foxondo

Step-by-step instructions in PDF format for all important functions on the help and contact page

Nora — Fri, 27 Feb 2026 06:21:22 +0000

We always strive to make working with foxondo as easy as possible. However, some functions are a little more complex at first glance. That’s why we’ve redesigned our help and contact page.

PDF instructions for the most important functions in foxondo are now available there. We explain the key areas of the software step by step – in a clear, practical and straightforward manner.

Why PDFs?

Quick to access
Ideal for forwarding to colleagues
Perfect as internal training material
Clearly structured and reduced to the essentials

Our goal is not only to make things easier for you with a clear question-and-answer structure, pre-filled content and useful help texts, but also to support you when you have a detailed question about functionality.

👉 Feel free to visit our help page and take a look at these new instructions.

As always, if you have any feedback or would like further instructions, we look forward to hearing from you at: support@foxondo.com.

Audit focus for 2026: Focus on requirements to provide information

Nora — Tue, 27 Jan 2026 13:20:04 +0000

The Data protection supervisory authorities have announced that in 2026 they will focus on the topic of information and transparency obligations. This is an EU-wide coordinated priority audit. It’s best to check right away whether you are using complete and up-to-date privacy notices in all your processes! Luckily, this is very easy to do in foxondo using the filters.

Filter for the content using the tag “Data Protection Notice”. You may see the following typical errors and weaknesses with your privacy notices:

Some of your processes do not have any data protection notice yet.

That would not be ideal, of course, but there is still time to fix this… If something is missing, it is best to report it directly to your DPO—there are probably suitable templates you can use as a basis.
👉 Better late than never.

Legally correct, but practically incomprehensible

There is data protection notice, but it is incomprehensible. The obligation to provide information is not fulfilled if you need to have gone to law school to understand what is happening.
👉 The benchmark is the “average person.”

Paper and practice don’t match

The privacy policy says one thing, but the data is actually processed differently. Well-formulated information is useless if it doesn’t match reality. That’s why you can’t just copy privacy information from somewhere else – processes are always a little different.
👉 It is precisely this gap that is being examined.

Information provided too late or not transparent enough

Data subjects do not need to “search” for the information. It must be provided in a simple and easily accessible manner. Is it clearly documented in foxondo HOW you provide privacy notices in practice (e.g., via links in email signatures or via web forms)? If not, ask your process owners and make improvements if necessary.
👉 Hiding information is not permitted.

“No one has ever complained about this before.”

This is precisely why the supervisory authorities are now focusing specifically on this issue. 2026 is not a year to let this topic slide.
👉 Focused audits are there to enforce new standards.

➡️ Do you have outdated or difficult-to-understand data protection notices?
Then now is a really good time to make improvements!

“Approve modules”: Is your content up to date?

Nora — Tue, 16 Dec 2025 12:02:37 +0000

A record of processing activities is not static, but something that is constantly changing and evolving, for example:

Responsibilities change due to permanent absences or new additions to the team
There are changes in service providers
AI is introduced to processes

When such changes occur, are they reliably documented in foxondo in your company? Or is it possible that this information gets lost?

In foxondo, “module approval” help you keep track of everything.

What are “module approvals”?

With “module approvals,” you can request confirmation from one or more people that the contents of a specific module are correct and up to date. And you can give such confirmation yourself if it is requested from you.

First of all, you can view:

Which modules currently have a request for approval. Use the filter on the top left for this.
When a module was last confirmed. You can find this information in the history of each module.
If the content of a module changed since the last confirmation. This is the case when the icon in the Module header is “blue.”

Our tip for the new year:

First, check which modules do not yet have a defined contact person (filter “Module responsibility” > “Modules that no one is responsible for”).
Assign a user as the contact person for the module (this will usually be the person mentioned in the first question).

Once all or almost all modules have a contact person, you can assign a module approval to each of them. You can find out exactly how this works in these instructions.

Update on ‘Storage and deletion’ in the personnel management process

Nora — Mon, 24 Nov 2025 14:19:12 +0000

Why was this process changed?

In the Process of personnel management, the requirements for storage and deletion differ significantly depending on whether a person is currently employed or has already left the company. What can or even must be stored about whom, and for how long?

In the past structure of foxondo, we queried individual data categories of employees and former employees. The answers to these questions should have been different, (as a company should usually store less data on former employees than their employees). However, in practice answers did not differ significantly and the same data categories were chosen twice.

We started considering how we could improve the question of retention periods and deletion requirements in personnel management.

What have we changed?

We have replaced the questions about data categories for former employees, questions about retention periods and questions about the implementation of deletion requirements with new, clearly defined questions.

We now focus on two areas:

Which data is continuously deleted during the employment relationship?

and

What data is deleted after the end of the employment relationship?

Here you can specify, as an example, the different types of data and documents that are subject to a statutory deletion period.

Transfer of previous content

We have automatically transferred the content from the previous questions to the new questions (PHR-300 & PHR-305), where technically possible and appropriate. If content has been transferred, the questions have been given the status ‘changed’ (blue).

The new questions now cover the content in much more detail: please take a look and add any information where necessary.

As always, we welcome your feedback!

Cooperation with external parties is now easier to document

Nora — Fri, 14 Nov 2025 14:18:24 +0000

Why was this change made?

In the previous structure, the same information was required in more than one questions – for example, which external bodies have access to data and which external parties are involved in process. This occasionally led to similar answers and overlap.

By combining the two questions, we have standardized and simplified this area. Now you will provide all relevant information on cooperation with other organizations in one question on ‘Cooperation with external parties’ (PG-360 | PHR-360).

What exactly is changing?

We have removed the previous question ‘External access possibilities’ and incorporated its content into the question on ‘Cooperation with external parties’. You will find any previous content there and, if applicable, in the applicable follow-up questions.

This allows you to record the following in one place:

Whether data is processed by others on your behalf (commissioned data processing),
Whether a joint controllership exists, and
Which other external parties are involved.

You can now see at a glance who is involved in the processing, without having to enter the information twice.

What should you do now?

The good news is most users do not need to do anything; we have transferred the information for you.

We simply recommend taking a quick look at the merged question (PG-360 | PHR-360) and any applicable follow-up questions to ensure that all information has been transferred correctly and to add or clarify it if necessary.

This adjustment makes foxondo even easier to use – without any loss of information, but with greater clarity and efficiency in your documentation.

New question in the module “Processes”

Nora — Thu, 06 Nov 2025 14:17:30 +0000

The general measures applicable within the company for the protection of personal data are documented in the Data Security Module (TOMs).

Previously, foxondo had a question in each process on whether “only” the information in the data security module applied, or if additional measures had been implemented to protect the personal data.

Additionally, each process had a question about the pseudonymization of data.

The new question combines this information and directly asks: Are the existing protective measures appropriate for the level of protection which the personal data in the specific process requires?
For example, the more sensitive the data processed is, the higher the protection requirements are.

In the new question, you can document directly in the text field whether there are any additional measures – and whether the measures overall are appropriate, considering the protection requirements the personal data requires.

What does this mean for working in foxondo?

Any information documented in the pervious questions has been moved to the new question. Its status is now “changed” (blue).
If the two questions have not yet been answered, the new question is still ‘not yet answered’ (grey).

Have a look at foxondo when you get the chance: you know your own processes best and our best guess is you can answer the new question with ease.

AI in data protection? More positive sentiment than expected.

Nora — Mon, 13 Oct 2025 13:16:30 +0000

We recently asked foxondo users what they think about the use of AI in data protection and in our application foxondo.

The result was surprising: only a few are fundamentally opposed to AI. The clear majority would like to see support and time savings to make data protection documentation (even) easier.

To be honest, we had expected a rather mixed reaction and perhaps even controversial discussions on this topic!

But there were no heated debates and the mood was mostly positive.

Tests of AI functions

We are therefore currently testing various options to see if and how AI could offer meaningful added value in foxondo.

Depending on the results of our tests, new features may or may not be added. We are excited to see the results and will keep you updated.

Would you like to share your thoughts on AI with us? Then feel free to send us a message at info@foxondo.com.

Update for processors

Nora — Thu, 11 Sep 2025 13:15:00 +0000

If you are familiar with this topic, you have probably already documented the services you provide as a processor in a clear and orderly manner. These could be found in foxondo under the module ‘Contractual agreements’.

We have now moved them to the top navigation level, so you need fewer clicks to get there.

And if you are only realizing now that that you may be a data processor and have not yet documented these processes, then this is a good opportunity to do so.

By the way: In the CNIL’s guide for processors, the obligation to maintain a record of the clients and to describe the processing carried out on their behalf is one of the first obligations mentioned.

So it’s best to take care of this before anyone asks – fortunately, foxondo makes it easy and requires little effort.

AI features in foxondo?

Nora — Fri, 15 Aug 2025 13:14:00 +0000

The possibilities of AI are vast

Artificial intelligence is evolving rapidly – from automated translations and image recognition to highly specialized analyses. In everyday work, AI can help simplify complex tasks, identify patterns more quickly, and make processes more efficient.

Of course, this also opens up exciting possibilities in the field of data protection. But does data protection and AI really go together?

With our survey, we would like to find out your general attitude toward AI and which features could noticeably simplify your work in foxondo.

By answering our three short questions, you will help us decide if – and in what form – AI should be integrated into foxondo in the future.
Thank you!

To the survey

(By clicking the link, you will be redirected to Microsoft Forms.)

Single Sign-On in foxondo?

Nora — Tue, 05 Aug 2025 13:12:00 +0000

Lots of tools, lots of passwords – we’ve all been there.

Single Sign-On (SSO) could make things a lot easier: Log in once and get access to all connected applications – no need to enter your credentials over and over again. It saves time, increases security, and improves the user experience.

We’re considering adding SSO to foxondo. The idea: You could simply log in with your existing company account – no additional login needed.

There are different ways to implement SSO, depending on your IT setup and needs. To build this feature in a way that works well for as many companies as possible, we’d love to hear your thoughts.

Answering our three short questions would help us a lot – and who knows, maybe you’ll soon be logging in to foxondo with SSO.

To the survey

(By clicking on the link you will be redirected to Microsoft Forms.)