Data processing agreement

We process personal data solely to provide Handrax: retrieving answers from documents you supply, and recording which questions your team asked so your admin can see what is missing. Processing lasts as long as your workspace exists.

Data subjects: your employees and contractors who use the product, and any individuals named incidentally inside the documents you upload.

Personal data: the email address a user signs in with, their role and last-active timestamp, the text of questions they ask, and whatever personal data your own documents happen to contain. We ask you not to upload special-category data.

We process personal data only on your documented instructions, which the agreed terms and your use of the product constitute. If we believe an instruction breaches the GDPR we will tell you rather than carry it out. We never use your data for our own purposes, and no model is trained on it.

Everyone with access to production data is bound by confidentiality obligations. Data is encrypted in transit and at rest. Each customer's content is isolated at the database level and enforced with row-level security, so one workspace cannot retrieve another's content. Access to production is limited to the people who operate the service.

You give general authorisation for the sub-processors listed on our privacy page, which names each one and where it processes data. We will give you notice by email before adding a sub-processor that handles customer content, and you may object on reasonable data protection grounds, in which case you can terminate without penalty for the remainder of any prepaid period.

Your documents and search index are stored in the EU. Generating an answer sends the question and the relevant excerpts to model providers in the United States. Those transfers are made under the EU Standard Contractual Clauses, with the providers' supplementary measures as published by them.

If a data subject contacts us directly we will refer them to you rather than answer. We will help you respond to access, correction, erasure and portability requests. In most cases the dashboard and an export are enough, and where they are not we will do it by hand at no charge.

We will notify you without undue delay, and in any event within 48 hours, of becoming aware of a personal data breach affecting your data, with the information you need for your own Article 33 notification.

On termination, or on request at any time, we delete your workspace and everything referencing it: documents, search index, question history. Deletion cascades through every table; there is no archived copy and no retention period. On request before deletion we will export your documents and question history in a machine-readable format.

Backups are retained for a rolling 30 days by our database provider and expire on their own schedule; deleted data is not restored from them.

We will answer your reasonable questions about this processing and provide what we have to demonstrate compliance. On-site audits are available once per year on 30 days' notice, at your cost, subject to confidentiality.

If your data protection officer needs a countersigned copy on letterhead, email hello@handrax.com and we will send one back the same day. The terms are the same as this page.