📋 [GDPR Phase 1] Complete Data Audit and Personal Data Inventory

[Vitexus]

Overview

This is the foundation task for GDPR compliance - we need to comprehensively document all personal data collected, processed, and stored by MultiFlexi.

Tasks

• Document all database tables containing personal data
• Identify personal data in user registration forms (createaccount.php, UserForm.php)
• Map authentication and session data
• Document company/customer data collection
• Inventory credential storage practices
• Analyze log files for personal data
• Create data classification matrix (sensitive, confidential, public)
• Document data sources and collection methods

Deliverables

• Personal data inventory spreadsheet
• Data classification matrix
• Documentation of current data handling practices

Acceptance Criteria

• All personal data types are documented with purpose and legal basis
• Data sensitivity levels are classified
• Current data protection measures are documented

Priority: 🔴 Critical

Estimated Effort: 2-3 days

Phase: Foundation

[Vitexus]

🛡️ MultiFlexi GDPR Phase 1: Personal Data Inventory

Status: Complete
Date: October 19, 2025
Version: 1.0
GitHub Issue: #54

📊 Executive Summary

This document provides a comprehensive audit of all personal data collected, processed, and stored by MultiFlexi. The audit identifies GDPR-relevant data across database tables, forms, sessions, and system processes.

Key Findings:

• 3 primary tables contain personal data: user, customer, company
• 4 data collection points identified in user interfaces
• Session-based authentication with personal data exposure
• Audit logging captures personal data activities
• No encryption currently implemented for sensitive fields

📋 Database Tables with Personal Data

1. User Table (user)

Purpose: System administrator and user accounts
Legal Basis: Contract/Consent
Retention: Active account + 3 years

Field	Type	Personal Data Type	GDPR Category	Notes
id	int(11)	Identifier	-	Primary key
email	varchar(128)	Contact Information	HIGH	Email address
firstname	varchar(32)	Identity	HIGH	Personal name
lastname	varchar(32)	Identity	HIGH	Personal name
password	varchar(40)	Authentication	CRITICAL	Password hash (weak 40-char limit)
login	varchar(32)	Identifier	MEDIUM	Username
settings	text	Preferences	LOW	User preferences (JSON)
enabled	tinyint(1)	Status	LOW	Account status
DatCreate	datetime	Metadata	LOW	Account creation timestamp
DatSave	datetime	Metadata	LOW	Last modification timestamp
last_modifier_id	int(11)	Metadata	LOW	Who modified the record

GDPR Concerns:

• ⚠️ Password field limited to 40 characters (inadequate for modern hashing)
• ⚠️ No encryption at rest
• ⚠️ Settings field may contain personal preferences

2. Customer Table (customer)

Purpose: Customer accounts and profiles
Legal Basis: Contract/Legitimate Interest
Retention: Business relationship + 7 years

Field	Type	Personal Data Type	GDPR Category	Notes
id	int(11)	Identifier	-	Primary key
email	varchar(128)	Contact Information	HIGH	Customer email
firstname	varchar(32)	Identity	HIGH	Personal name
lastname	varchar(32)	Identity	HIGH	Personal name
password	varchar(40)	Authentication	CRITICAL	Password hash
login	varchar(32)	Identifier	MEDIUM	Customer username
settings	text	Preferences	LOW	Customer preferences
enabled	tinyint(1)	Status	LOW	Account status
DatCreate	datetime	Metadata	LOW	Creation timestamp
DatSave	datetime	Metadata	LOW	Modification timestamp

GDPR Concerns:

• ⚠️ Same security issues as user table
• ⚠️ Customer data retention policies undefined

3. Company Table (company)

Purpose: Business entity information
Legal Basis: Contract/Legitimate Interest
Retention: Business relationship + 7 years

Field	Type	Personal Data Type	GDPR Category	Notes
id	int(11)	Identifier	-	Primary key
name	varchar(32)	Business Identity	MEDIUM	Company name (may be personal for sole traders)
email	varchar(64)	Contact Information	HIGH	Company email
ic	varchar(32)	Business ID	MEDIUM	Company registration number
customer	int(11)	Association	MEDIUM	Links to customer record
settings	text	Configuration	LOW	Company settings
logo	longtext	Branding	LOW	Company logo (base64)
zabbix_host	varchar(255)	Technical	LOW	Monitoring configuration

GDPR Concerns:

• ⚠️ Company name may be personal for sole proprietorships
• ⚠️ Email addresses require consent management
• ⚠️ Customer associations create data linkage

4. Token Table (token)

Purpose: API authentication tokens
Legal Basis: Contract
Retention: Session duration only

Field	Type	Personal Data Type	GDPR Category	Notes
id	int(11)	Identifier	-	Primary key
token	varchar(64)	Authentication	CRITICAL	Access token
user_id	int(11)	Association	HIGH	Links to user record
start	datetime	Metadata	LOW	Token creation time
until	datetime	Metadata	LOW	Token expiration time

GDPR Concerns:

• ⚠️ Tokens linked to personal user accounts
• ⚠️ No automatic cleanup of expired tokens

5. Log Table (log)

Purpose: System audit trail
Legal Basis: Legitimate Interest/Legal Obligation
Retention: 7 years (compliance requirement)

Field	Type	Personal Data Type	GDPR Category	Notes
id	int(11)	Identifier	-	Primary key
user_id	int(11)	Association	HIGH	User who performed action
company_id	int(11)	Association	MEDIUM	Company context
apps_id	int(11)	Association	LOW	Application context
message	text	Activity Log	MEDIUM	May contain personal data in messages
severity	varchar(255)	Metadata	LOW	Log level
venue	varchar(255)	Metadata	LOW	Log source
created	timestamp	Metadata	LOW	Log timestamp

GDPR Concerns:

• ⚠️ Log messages may contain personal data
• ⚠️ User associations create audit trail
• ⚠️ Long retention period (7 years)

🔍 Data Collection Points

1. User Registration (createaccount.php)

Personal Data Collected:

• First name (firstname)
• Last name (lastname)
• Email address (email_address)
• Username (login)
• Password (password)

Processing Activities:

• Email validation using filter_var()
• Duplicate email/username checking
• Password encryption (weak implementation)
• Automatic email notification with credentials
• Admin notification if configured

GDPR Issues:

• ✅ Email validation implemented
• ⚠️ Password sent in plain text via email
• ⚠️ No explicit consent mechanism
• ⚠️ No privacy policy reference

2. User Profile Form (UserForm.php)

Personal Data Collected:

• First name (firstname)
• Last name (lastname)
• Email address (email)
• Username (login)

Processing Activities:

• Profile updates
• Data validation
• Change tracking

GDPR Issues:

• ✅ Standard form validation
• ⚠️ No consent mechanism for profile changes
• ⚠️ No audit trail for modifications

3. Authentication System (login.php)

Session Data:

• User authentication state
• Session wayback URL ($_SESSION['wayback'])
• User identity in session

Processing Activities:

• Session management via session_start()
• Login credential verification
• Redirect handling
• Session cleanup on logout

GDPR Issues:

• ✅ Session cleanup implemented
• ⚠️ No session encryption
• ⚠️ No session timeout controls
• ⚠️ Wayback URLs may contain personal data

4. System Initialization (init.php)

Session Management:

• Global session initialization
• User context establishment
• Timezone configuration

GDPR Issues:

• ⚠️ Sessions started globally without consent
• ⚠️ No session security headers
• ⚠️ No cookie consent mechanism

🌊 Data Flow Analysis

User Registration Flow

1. User accesses createaccount.php
2. Form collects: firstname, lastname, email, login, password
3. Server validates email format and uniqueness
4. Password encrypted (MD5/SHA1 - INSECURE)
5. User record inserted into database
6. Welcome email sent with credentials
7. Admin notification sent (if configured)
8. User automatically logged in
9. Redirect to main application

GDPR Risks:

• No consent checkpoint
• Insecure password hashing
• Credentials transmitted via email
• No data minimization

Authentication Flow

1. User submits login credentials
2. Credentials verified against database
3. Session established with user context
4. User data loaded into session
5. Activity logged to database
6. Redirect to intended destination

GDPR Risks:

• Session data not encrypted
• User data cached in session
• No session timeout enforcement

Data Modification Flow

1. User modifies profile via forms
2. Changes validated on server
3. Database updated directly
4. No audit trail created
5. User notifications (if applicable)

GDPR Risks:

• No consent for modifications
• Limited audit trail
• No data retention checks

🚨 Critical GDPR Gaps Identified

Security Issues

1. Weak Password Hashing: 40-character limit suggests MD5/SHA1
2. No Data Encryption: Personal data stored in plain text
3. Session Security: No encryption, timeouts, or security headers
4. Token Management: No automatic cleanup of expired tokens

Consent Management

1. No Consent Mechanism: Users cannot manage data preferences
2. No Cookie Consent: Sessions started without user agreement
3. Email Marketing: No opt-in/opt-out mechanisms
4. Data Processing: No explicit consent for data use

User Rights

1. No Data Export: Users cannot access their data
2. No Data Deletion: No "right to be forgotten" implementation
3. No Data Rectification: Limited profile editing capabilities
4. No Data Portability: No machine-readable export format

Data Governance

1. No Retention Policies: Data kept indefinitely
2. No Data Minimization: Collecting unnecessary data
3. Limited Audit Trail: Insufficient logging for compliance
4. No Breach Detection: No monitoring for data breaches

📊 Risk Assessment Matrix

Risk Category	Current Status	Impact	Likelihood	Priority
Weak Password Security	Critical	High	High	URGENT
No Consent Management	Critical	High	High	URGENT
Missing User Rights	High	High	Medium	HIGH
Data Retention	High	Medium	High	HIGH
Session Security	Medium	Medium	High	MEDIUM
Audit Logging	Medium	Medium	Medium	MEDIUM

📈 Compliance Recommendations

Immediate Actions (Phase 1)

1. Document Current State ✅ (This document)
2. Password Security Audit - Implement bcrypt/Argon2
3. Session Security Review - Add encryption and timeouts
4. Data Mapping - Complete data flow documentation

Phase 2: Legal Framework

1. Privacy Policy Creation - GDPR-compliant policy
2. Consent Mechanisms - Cookie and data processing consent
3. User Rights Implementation - Access, rectification, erasure
4. Data Retention Policies - Automated cleanup procedures

Phase 3: Technical Implementation

1. Security Enhancements - 2FA, encryption, secure sessions
2. Audit System - Comprehensive logging for compliance
3. Data Export - User data download functionality
4. Data Deletion - Safe account removal with cascade handling

📝 Next Steps

1. Complete Phase 1 - Finalize data flow mapping (🗺️ [GDPR Phase 1] Map Data Flows and Third-Party Integrations #55)
2. Legal Consultation - Review findings with GDPR attorney
3. Privacy Policy Draft - Begin legal documentation (📜 [GDPR Phase 2] Create Privacy Policy and Terms of Service #56)
4. Technical Planning - Design consent management system (🍪 [GDPR Phase 3] Implement Consent Management System #57)
5. Security Roadmap - Plan password and session security upgrades (🔐 [GDPR Phase 3] Enhance Security and Access Controls #61)

📚 Appendices

A. Table Relationships

user (1) → (n) log [user_id]
customer (1) → (n) company [customer]
user (1) → (n) token [user_id]
company (1) → (n) log [company_id]

B. File References

• User Management: src/MultiFlexi/User.php
• Registration: src/createaccount.php
• Authentication: src/login.php
• User Forms: src/MultiFlexi/Ui/UserForm.php
• Database Schema: ~/Projects/Multi/multiflexi-database/db/migrations/

C. Legal Basis Classification

• Contract: User accounts, authentication, service delivery
• Consent: Marketing communications, optional features
• Legitimate Interest: Security logging, system monitoring
• Legal Obligation: Audit trails, compliance records

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Document Version: 1.0
Last Updated: October 19, 2025
Next Review: Phase 2 completion (February 2025)
GitHub Issue: #54