Datasheet

Scan & Capture

System Architecture & personal data
System Architecture
The system architecture is different for two elements of the application: PDF Invoice Capture and E-
Invoicing. Both are optional, customers can choose to use one or both. Both need to be configured
by a team member of Fast Four, it is not possible to use one element when it’s not configured.
PDF Invoice Capture

NetSuite

Vendor & Invoice data

Subsidiary data
Invoice PDF

Vendor &
Vendor & Subsidiary Subsidiary data Abbyy Flexicapture
Database Cloud

OCR
Configuration

Project Setup Station

Application Hosting Country Operated by

NetSuite Various* Various* Oracle NetSuite
Vendor & Subsidiary Amazon AWS Germany Fast Four BV
Database
Abbyy Flexicapture Cloud Microsoft Azure Netherlands Abbyy GmbH
Project Setup Station Hetzner Germany Fast Four BV
* Please check with your NetSuite account manager

NetSuite is used as the cornerstone of this application. Most of the Scan & Capture application lives
inside NetSuite.
The Vendor and Subsidiary database is used to store basic vendor and subsidiary data required for
Abbyy Flexicapture to determine the country, apply country specific settings such as tax and detect
the vendor of the PDF.
Abbyy Flexicapture Cloud performs OCR of the vendor bill and returns the captured data.
The Project Setup Station is used to create and modify OCR configuration on Abbyy Flexicapture
Cloud.

E-Invoicing

NetSuite

Sales Acknowled Acknowled

Invoice gement gement
Data and status and status
report report
Purchase
Invoice
Data

Basware

E-invoice Networks / Operators

Application Hosting Country Operated by

NetSuite Various* Various* Oracle NetSuite
Basware Oyj Amazon AWS EU (for EU customers) Basware
* Please check with your NetSuite account manager

NetSuite is used as the cornerstone of this application. Most of the Scan & Capture application lives
inside NetSuite. Connections to Basware are always initiated from NetSuite.
Basware Is responsible for delivery of sales invoices and conversion to the data format that the
receiving operator expects. For purchase invoices Basware is responsible for the receipt from the
sending operator, conversion to a standardized data format and convey the data once the S&C
application in NetSuite calls for it.

Data Storage
For each application, we discuss:
• what customer data is stored and why
• how long the customer data stored
• is personal data involved
• who is the personal data processor

NetSuite
In NetSuite a lot of data is stored. For this application, four elements are important:
1. Vendor bills and credit notes
2. Vendors
3. Subsidiaries
4. Supporting records (Bill to Process, emails data received etc)

Of these, only supporting records fall under the responsibility of the Scan & Capture application.
Data on these supporting records are stored for correct functioning of email receipt functionality,
the integration to Abbyy Flexicapture and the user interface around bill processing. Data is stored
indefinitely but can be removed by the operator of the NetSuite account (the NetSuite customer).
Personal data is involved if the vendor is an individual. Fast Four is data processor of the supporting
records. Oracle NetSuite is data processor for the rest of the data, this falls under the Data
Processing Agreement between the NetSuite customer and Oracle NetSuite.

Vendor & Subsidiary Database

Since Abbyy Flexicapture does not have its own database for vendor and subsidiary data, it relies on
an external database. For the vendor and subsidiary, only basic data is stored, the minimum
required for Abbyy Flexicapture to perform the following tasks:
• Apply country-specific settings (such as languages expected, tax settings)
• Detect the vendor of the PDF

The data is stored maximum 14 days after it’s refreshed from NetSuite. The refresh from NetSuite
happens daily. In case the refresh will not happen for 14 days, data is purged.
Personal data is involved if the vendor is an individual. Fast Four is the data processor.
Abbyy Flexicapture Cloud
In this application vendor bills are stored and data captured from vendor bills.
Vendors and subsidiaries are cached from the vendor & subsidiary database. This is required for
Abbyy Flexicapture to perform the following tasks:
• Apply country-specific settings (such as languages expected, tax settings)
• Detect the vendor of the PDF

Vendor bills and captured data is stored for two weeks. Personal data is involved if the vendor is an
individual. Abbyy GmbH is the processor of the data as a sub-processor of Fast Four B.V.

Project Setup Station

This application controls the configuration of the Abbyy Flexicapture Cloud. It acts as an interface to
Abbyy Flexicapture Cloud, no data is stored.

Basware
This application stores vendor bills, sales invoices and accompanying data included in the e-invoice.
In countries where there is no central database of e-invoice customers, Basware stores information
about the customers, such as the Name, address, E-Invoice Endpoint ID and the operator that is
used by the customer in order to successfully deliver future invoices. For countries with a central
register like Norway, companies will be registered by Basware on request.
E-invoice data is stored for three months. Personal data is involved if the vendor or customer is an
individual. Basware Oyj is the processor of the data as a sub-processor of Fast Four B.V.