Data Processing Agreement
Our commitment to protecting your data and ensuring GDPR compliance.
Effective Date: January 1, 2025 • Last Updated: January 6, 2025
1. Introduction
This Data Processing Agreement ("DPA") forms part of the Terms of Use between you ("Customer," "you," or "your") and BotCrafters LLC ("BotCrafters," "we," "us," or "our") and governs the processing of personal data in connection with the services provided by BotCrafters.io.
This DPA ensures compliance with applicable data protection laws, including the General Data Protection Regulation (GDPR) and other relevant privacy regulations.
2. Definitions
Personal Data
Any information relating to an identified or identifiable natural person processed through our services.
Data Controller
The entity that determines the purposes and means of processing personal data (typically, you/Customer).
Data Processor
The entity that processes personal data on behalf of the Data Controller (BotCrafters).
Data Subject
The identified or identifiable natural person to whom the personal data relates.
3. Data Processing Details
3.1 Nature and Purpose of Processing
- • Providing AI agent services and automation tools
- • Processing emails, documents, and other user content
- • Integration with third-party services (Gmail, Outlook, etc.)
- • Service improvement and analytics
- • Customer support and troubleshooting
3.2 Types of Personal Data
Account Data
- • Email addresses
- • Names
- • Account preferences
- • Subscription information
Service Data
- • Email content (via integrations)
- • Document content
- • AI interaction data
- • Usage analytics
3.3 Categories of Data Subjects
Customers and end users of BotCrafters.io services, including employees and contractors of business customers who use our platform.
4. Security Measures
Technical Safeguards
- • End-to-end encryption for data in transit
- • AES-256 encryption for data at rest
- • Secure authentication and access controls
- • Regular security audits and penetration testing
- • Automated backup and disaster recovery
Organizational Measures
- • Staff training on data protection
- • Role-based access controls
- • Data breach response procedures
- • Regular compliance reviews
- • Vendor security assessments
5. Data Subject Rights
BotCrafters will assist Customer in fulfilling data subject requests, including:
Access Rights
Right to access and obtain copies of personal data
Rectification
Right to correct inaccurate personal data
Erasure
Right to delete personal data ("right to be forgotten")
Portability
Right to export personal data in machine-readable format
6. International Data Transfers
Personal data may be transferred to and processed in countries outside the European Economic Area (EEA). We ensure adequate protection through:
- • Standard Contractual Clauses (SCCs) approved by the European Commission
- • Adequacy decisions where applicable
- • Additional safeguards as required by applicable law
- • Regular assessment of transfer mechanisms
7. Data Retention and Deletion
Retention Periods
- • Account data: Retained for the duration of the customer relationship
- • Service data: Retained as necessary for service provision
- • Backup data: Retained for 90 days for disaster recovery
- • Analytics data: Anonymized and aggregated after 24 months
Deletion Process
Upon termination or deletion request, personal data will be securely deleted within 30 days, except where retention is required by law.
8. Data Breach Notification
In the event of a personal data breach, BotCrafters will:
- • Notify the Customer without undue delay, and in any case within 72 hours
- • Provide all relevant information about the breach
- • Assist with regulatory notifications as required
- • Implement immediate containment and remediation measures
- • Conduct a thorough investigation and provide a detailed report
9. Audit and Compliance
BotCrafters maintains comprehensive compliance documentation and agrees to:
- • Provide compliance documentation upon reasonable request
- • Submit to audits by qualified third parties
- • Maintain ISO 27001 and SOC 2 Type II certifications
- • Regular internal compliance assessments
- • Annual third-party security audits
10. Contact Information
Data Protection Officer
Email: dpo@botcrafters.io
Address: BotCrafters LLC
[Address to be updated]
Delaware, United States
General Inquiries
Email: support@botcrafters.io
Privacy: privacy@botcrafters.io
Legal: legal@botcrafters.io
Questions About Our Data Processing?
Contact our data protection team for any questions about this DPA or our data handling practices.