Data Processing Addendum

1. Parties and roles

The customer organization determines the purposes, content, and sharing scope for personal data about its customers, staff, business contacts, and site contacts, and acts as controller (or equivalent under applicable law). Office Hasegawa acts as processor (or equivalent) when processing that data as needed to provide PlantOps and follow the customer’s instructions. Office Hasegawa may act as an independent controller for account, contract, billing, abuse prevention, and service security data. Providers such as Stripe may also process information independently for billing, legal compliance, and related purposes.

2. Processing details

Purpose and duration

Provide customer, site, plant, visit, work-record, photo, and reporting features, support, and security during the contract, and return or delete data at termination.

People

Customer users and staff, customer-business contacts, and people associated with visit sites.

Personal data

Names, contact details, addresses, location and access information, contract and work notes, plant, visit and assignee records, photos, and support or audit information entered by the customer.

Documented instructions

Customer settings and actions in the service, support requests, and instructions described in the Terms and this DPA. If an instruction appears unlawful, we will suspend the relevant processing and notify the customer.

3. Office Hasegawa obligations

• Process personal data only on documented instructions and as required by law, and notify the customer if an instruction appears to violate applicable law.
• Require confidentiality from people authorized to handle the data and restrict access to what their work requires.
• Use safeguards appropriate to the service, including organization-level access controls, encrypted connections, authenticated file access, audit records, and backup controls. Operator access to customer records, site access details, and plant records is limited to an active request with a recorded reason and scope that the customer organization’s owner has approved. Access and status changes are recorded in audit logs.
• Notify the customer without undue delay after becoming aware of a personal-data breach and reasonably assist with investigation, impact assessment, and legally required notices.
• Reasonably assist with individual rights requests, impact assessments, and prior consultations with regulators, taking the nature of processing into account. If we receive a request that the customer must handle as controller, we will forward it unless law prohibits us from doing so.
• Provide information reasonably needed to demonstrate compliance and reasonably cooperate with audits by the customer or a bound-by-confidentiality independent auditor. Audits require advance notice and must protect service security and other customers’ confidential information.

4. Subprocessors and international processing

The customer authorizes these service providers: Cloudflare (application, API, database, file storage, network, security, and email delivery through Cloudflare Email Service); and Stripe (Checkout, billing, and subscriptions). Cloudflare Email Service processes message content, recipients, subject lines, and sending-event information as needed to deliver email. Log, analytics, message-preview settings, and retention periods depend on our Cloudflare account configuration and Cloudflare’s terms. Email processing regions depend on Cloudflare’s service configuration; we do not guarantee processing only in a particular country. Their processing and roles depend on the data and purpose. Stripe may act as an independent controller for billing, legal compliance, and related processing. Each provider is subject to applicable data-protection agreements and obligations.

We will generally notify the customer by email or by posting in the service at least 14 days before adding or replacing a subprocessor. The customer may object during that period on reasonable data-protection grounds. If the parties cannot reasonably resolve the objection, the customer may terminate the affected service. Processing and storage regions vary by provider and feature; we do not guarantee processing in a particular country. We implement appropriate transfer safeguards where required by law.

5. Return, deletion, and retention at termination

At termination, the customer may request workspace deletion in account settings. After an owner submits the request, email verification, and operator review, we delete personal data except information that must be retained for legal obligations, billing, disputes, or security. The customer should export any data it needs beforehand. Deleted photos may remain in a recovery archive for up to 30 days, and database backups or recovery history may remain for up to 30 days. Copies are deleted as the applicable retention periods expire. Providers acting as independent controllers retain information under their own terms and legal obligations.

6. Customer responsibilities and contact

The customer is responsible for the legal basis, notices, accuracy, handling of individual rights, and lawful instructions relating to its personal data. Contact for this DPA: Office Hasegawa, 2F-C Shibuya Dogenzaka Tokyu Building, 1-10-8 Dogenzaka, Shibuya-ku, Tokyo 150-0043, Japan, [email protected].