Data processing agreement

This agreement applies between the customer as controller and TODO_LEGAL_ENTITY_NAME, company number TODO_ORG_NUMBER, as processor.

The subject matter is the processing required to deliver the agreement platform: building, sending, signing, storing and following up agreements.

Processing lasts for the subscription term and thereafter for the period required for erasure or return.

Data subjects: the customer's users, the customer's counterparties and the people named in the agreements, such as signatories and contacts.

Data: name, email address, phone number, title and role, details submitted in intake forms, signature evidence with timestamp, IP address and user agent string, and personal identity numbers where the purpose requires them.

Special category data is not processed intentionally and must not be entered in free text fields.

Legarch processes personal data only on the customer's documented instructions. The agreement, the subscription and the customer's configuration of templates and fields constitute the complete instructions.

If Legarch is required by law to process data, the customer is informed before processing unless the law forbids it.

Legarch notifies the customer if, in our assessment, an instruction infringes data protection rules.

Only those people at Legarch who need access in order to perform the agreement receive it, and that access is logged.

Everyone with access is under a confidentiality undertaking that survives the end of their employment.

Personal data is stored separately from agreement data and reached through a single function, with an access log written in the same transaction as the access and able only to grow.

Signing links are stored only as a sha256 hash and are single-use, time-bounded and revocable.

A signature is refused if the document's content hash changed after it was opened.

Every state transition is recorded with actor and origin.

Agreement data is stored in Stockholm, Sweden, on AWS eu-north-1.

The customer gives general authorisation for Legarch to engage sub-processors. The current list is on the sub-processors page.

Legarch gives TODO_NOTICE_PERIOD notice of an intended replacement or addition, and the customer may object.

Legarch is liable for a sub-processor's processing as for its own.

Legarch assists the customer in answering data subject requests, in impact assessments and in prior consultation, to the extent the customer cannot do so itself in the service.

Legarch notifies the customer without undue delay after becoming aware of a personal data breach, with the information available at the time.

When processing ends Legarch deletes or returns the personal data at the customer's choice, within TODO_RETENTION.

Data that must be retained by law is kept, isolated, until that obligation ends.

Legarch makes available the information needed to demonstrate compliance and allows for audits, including inspections, conducted by the customer or an auditor it mandates.

Audits are announced with reasonable notice, take place during office hours and must not disturb operations.

A signed data processing agreement is available on request. There is no finished document to download here.