This agreement forms part of the Terms of Service between ShichifukuTekx FZE, of Office C1-1F-SF10837, Ajman Free Zone C1 Building, Ajman, United Arab Emirates ("Hivelock"), and the customer using the hosted version of Hivelock ("Customer"). It covers personal data in Customer Content.
1. Roles
- Customer is the controller.
- Hivelock is Customer's processor.
- Customer chooses what goes into the Service, which agents and connections run, and which Model Providers receive data. Customer is responsible for having a lawful basis and giving any notices.
- This agreement covers the data protection laws of the United Arab Emirates, GDPR and UK GDPR at a general level.
2. Instructions
Hivelock processes personal data only on Customer's documented instructions, unless the law requires otherwise. The Terms, this agreement, and Customer's use of the Service and its settings are those instructions. Hivelock will tell Customer if it believes an instruction breaks data protection law.
3. Confidentiality
People who may access personal data must be bound by confidentiality.
4. Security
Hivelock will keep the technical and organisational measures in Annex 2, and may improve them. Customer is responsible for its own settings, users, credentials and connections. There has been no independent security review or penetration test yet, and Hivelock holds no security certification.
5. Subprocessors
- Customer gives general authorisation for the subprocessors listed on the Subprocessors page.
- Hivelock will give 30 days' notice of a new subprocessor. Customer may object on reasonable grounds by emailing sales@shichifukutekx.ae within that period.
- Hivelock will bind each subprocessor to data protection terms no weaker than these, and stays responsible for its work.
Model Providers and Connected Services are not subprocessors. Customer chooses them, holds the account and key, and sends data to them through its own configuration. Customer is responsible for its agreements with them.
6. Help with data subject requests
Hivelock will pass on any request it receives about Customer's data, and will not answer it unless instructed or required by law. Customer can use the Service to find, change and delete most data, and export it. Where that is not enough, Hivelock will give reasonable help at no extra charge.
Current limits Customer should know about:
- Workspace export has a row limit and does not include file contents, credentials or the audit log.
- Individual chat conversations cannot be deleted one by one. They go when the workspace is erased.
- Deleting a person's whole account is not self-service.
- Audit log records cannot be changed or removed.
7. Personal data breaches
Hivelock will tell Customer without undue delay, and within 72 hours, after becoming aware of a personal data breach affecting Customer's data. It will give what is known about the breach, and what is being done, and update Customer as it learns more. Customer decides whether to notify regulators and individuals.
8. Help with assessments
Hivelock will give reasonable help with data protection impact assessments and regulator consultations, given the nature of the processing and the information it has.
9. International transfers
Hosting region: United Arab Emirates. Where personal data moves out of the EEA, UK or another restricted area, the parties will use a lawful transfer mechanism, such as the EU standard contractual clauses and the UK addendum.
10. Return and deletion
- While the plan is active or read-only, Customer can export Workspace data, as described in the Terms.
- When an owner deletes a Workspace, access stops at once. Hivelock keeps the data for 30 days, so it can be restored on request, then a nightly job erases the Workspace's database records and files.
- Backups hold the data until they age out: up to 30 days.
- Audit records stay, because they cannot be changed. They hold ids, actions and client addresses.
- Data is not deleted for non-payment. A Workspace in that state stays read-only until Customer pays or deletes it.
11. Audits
Hivelock will give the information reasonably needed to show it meets this agreement, starting with the security overview. There is no third-party report yet. Further audits need reasonable notice, and will be limited in scope and confidential.
12. Liability and order of precedence
Liability under this agreement follows the Terms. If this agreement and the Terms conflict on data protection, this agreement wins.
Annex 1: Processing details
| Subject matter | Hosting and running Customer's agents, workflows, chats, files and connections. |
| Duration | While the Workspace exists, plus the 30-day deletion period and backup life. |
| Nature and purpose | Storing, indexing, encrypting, transmitting and otherwise processing data on Customer's instructions, including sending it to the Model Providers and Connected Services Customer chose. |
| Data subjects | Customer's staff and users, and anyone whose data Customer puts into the Service, such as its customers, suppliers and job applicants. |
| Personal data | Whatever Customer provides. Typically names, contact details, messages, documents, phone numbers on WhatsApp channels, and sign-in data for users. |
| Special categories | Not intended. Customer must not add them unless it has a lawful basis and suitable safeguards. |
| Frequency | Continuous while the Service is used. |
Annex 2: Security measures
These describe the current product. The security overview has the detail and the known limits.
- Separation: PostgreSQL row-level security on workspace tables, a limited database role, and role checks on every workspace route.
- Encryption at rest: AES-256-GCM, with a key derived for each workspace, for credentials, model keys, run data, chats and document passages. Uploaded files, the keyword search index, chat titles and workflow definitions are not encrypted by the application, so the operator must use disk encryption: full-disk encryption from the hosting provider.
- Encryption in transit: TLS for browser traffic, and https for outbound calls.
- Access: two-step sign-in or single sign-on, five roles, rate limits, and sessions that end after about 8 hours without use.
- Network: a guard that blocks private addresses and keeps credentials on their own service.
- Actions: per-agent allow-lists, and human approval for changes in chat.
- Audit: an append-only, hash-chained audit log.
- Backups: encrypted database backups: daily, stored in the United Arab Emirates.
- Staff: access only for people who need it, with confidentiality duties and security training.
Annex 3: Subprocessors
See the Subprocessors page.
Signatures
Customer accepts this agreement by using the Service.