Template — pending legal review.
This page is a working template. It has not been reviewed by counsel and is not a substitute for a lawyer-drafted policy. Replace before launch.
Roles
For personal data processed through the AgencyOver service, the customer is the data controller and AgencyOver is the data processor (or, where the customer is itself a processor, AgencyOver acts as a sub-processor).
Subject matter and duration of processing
Processing covers the personal data the customer submits to or generates within the service. It runs for the duration of the order term plus a 30-day deletion window after termination, unless retention is required by law.
Nature and purpose
The nature and purpose of processing is to host, index, retrieve, and answer queries against customer-uploaded documents and records, and to provide related administrative, security, and support functions.
Categories of personal data
- Contact information (name, work email, phone) of customer users and the people they correspond about.
- Employment and role data, including team and permission assignments.
- Personal data within customer-uploaded documents — categories and sensitivity are controlled by the customer.
- Query and usage logs that record how users interact with the service.
Subprocessors
AgencyOver uses the subprocessors listed below to deliver the service. The same list is published at /security. Customers are notified before new subprocessors are added and may object on reasonable data-protection grounds.
| Subprocessor | Purpose | Location |
|---|---|---|
| Amazon Web Services | Cloud infrastructure and storage | United States / EU |
| Vercel | Application hosting and edge delivery | United States |
| Anthropic | Large language model inference | United States |
| Voyage AI | Embedding model inference | United States |
| Resend | Transactional email delivery | United States |
| Sentry | Application error monitoring | United States |
Security measures
- Tenant isolation at the database and application layer.
- Encryption in transit (TLS 1.2+) and at rest.
- Role-based access controls and least-privilege staff access.
- Audit logging of administrative and security-relevant events.
- Documented incident response with customer notification timelines.
See /security for the current detail.
Data subject requests
We assist customers in responding to requests from data subjects (access, deletion, correction, portability) within 30 days, by providing the export and deletion tooling needed and, where necessary, supporting the customer’s response.
International transfers
Where personal data is transferred out of the customer’s region, we rely on appropriate safeguards including the European Commission’s Standard Contractual Clauses, available on request.
Audits
AgencyOver will provide its SOC 2 Type II report (when available) under NDA on reasonable request. Customers may also conduct audits as set out in the order form, subject to reasonable confidentiality and operational safeguards.
Termination & deletion
Customer data is deleted within 30 days of effective termination of the order form, unless a longer retention period is required by law. On request, AgencyOver will provide written confirmation of deletion.
Contact
Data protection questions: privacy@agencyover.com.
Last updated: 2026-05-05