Data Processing Addendum

Roles

The Customer is the controller of the personal data it submits and decides what goes in. Secure AI is the processor and follows the Customer's documented instructions. Normally, those instructions are simply how the Customer uses the product.

For the things Secure AI decides for itself, such as account records, billing, and keeping the service secure and working, Secure AI is the controller, and the Privacy Policy applies.

What is processed

• Subject matter: providing an AI assistant, API and related features.
• Duration: while the Customer's account is open, plus the deletion period below.
• Nature and purpose: sending prompts to AI providers, returning answers, and storing what the Customer chooses to save.
• Types of data: whatever the Customer's people type or upload. No particular category is required.
• Data subjects: the Customer's staff, and anyone described in what they submit.

Secure AI does not need special-category data (such as health, religion or biometrics) and asks Customers not to submit it. Regulated health records are out of scope: Secure AI is not a HIPAA business associate and does not sign BAAs.

Redaction

Before any message reaches a third-party AI provider, Secure AI removes the Customer's account identity and swaps private details for stand-ins: names, email addresses, phone numbers, card and bank numbers, national ID numbers, postal codes and street addresses. The provider gets the question without being told whose question it is, and the real details are put back in the answer.

This greatly reduces exposure, but it is not a guarantee of anonymisation. Free text can point to a person in ways no filter can recognise, such as a rare diagnosis, a named case or a small town. The Customer remains the controller and is responsible for what it submits.

Security

• Stored conversations, notes and other saved content are encrypted with AES-256-GCM.
• Decryption keys are only released to genuine copies of Secure AI: on iPhone and Android through Firebase App Check, and on Mac and Windows by signing a fresh challenge with a key kept in the device's keychain.
• On the Team Ultra plan (formerly Business Ultra), messages are also sealed on the device and can only be opened inside an isolated server that Secure AI cannot access.
• Only staff who need access to production systems have it.
• Each account's data is kept separate, and access is checked against the verified identity on each request, not against what the app claims.

Subprocessors

Secure AI uses the subprocessors listed at secureai.one/subprocessors, which names each one and what it does. By accepting this addendum, the Customer approves their use.

Secure AI will give notice before adding or replacing a subprocessor, and remains responsible for their work. A Customer with a reasonable data-protection objection can raise it, and if it cannot be resolved, may end the affected Services.

International transfers

Personal data may be processed in the United States and in other countries where our subprocessors operate. Transfers out of the EEA, the United Kingdom or Switzerland rely on the European Commission's Standard Contractual Clauses, plus the UK Addendum where UK GDPR applies. Those clauses are included here by reference.

Helping the Customer

If a person asks the Customer to access, correct, delete, move or stop using their data, and the Customer needs help responding, Secure AI will give reasonable help based on the information it has.

Secure AI will also give the Customer the information it reasonably needs for a data protection impact assessment or a consultation with a regulator.

Data breaches

If Secure AI becomes aware of a breach affecting the Customer's personal data, it will tell the Customer without undue delay. The notice will cover what happened, the kinds and rough number of records involved, the likely impact, and what is being done. If the full picture is not clear yet, Secure AI will share what it knows rather than wait.

Confidentiality

Staff with access to personal data are bound by confidentiality obligations, and get access only when their work requires it.

Deletion

The Customer can delete content at any time in the product. When the account ends, Secure AI deletes the Customer's personal data within 30 days, unless the law requires keeping it longer, as with billing records.

Records of AI exchanges kept for quality review hold messages with private details already swapped out, and are deleted automatically 90 days after they are created. Backups expire on their own schedule and are not edited one by one; data in a backup is deleted when that backup expires.

Audits

Secure AI will provide the information reasonably needed to show it is meeting this addendum, and will answer one reasonable security questionnaire every twelve months. If a Customer's regulator requires an on-site audit, both sides will agree its scope and timing in advance.

If documents conflict

If this addendum conflicts with the Terms of Use on how personal data is processed, this addendum wins. Everything else in the Terms still applies.

Getting a signed copy

Most Customers do not need one: accepting the Terms of Use also accepts this addendum. If your compliance team needs a signed copy on file, email company@secureai.one with your company's legal name and address, and we will send one.