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GDPR and security
Does your software comply with the GDPR?
Yes. Chill fully respects the principle of Privacy by Design, as defined by the GDPR.
This means that the protection of personal data is taken into account from the moment the application is designed, and at every stage of its evolution. Our development teams systematically build security and confidentiality questions into every project from the outset.
Here are a few concrete examples of that approach:
- Chill offers fine-grained access rights management, with the option of restricting the visibility of data by centre or by department.
- Every new feature is reviewed for the access rights it requires, before it even goes into production.
- Development is based on Symfony, a well-established open source framework with robust security standards.
- The source code is open, which allows regular security audits and rapid improvements.
What is the minimum password complexity?
The password must contain at least 9 characters, including:
- an uppercase letter,
- a lowercase letter,
- a special character from: @#$%!,;:+"'-/{}\\~=µ()£].
All other characters are allowed as well. The complexity requirements can be increased if needed.
Do you use two-factor authentication?
Two-factor authentication is available for organisations that have a SAMLv2 identity server.
During 2026 it will be rolled out generally and become mandatory through our own identity server.
Is connection logging available?
Yes, file consultations are recorded in access logs and stored for one year. Work is underway to make this history available from the administration interface.
Detailed per-user action logging ("who did what" in the files) is not available yet, but can be the subject of specific development work.
Can single sign-on be set up?
Yes, installing SSO (Single Sign-On) is possible to simplify authentication. You need an identity server for this.
Can restricted rights be granted to external users?
No. This feature does not exist: external people without a user account cannot access the tool.
Can we retrieve our data if the contract ends?
Yes. If the software is hosted on our servers, we provide the complete database along with every document generated during the period of use.
Where is the data hosted?
The data is hosted in France, at OVH.
Is there an automatic anonymisation function?
This feature is not available yet, but it is planned. It will allow a period, in years, to be set through the administration interface before data is automatically anonymised.
Can user profiles with specific rights be created?
Yes. From the administration interface, you can create profiles with custom rights, combining:
- Split by centre: a user only sees the service users of their own centre (e.g. "Centre Franche-Comté").
- Split by department: a user only sees the service users linked to a specific field or department (e.g. a social worker specialising in socio-professional integration cannot see the interventions of their colleagues in the "parenting support" department).
The functional administrator configures access rights per action (create an interaction, edit a document, etc.) according to the profiles.
What personal data do you collect?
The software allows the collection of personal data relating to:
- the identity of the service user,
- the management of their budget,
- social support actions,
- the documents associated with that support.
This data is defined, collected and managed by our clients according to their own internal policies.
Champs-Libres only handles hosting, without accessing the data, with the following exceptions:
- the phone number used to send text messages
- the email addresses used to send emails, whether to users of the software or to third parties;
All other data processed by Champs-Libres is anonymised, pseudonymised, or not personal at all (e.g. number of emails sent, storage volume, number of active users, etc.).
What are these personal data used for?
Champs-Libres does not process the personal data of service users for any purpose other than secure storage on behalf of the client.
The data is used only for hosting management and invoicing.
Who has access to these personal data and to whom are they disclosed?
As regards the personal data of service users, our clients are the sole data controllers. Champs-Libres does not access them.
As regards data related to hosting management:
- only the system administrators of Champs-Libres have access to it,
- they may produce statistics for invoicing purposes,
- this data is only shared with clients on request, in order to substantiate an invoice.
How long is the data kept?
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Service user data: the retention period can be configured by each client. A dedicated module for configuring this period will be available during 2025.
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Phone numbers used for text messages: kept for one year after invoicing.
What security measures are in place to protect the data?
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The database is hosted on a private internal network, within the OVH infrastructure.
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Server access is limited to system administrators, and only through public/private key authentication.
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Champs-Libres applies an internal security policy that is mandatory for all staff.
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Encrypted backups are made at least three times a day and stored in a remote data centre.
Is there a procedure for responding to requests from service users (GDPR rights)?
This procedure has to be put in place by the client. Champs-Libres does not have access to service user data and is therefore not in a position to respond directly to their requests (right of access, rectification, etc.).
If a request is made (for example, obtaining the list of text messages sent to a number), the user should contact the client, who can then get in touch with us if needed. If the client does not respond, the user may contact us directly.
Do you have a procedure for notifying personal data breaches?
Yes.
An internal incident management procedure is in place. It requires us to:
- document every personal data breach,
- systematically notify the client concerned,
- inform the competent supervisory authority, where the situation requires it, in accordance with the applicable regulations.
Features and adaptability
Can fields in the service user profile be hidden, added or renamed?
Hiding: some fields can be hidden.
Adding: yes, see the next question.
Renaming: in some cases fields can be renamed. This is not available with our standard offer; additional maintenance costs have to be invoiced.
Can you record data point XYZ in a service user's file?
Yes, there are two options depending on your needs:
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Adding custom fields
Through the administration interface, you can configure additional fields in service user profiles (the term used by Chill).
This method is quick and accessible, but these fields cannot be used for statistics or document generation.
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Developing a dedicated module
For more advanced needs (statistics, automatic document generation, business rules, etc.), a specific module can be developed, fully tailored to your activity.
This option offers more possibilities but requires an investment in development and maintenance.
Can a new section (e.g. "Employment") be added to the profile?
Yes, that is possible, but it requires specific development work.
Can new genders be added?
Yes, from the administration interface (Service user section).
Can fields be added to the advanced search?
Yes, other search fields can be added through bespoke development. For example, searching by reference number. During the first quarter of 2026, it will become possible to include searches on specific unique identifiers managed by the client.
Can the visibility of a pathway be restricted within a single team?
Yes. A "confidential" label can be enabled on a pathway. It will then only be visible to the caseworker and to users with a specific right over confidential pathways.
What are the archiving rules for pathways?
Draft: pathway awaiting validation.
Active caseload: validated pathway, currently being followed.
Outside the active caseload: no intervention for 6 months.
Pre-archived: no intervention for more than 2 years.
Closed: pathway completed.
Can a co-caseworker be added to a pathway?
Not yet, but this feature is on our roadmap.
Can objectives be set and followed for each person supported?
Yes. In each pathway, you can add:
- support actions,
- the associated objectives and results.
These elements can be edited through the administration interface and exported for statistical purposes.
Can support pathways be characterised?
Yes, through the use of social issues, which allow each pathway to be tagged. They can be defined for each interaction and are fully configurable by a functional administrator.
Can interviews with the service user be scheduled?
Yes. The Appointments tab lets you schedule interviews. An SMS reminder system is also available.
Can alerts be configured for upcoming actions?
Yes, through the Tasks tab. You can create tasks with alerts before the due date. For alerts tied directly to support actions, specific development work is required.
Can documents be stored, managed and shared?
Yes. The software allows you:
- to record documents and link them to a service user or to their support pathway;
- to generate documents automatically (letters, forms, etc.) from the data held in the software.
Accessibility, usability and integration
Is the tool intuitive to pick up?
Yes, but change management support is recommended to ensure a successful rollout. We offer:
- user training,
- or train-the-trainer sessions for internal trainers.
Does the tool work across devices?
Yes, the software is accessible through a web browser, on desktop, tablet and mobile, with no installation.
Can the look and feel be customised (colours, interface)?
No, customising the look and feel (colours, themes, etc.) is not available.
What is the accessibility rating?
We are actively working to improve digital accessibility, with regular fixes on critical points.
Is voice note-taking possible?
This feature is currently being developed, at the request of a client using the tool in the field.
Can we exchange messages with service users or let them upload documents?
No, that is not possible yet. This feature is currently being considered for future development.
Can professionals exchange information with each other?
Yes. Users can communicate through:
- notifications available in several places in the software
- the events module, which allows shared events to be created ****(meetings, interventions, etc.).
Can the tool be integrated with other software?
Yes, that is possible. A technical analysis is needed to define:
- the types of data to be exchanged,
- the formats,
- the tools involved.
Reporting and indicator tracking
Can a service user's complete profile be exported?
Yes, this is possible using a generated document that includes all the necessary data.
Can statistics be generated on pathways and actions?
Yes. The software offers:
- more than 100 filters,
- more than 120 groupings.
Custom exports can be saved and shared to make collective use easier.
Support and maintenance
Do you release regular updates?
Yes:
- A minor version is released as soon as a new feature is ready.
- Fixes are published quickly after a bug is reported (generally within the week).
- These versions are then deployed automatically to hosted installations.
How does support work?
For large organisations: a ticket management tool is made available, plus a dedicated project manager.
For smaller organisations: an account manager is assigned, on a non-exclusive basis.
Support is available by email and telephone during office hours (9 a.m. to 5 p.m., Monday to Friday).