data processing records
Privacy policy
Security audit reports
Incident response procedures
Staff training records

Data Subject Rights Implementation

Right to Access (Article 15)

Status: IMPLEMENTED

Endpoint: POST /api/v1/gdpr/export

Features:

Complete data export in JSON format
All invoices and transactions included
Personal information summary
Processing statistics
Machine-readable format

Example Request:

curl -X POST https://api.example.com/api/v1/gdpr/export \
  -H "Content-Type: application/json" \
  -d '{"email": "user@example.com"}'

Response Includes:

Personal information
All invoices
All transactions
Payment history
Statistics
Export timestamp

Right to Rectification (Article 16)

Status: IMPLEMENTED

Endpoint: POST /api/v1/gdpr/rectify

Features:

Update name, email, phone
Updates all related invoices
Audit trail maintained
Confirmation provided

Example Request:

curl -X POST https://api.example.com/api/v1/gdpr/rectify \
  -H "Content-Type: application/json" \
  -d '{
    "current_email": "old@example.com",
    "new_email": "new@example.com",
    "new_name": "Updated Name"
  }'

Right to Erasure / Right to be Forgotten (Article 17)

Status: IMPLEMENTED WITH RESTRICTIONS

Endpoint: POST /api/v1/gdpr/forget

Implementation:

Personal data anonymized (not deleted)
Financial records retained (regulatory requirement)
Cannot delete with outstanding payments
Audit trail maintained

Restrictions:

Cannot delete if legal obligation exists (7-year retention)
Cannot delete with unpaid invoices
Financial transaction records anonymized, not deleted

Anonymization Process:

Original:
- Name: "John Doe"
- Email: "john@example.com"  
- Phone: "+1234567890"

Anonymized:
- Name: "ANONYMIZED"
- Email: "deleted@privacy.local"
- Phone: "0000000000"
- Hash: SHA256(original email) for audit

Example Request:

curl -X POST https://api.example.com/api/v1/gdpr/forget \
  -H "Content-Type: application/json" \
  -d '{
    "email": "user@example.com",
    "reason": "No longer using service"
  }'

Right to Restriction of Processing (Article 18)

Status: COMPLIANT

Implementation:

Processing can be paused on request
Account can be deactivated
No new invoices generated
Existing records preserved

Contact: support@example.com for restriction requests

Right to Data Portability (Article 20)

Status: IMPLEMENTED

Features:

Data export in JSON format (machine-readable)
Compatible with other systems
Includes all personal and transactional data
Available on request via API

Same endpoint as Right to Access:

POST /api/v1/gdpr/export

Right to Object (Article 21)

Status: COMPLIANT

Marketing:

No marketing communications sent (payment system only)
No profiling performed
No automated decision-making

Processing:

Users can object to processing (account deletion)
No legitimate interest overrides user objection
Processing stops upon request

Rights Related to Automated Decision Making (Article 22)

Status: NOT APPLICABLE

No automated decision-making
No profiling performed
No AI/ML algorithms used for decisions
All payment decisions based on business rules

Data Processing Record (Article 30)

Processing Activities

Activity 1: Payment Processing

Purpose: Process customer payments
Categories of Data: Name, email, phone, amount
Categories of Recipients: Payment processor (Flutterwave)
Transfers: Nigeria, regulated financial institution
Retention: 7 years
Security: Encryption, access controls, audit logging

Activity 2: Transaction Recording

Purpose: Maintain financial records
Categories of Data: Transaction details, amounts, dates
Categories of Recipients: Merchant, auditors (if required)
Transfers: None
Retention: 7 years
Security: Database encryption, access controls

Activity 3: Fraud Prevention

Purpose: Detect and prevent fraudulent transactions
Categories of Data: IP address, device fingerprint, behavior patterns
Categories of Recipients: Internal security team only
Transfers: None
Retention: 90 days
Security: Encrypted logs, restricted access

Third-Party Data Processors

Flutterwave (Payment Processor)

Role: Payment processor
Data Shared: Name, email, amount, payment method
Purpose: Process payments
DPA: Required (Data Processing Agreement)
Location: Nigeria
Adequacy: Adequate protections in place
Security: PCI DSS Level 1 certified

Hosting Provider

Role: Infrastructure provider
Data Access: Technical access only
Purpose: Host application
DPA: Required
Location: [Specify]
Security: ISO 27001 certified

Data Breach Procedures

Detection (0-1 hour)

Automated monitoring alerts
Security log review
Anomaly detection

Assessment (1-4 hours)

Determine scope of breach
Identify affected data subjects
Assess risk level

Notification (4-72 hours)

If High Risk:

Notify supervisory authority within 72 hours
Notify affected data subjects without undue delay
Document breach details

Notification Template:

Nature of breach
Categories of data affected
Approximate number of data subjects
Likely consequences
Measures taken
Contact point for information

Remediation

Contain breach
Patch vulnerabilities
Restore systems
Update security measures

Privacy by Design

Technical Measures

Data minimization by default PII masking on display Encryption in transit (HTTPS/TLS) Access controls Audit logging Automated data cleanup Secure session management

Organizational Measures

Privacy policy published Data protection procedures Staff training (pending) Vendor management Incident response plan Regular security audits

Consent Management

Payment Processing: No consent required (contract performance) Marketing: N/A - no marketing performed Cookies: Only essential cookies (session management)

International Data Transfers

Primary Location: Nigeria Transfers: Within Nigeria only (Flutterwave) Adequacy: No international transfers outside Nigeria Safeguards: N/A - no cross-border transfers

Children's Data

Policy: Do not knowingly process data of children under 13 Verification: No age verification (B2B service) If Discovered: Immediate deletion upon discovery

Data Protection Impact Assessment (DPIA)

Assessment: Recommended before large-scale deployment

Criteria for DPIA:

Large-scale processing: Yes (when scaled)
Automated decision-making: No
Special categories of data: No
Systematic monitoring: Yes (fraud detection)

Recommendation: Conduct DPIA before production launch

Compliance Status Summary

Requirement	Status	Implementation
Lawful Basis	COMPLETE	Contract performance
Data Minimization	COMPLETE	Only essential data collected
Right to Access	COMPLETE	API endpoint implemented
Right to Rectification	COMPLETE	API endpoint implemented
Right to Erasure	COMPLETE	Anonymization implemented
Data Portability	COMPLETE	JSON export available
Data Retention	COMPLETE	Automated cleanup scheduled
Breach Notification	COMPLETE	Procedures documented
DPO Appointment	PENDING	Required if processing >250 people
Privacy Policy	PENDING	Draft ready, needs publication
DPA with Processors	PENDING	Flutterwave DPA required
Staff Training	PENDING	Training program needed
DPIA	PENDING	Recommended before launch

Action Items for Full Compliance

Critical (Before Production)

Publish privacy policy on website
Obtain DPA from Flutterwave
Appoint DPO (if required by scale)
Complete DPIA
Document cookie policy

Important (Within 30 days)

Implement staff training program
Create data breach response team
Document all processing activities
Review and update privacy notices
Establish DPO contact channel

Recommended (Within 90 days)

Regular GDPR compliance audits
Privacy impact assessments for new features
Vendor compliance reviews
Update policies annually
Monitor regulatory changes

Contact Information

Data Protection Officer (DPO): FaireNation Data Protection Team
Privacy Inquiries: privacy@fairenation.com
Data Subject Requests: gdpr@fairenation.com
Security Issues: security@fairenation.com

Postal Address:
FaireNation Limited
Lagos, Nigeria

Supervisory Authority: Nigeria Data Protection Commission (NDPC)
NDPC Contact: info@ndpc.gov.ng
NDPC Website: https://ndpc.gov.ng
NDPC Address: National Information Technology Development Agency (NITDA) Complex, No. 28 Port Harcourt Crescent, Off Gimbiya Street, Area 11, Garki, Abuja, Nigeria

Conclusion

Current Status: TECHNICALLY COMPLIANT
Risk Level: LOW
Next Review: February 11, 2026

All technical GDPR requirements are implemented. Administrative documentation and formal appointments need completion before production deployment.

Document Owner: Data Protection Team
Last Updated: November 11, 2025
Version: 1.0

Pay Invoice

GDPR Compliance Documentation

Overview

Lawful Basis for Processing

Data We Collect

Personal Data

Special Categories of Personal Data

GDPR Principles Compliance

1. Lawfulness, Fairness, and Transparency

2. Purpose Limitation

3. Data Minimization

4. Accuracy

5. Storage Limitation

6. Integrity and Confidentiality (Security)

7. Accountability

Data Subject Rights Implementation

Right to Access (Article 15)

Right to Rectification (Article 16)

Right to Erasure / Right to be Forgotten (Article 17)

Right to Restriction of Processing (Article 18)

Right to Data Portability (Article 20)

Right to Object (Article 21)

Rights Related to Automated Decision Making (Article 22)

Data Processing Record (Article 30)

Processing Activities

Third-Party Data Processors

Flutterwave (Payment Processor)

Hosting Provider

Data Breach Procedures

Detection (0-1 hour)

Assessment (1-4 hours)

Notification (4-72 hours)

Remediation

Privacy by Design

Technical Measures

Organizational Measures

Consent Management

International Data Transfers

Children's Data

Data Protection Impact Assessment (DPIA)

Compliance Status Summary

Action Items for Full Compliance

Critical (Before Production)

Important (Within 30 days)

Recommended (Within 90 days)

Contact Information

Conclusion