Data Processing Agreement

Agreement Overview

This Data Processing Agreement (DPA) governs how AI Flow Pro processes personal and business data when providing automation services. This agreement ensures compliance with applicable privacy laws and establishes clear data handling responsibilities.

Key Definitions

Controller

The client organization that determines how and why personal data is processed

Processor

AI Flow Pro, processing data on behalf of the Controller

Personal Data

Any information relating to an identified or identifiable natural person

Processing

Any operation performed on data, including collection, recording, organization, storage, use, or disclosure

Scope of Data Processing

Types of Data Processed

• Contact Information: Names, email addresses, phone numbers
• Customer Data: Customer records, purchase history, interaction logs
• Business Data: Lead information, sales data, inventory records
• Communication Data: Email content, chat logs, call transcripts
• Technical Data: System logs, performance metrics, configuration data

Purpose of Processing

• Implementing and maintaining automation workflows
• Providing customer service and support automation
• Processing business communications and lead management
• Generating reports and analytics
• System monitoring and optimization

Categories of Data Subjects

• Client’s customers and prospects
• Client’s employees and contractors
• Client’s vendors and suppliers
• Website visitors and form submissions

AI Flow Pro’s Processing Obligations

Data Protection Principles

Lawful Processing

Process data only as instructed by the Controller and for specified purposes

Data Minimization

Process only data necessary for the agreed automation services

Confidentiality

Maintain strict confidentiality and limit access to authorized personnel only

Data Accuracy

Process data accurately and notify Controller of any data quality issues

Security Measures

Technical Safeguards

• Encryption of data in transit and at rest
• Secure API connections and authentication
• Regular security updates and patches
• Access controls and user permissions

Organizational Safeguards

• Staff training on data protection practices
• Background checks for personnel with data access
• Data processing policies and procedures
• Regular security assessments and audits

Third-Party Processors

AI Flow Pro may engage third-party service providers to assist in data processing activities. All third-party processors are subject to equivalent data protection obligations.

Third-Party Categories

• Cloud Infrastructure: Hosting and storage providers
• Communication Services: Email and messaging platforms
• Analytics Tools: Performance monitoring and reporting
• AI Services: Machine learning and natural language processing

Note: A current list of third-party processors is available upon request. Controllers will be notified of any material changes to third-party processors.

Data Subject Rights Support

AI Flow Pro will assist the Controller in responding to data subject rights requests, including:

Access Requests

Providing data subject with their processed information

Data Correction

Updating inaccurate or incomplete data

Data Deletion

Secure deletion when legally permissible

Processing Restriction

Limiting processing as requested by data subjects

Data Breach Response

Incident Response Process

Immediate Response (Within 2 Hours)

• Contain and assess the incident
• Document the nature and scope of the breach
• Begin remediation efforts

Controller Notification (Within 24 Hours)

• Provide written breach notification
• Detail affected data categories and individuals
• Explain remediation steps taken

Follow-up Actions

• Assist with regulatory notifications if required
• Provide ongoing incident updates
• Implement additional safeguards to prevent recurrence

Data Return and Deletion

End of Service Processing

Upon termination of services or upon Controller’s request:

Data Return Options

• Return all personal data in commonly used format
• Provide secure data export from automation systems
• Transfer data directly to Controller’s preferred platform

Secure Deletion

• Complete deletion of personal data from all systems
• Deletion of backup copies and temporary files
• Certification of deletion provided upon request
• Retention only where required by law

Timeline: Data return and deletion completed within 30 days of termination or request.

Controller Obligations

The Controller (Client) agrees to:

• Lawful Basis: Ensure lawful basis exists for all data processing activities
• Data Quality: Provide accurate and up-to-date data for processing
• Processing Instructions: Provide clear, written instructions for data processing
• Rights Management: Handle data subject rights requests as the primary contact
• Compliance Monitoring: Monitor AI Flow Pro’s compliance with this agreement
• Impact Assessments: Conduct Data Protection Impact Assessments when required

Audits and Compliance

Audit Rights

Controllers have the right to conduct audits of data processing activities:

• Annual compliance audits upon reasonable notice
• Additional audits in case of security incidents
• Review of policies, procedures, and security measures

Documentation

AI Flow Pro maintains records of:

• Data processing activities and purposes
• Security measures and incident responses
• Staff training and access controls
• Third-party processor agreements

Term and Termination

Agreement Duration

This DPA remains in effect for the duration of the service agreement and any period during which AI Flow Pro processes personal data on behalf of the Controller.

Survival of Terms

The following obligations survive termination: confidentiality, data deletion, security incident notification, and any outstanding audit requirements.