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Pancake is an EU-based project management and invoicing platform for freelancers and small businesses. As an EU company with EU infrastructure, GDPR applies directly and no third-country data transfers are required. The platform processes project, client, and invoice data on the basis of contract performance. It is one of the more privacy-friendly project management options for European users.
Pancake is a project management, time tracking, and invoicing platform designed for freelancers, agencies, and small businesses. It provides project and task management, time tracking, client management, invoice generation, and payment tracking in a single tool. Pancake is an EU-based platform, making it particularly suitable for European users who want to keep their business and client data within the EU.
Pancake''s EU infrastructure means GDPR applies directly and no third-country data transfer mechanism is required. Project data, client contact information, and invoice data are all processed within the EU. The primary legal basis for processing business data in Pancake is contract performance for the project relationship and legitimate interest for internal business management.
Pancake processes client names, email addresses, billing addresses, project details, time tracking records, invoice data, and payment information. All of this data relates to the business relationship between the Pancake user and their clients. From a GDPR perspective, the Pancake user is the data controller for their client data, and Pancake acts as a data processor.
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Sign a DPA with Pancake. Update your privacy policy to describe Pancake as a processor for project and client data. Inform clients in your privacy policy that their contact and project data is stored in Pancake on EU servers. Configure data retention limits in Pancake. Implement a process for responding to client data subject requests.
Websites using Pancake must obtain user consent under GDPR regulations.
DPIA considerations
A DPIA is generally not required for standard project management use cases. It may become relevant if the platform is used to process sensitive client data at large scale.
Sample consent text
This project is managed using Pancake, an EU-based project management platform. Your contact and project information is processed in accordance with our privacy policy and stored on EU servers.
Third-party domains contacted
pancake.ioapp.pancake.ioapi.pancake.ioCookies placed
| Name | Type | Duration | Purpose |
|---|---|---|---|
| pancake_sid | session | Session | Strictly necessary session cookie for authenticated Pancake project management users — EU hosted |
Pancake places tracking cookies for advertising — comply with GDPR using FlowConsent.
No. Pancake is an EU-based platform processing all data within the EU. No transfer mechanism is required, making it a privacy-friendly choice for European freelancers and agencies.
Contract performance (Art. 6(1)(b)) for processing client contact and project data necessary to deliver the contracted services. Legitimate interest (Art. 6(1)(f)) for internal business records and invoice retention for tax purposes.
Yes. As a data controller using Pancake to process your clients' personal data, you should reference Pancake as a processor in your privacy policy, describe the data stored (client names, emails, project and invoice data), note EU data storage, and describe how clients can request access or deletion.
Yes. You are the data controller for your clients' data stored in Pancake; Pancake is the processor. A Data Processing Agreement is required under GDPR Article 28. Check Pancake's website or contact them to sign a DPA.
Retention should be limited to what is necessary for the purpose. Invoice data may be retained for the legally required period (typically 7-10 years for tax purposes depending on jurisdiction). General project and contact data should be deleted or anonymised when the business relationship ends and the retention period expires.
Generally not. Standard project management and invoicing is not high-risk processing. A DPIA may become relevant if you use Pancake to process large volumes of sensitive client data.
For access requests: export the client's project and invoice data from Pancake. For erasure requests: delete the client account and associated data in Pancake, unless legal retention obligations (invoice records for tax) prevent full deletion. Document all requests and responses.
Other EU-hosted project management tools include Teamleader (Belgium), Bexio (Switzerland), and Fastbill (Germany). All provide EU data residency. The choice depends on feature requirements and pricing rather than GDPR differences.