myaidrive.com
V2K AI, Inc.
This Data Processing Addendum ("DPA") supplements the Agreement (as defined in Section 1 below) entered into by and between Customer, as identified in the Agreement, ("Customer") and V2K AI, Inc. ("Company"), together with Customer, the "Parties"). This DPA incorporates the terms of the Agreement. Company may update this DPA from time to time, and we will provide reasonable notice of any such updates. Any terms not defined in this DPA shall have the meaning set forth in the Agreement.
1.1 "Agreement" means the Enterprise Services Agreement, SaaS Agreement, or other agreement governing Customer's use of the Services.
1.2 "Authorized Subprocessor" means a third-party entity engaged by Company to process Personal Data in order to provide the Services and that has been approved by Customer in accordance with Section 6.
1.3 "Company Account Data" means personal data that relates to Company's relationship with Customer, including the names or contact information of individuals authorized by Customer to access Customer's account and billing information of individuals that Customer has associated with its account.
1.4 "Company Usage Data" means Service usage data collected and processed by Company in connection with the provision of the Services, including without limitation data used to identify the source and destination of a communication, activity logs, and similar data.
1.5 "Data Privacy Framework" means, as applicable, EU-U.S. Data Privacy Framework, the UK Extension to the EU-U.S. Data Privacy Framework, and/or the Swiss-U.S. Data Privacy Framework.
1.6 "Data Subject" means a natural person whose Personal Data is protected by Privacy Laws. For the avoidance of doubt, "Data Subject" includes the term "Consumer" under Privacy Laws.
1.7 "Data Subject Request" means a request from a Data Subject to exercise their rights over Personal Data afforded pursuant to Privacy Laws.
1.8 "EU SCCs" means standard contractual clauses approved by the European Commission in Commission Decision 2021/914 dated 4 June 2021, for transfers of personal data to countries not otherwise recognized as offering an adequate level of protection for personal data by the European Commission (as amended and updated from time to time), as modified by Section 9 of this DPA.
1.9 "ex-EEA Transfer" means the transfer of Personal Data subject to the GDPR from the European Economic Area (the "EEA"), to a country where the transfer is not governed by an adequacy decision made by the European Commission in accordance with the relevant provisions of the GDPR.
1.10 "ex-UK Transfer" means the transfer of Personal Data subject to Chapter V of the UK GDPR from outside the United Kingdom (the "UK") where such transfer is not governed by an adequacy decision made by the Secretary of State in accordance with the relevant provisions of the UK GDPR and the Data Protection Act 2018.
1.11 "Personal Data" means any information provided to Company by or on behalf of Customer in connection with the Services that relates to an identified or identifiable Data Subject and constitutes "personal data," "personal information," or equivalent term under Privacy Laws.
1.12 "Privacy Laws" means any applicable laws and regulations in any relevant jurisdiction relating to the processing of Personal Data including, each to the extent applicable (i) the General Data Protection Regulation (Regulation (EU) 2016/679) ("EU GDPR") and the EU GDPR as it forms part of the law of England and Wales by virtue of section 3 of the European Union (Withdrawal) Act 2018 (the "UK GDPR") (together, collectively, the "GDPR"), (ii) the Swiss Federal Act on Data Protection, (iii) the UK Data Protection Act 2018, (iv) the Privacy and Electronic Communications (EC Directive) Regulations 2003, (v) U.S. state comprehensive privacy laws, such as the California Consumer Privacy Act, as amended by the California Privacy Rights Act of 2020 (the "CCPA"); in each case, as updated, amended or replaced from time to time. The terms "affiliates," "business purpose," "Controller," "Personal Data Breach," "Processor," "process" or "processing," "sell," "share," or "supervisory authority," shall have the meanings set forth for those or equivalent terms under Privacy Laws. For the avoidance of doubt, the terms "Controller" and "Processor" include "Business" and "Service Provider," respectively, as defined in the CCPA.
1.13 "Standard Contractual Clauses" means, as applicable, the EU SCCs and the UK SCCs.
1.14 "UK Addendum" means the template International Data Transfer Addendum issued by the Information Commissioner and laid before Parliament in accordance with s119A of the Data Protection Act 2018 on 2 February 2022 (as may be amended from time to time), as completed by Exhibit D.
1.15 "UK SCCs" means the EU SCCs, as amended by the UK Addendum.
2.1 Except as expressly set forth in this DPA or the Agreement, with respect to Personal Data, Customer is the Controller and Company is a Processor, or to the extent Customer is a Processor to a third-party Controller, Company is a subprocessor.
2.2 Company shall process Personal Data only (i) for purposes set forth in the Agreement, (ii) in a manner consistent with the documented instructions provided by Customer, which shall include the Agreement and this DPA, and (iii) as required by Privacy Laws or a supervisory authority; in such case, Company shall inform Customer of that legal requirement before processing to the extent legally permitted. The subject matter, nature, purpose, and duration of this processing, as well as the types of Personal Data collected and categories of Data Subjects involved, are described in Exhibit A to this DPA.
Customer shall, in its use of the Services, at all times process Personal Data, and provide instructions for the processing of Personal Data, in compliance with Privacy Laws. Customer shall ensure that the processing of Personal Data in accordance with Customer's instructions will not cause Company to be in breach of the Privacy Laws. Customer is solely responsible for the accuracy, quality, and legality of (i) the Personal Data provided to Company by or on behalf of Customer, (ii) the means by which Customer acquired any such Personal Data, and (iii) the instructions it provides to Company regarding the processing of such Personal Data. Customer shall not provide or make available to Company any Personal Data in violation of the Agreement or otherwise inappropriate for the nature of the Services, and shall indemnify Company from all claims and losses in connection therewith. Company shall immediately notify Customer if an instruction, in Company's opinion, infringes Privacy Laws or instruction of a supervisory authority.
Company shall not: (i) sell or share Personal Data; (ii) retain, use, or disclose Personal Data outside of Company's direct business relationship with Customer or for any purpose other than for a business purpose under the CCPA on behalf of Customer or as necessary to perform the Services for Customer pursuant to the Agreement, except as otherwise permitted in Agreement or by Privacy Laws; and (iii) combine Personal Data received from, or on behalf of, Customer with Personal Data that it receives from, or on behalf of, another party or person, except as necessary to provide the Services or as otherwise instructed by Customer.
5.1 Company shall maintain records sufficient to demonstrate its compliance with its obligations under this DPA. Upon Customer's written request at reasonable intervals, and subject to reasonable confidentiality controls, Company shall, either (i) make available for Customer's review copies of certifications or reports demonstrating Company's compliance with prevailing data security standards applicable to the processing of Personal Data, or (ii) if the provision of reports or certifications pursuant to (i) is not reasonably sufficient under Privacy Laws, allow Customer's independent third party representative to conduct an audit or inspection of Company's data security infrastructure and procedures that is sufficient to demonstrate Company's compliance with its obligations under Privacy Laws, provided that (a) Customer provides reasonable prior written notice of any such request for an audit and such inspection shall not be unreasonably disruptive to Company's business; (b) such audit shall only be performed during business hours and occur no more than once per calendar year; and (c) such audit shall be restricted to data relevant to Customer. Customer shall be responsible for the costs of any such audits or inspections, including without limitation a reimbursement to Company for any time expended for on-site audits. If Customer and Company have entered into Standard Contractual Clauses as described in Section 9 (Transfers of Personal Data), the parties agree that the audits described in Clause 8.9 of the EU SCCs shall be carried out in accordance with this Section 5.1.
6.1 Customer acknowledges and agrees that Company may (1) engage its affiliates as well as the Authorized Subprocessors listed in Exhibit B to this DPA to access and process Personal Data in connection with the Services and (2) from time to time engage additional third parties for the purpose of providing the Services, including without limitation the processing of Personal Data pursuant to Section 6.2. By way of this DPA, Customer provides general written authorization to Company to engage subprocessors as necessary to perform the Services.
6.2 A list of Company's current Authorized Subprocessors is available at: https://v2k-ai.trust.site/subprocessors. Such list may be updated by Company from time to time. At least ten (10) days before enabling any third party other than existing Authorized Subprocessors to access or participate in the processing of Personal Data, Company will update the list and notify Customer via email. Customer may object to such an engagement by informing Company within ten (10) days of receipt of the aforementioned notice to Customer, provided such objection is in writing and based on reasonable grounds relating to data protection. If Customer does not object during this period, that third party will be deemed an Authorized Subprocessor. Customer acknowledges that certain subprocessors are essential to providing the Services and that objecting to the use of a subprocessor may prevent Company from offering the Services to Customer. To request notification of changes to the Authorized Subprocessor list, Customer may contact Company at: [email protected]
6.3 If Customer reasonably objects to an engagement in accordance with Section 6.2, and Company cannot provide a commercially reasonable alternative within a reasonable period of time, Customer may discontinue the use of the affected Service by providing written notice to Company. Discontinuation shall not relieve Customer of any fees owed to Company under the Agreement.
6.4 Company will enter into a written agreement with the Authorized Subprocessor imposing on the Authorized Subprocessor data protection obligations comparable to those imposed on Company under this DPA with respect to the protection of Personal Data. In case an Authorized Subprocessor fails to fulfill its data protection obligations under such written agreement with Company, Company will remain liable to Customer for the performance of the Authorized Subprocessor's obligations under such agreement.
6.5 If Customer and Company have entered into Standard Contractual Clauses as described in Section 9 (Transfers of Personal Data), (i) the above authorizations will constitute Customer's prior written consent to the subcontracting by Company of the processing of Personal Data if such consent is required under the Standard Contractual Clauses, and (ii) the parties agree that the copies of the agreements with Authorized Subprocessors that must be provided by Company to Customer pursuant to Clause 9(c) of the EU SCCs may have commercial information, or information unrelated to the Standard Contractual Clauses or their equivalent, removed by Company beforehand, and that such copies will be provided by Company only upon request by Customer.
7.1 Company shall ensure that any person it authorizes to process Personal Data has agreed to protect Personal Data in accordance with Company's confidentiality obligations in the Agreement. Customer agrees that Company may disclose Personal Data to its advisers, auditors or other third parties as reasonably required in connection with the performance of its obligations under this DPA, the Agreement, or the provision of Services to Customer.
7.2 Taking into account the state of the art, the costs of implementation and the nature, scope, context and purposes of processing as well as the risk of varying likelihood and severity for the rights and freedoms of natural persons, Company shall maintain appropriate technical and organizational measures to ensure a level of security appropriate to the risk of processing Personal Data, as described in Exhibit C.
8.1 In the event of a Personal Data Breach, Company shall, without undue delay, inform Customer of the Personal Data Breach and take such steps as Company in its sole discretion deems necessary and reasonable to remediate such Personal Data Breach, to the extent that remediation is within Company's reasonable control.
8.2 In the event of a Personal Data Breach, Company shall, taking into account the nature of the processing and the information available to Company, provide Customer with reasonable cooperation and assistance necessary for Customer to comply with its obligations under Privacy Laws with respect to notifying (i) the relevant supervisory authority or regulatory agency and (ii) Data Subjects affected by such Personal Data Breach without undue delay.
8.3 The obligations described in Sections 8.1 and 8.2 shall not apply in the event that a Personal Data Breach results from the actions or omissions of Customer. Company's obligation to report or respond to a Personal Data Breach under Sections 8.1 and 8.2 will not be construed as an acknowledgement by Company of any fault or liability with respect to the Personal Data Breach.
9.1 The parties agree that Company may transfer Personal Data processed under this DPA outside the EEA, the UK, or Switzerland as necessary to provide the Services. Customer acknowledges that Company's primary processing operations take place in the United States, and that the transfer of Personal Data to the United States is necessary for the provision of the Services to Customer. If Company transfers Personal Data protected under this DPA to a jurisdiction for which the European Commission has not issued an adequacy decision, Company will ensure that appropriate safeguards have been implemented for the transfer of Personal Data in accordance with Privacy Laws.
9.2 Ex-EEA Transfers. The Parties agree that ex-EEA Transfers shall either be made pursuant to (i) the Data Privacy Framework to the extent the recipient of the ex-EEA Transfer is certified accordingly, or (ii) the EU SCCs, which are deemed entered into (and incorporated into this herein by reference) and completed as follows:
9.3 For each module, where applicable the following applies:
9.4 Ex-UK Transfers. The Parties agree that ex-UK Transfers shall either be made pursuant to (i) the Data Privacy Framework to the extent that recipient of the ex-UK Transfer is certified accordingly, or (ii) the UK SCCs, which are deemed entered into and incorporated herein by reference. The UK Addendum (including the EU SCCs incorporated into it) is (1) governed by the laws of England and Wales and (2) any dispute arising from it is resolved by the courts of England and Wales.
9.5 Supplementary Measures. In respect of any transfer of Personal data made pursuant to the Standard Contractual Clauses, the following supplementary measures shall apply:
Taking into account the nature of Company's processing and the information available to Company, Company shall reasonably cooperate with Customer to conduct any data protection or privacy impact assessments as required by Privacy Laws, including by providing Customer with information and documents necessary for such assessments that Customer cannot otherwise obtain without Company's assistance. Notwithstanding the foregoing, Customer and Company each remain responsible only for the measures respectively allocated to them under Privacy Laws pertaining to any such assessment.
11.1 Company shall, to the extent permitted by Privacy Laws, notify Customer upon receipt of Data Subject Request. If Company receives a Data Subject Request in relation to Personal Data, Company will advise the Data Subject to submit their request to Customer and Customer will be responsible for responding to such request, including, where necessary, by using the functionality of the Services. Customer is solely responsible for ensuring that Data Subject Requests communicated to Company, and, if applicable, for ensuring that a record of consent to processing is maintained with respect to each Data Subject.
11.2 Company shall, at the request of Customer, and taking into account the nature of the processing applicable to any Data Subject Request, apply appropriate technical and organizational measures to assist Customer in complying with Customer's obligation to respond to such Data Subject Request and/or in demonstrating such compliance, where possible, provided that (i) Customer is itself unable to respond without Company's assistance and (ii) Company is able to do so in accordance with all applicable laws, rules, and regulations. Customer shall be responsible to the extent legally permitted for any costs and expenses arising from any such assistance by Company.
Upon the termination or expiration of the Agreement, at Customer's choice, Company shall return or delete Personal Data, unless further storage of such Personal Data is required or authorized by applicable law. If return or destruction is impracticable or prohibited by law, rule or regulation, Company shall take measures to block such Personal Data from any further processing (except to the extent necessary for its continued hosting or processing required by law, rule or regulation) and shall continue to appropriately protect the Personal Data remaining in its possession, custody, or control. If Customer and Company have entered into Standard Contractual Clauses as described in Section 9 (Transfers of Personal Data), the parties agree that the certification of deletion of Personal Data that is described in Clause 8.1(d) and Clause 8.5 of the EU SCCs (as applicable) shall be provided by Company to Customer only upon Customer's request.
The parties acknowledge and agree that with respect to Company Account Data and Company Usage Data, Company is an independent controller, not a joint controller with Customer. Company will process Company Account Data and Company Usage Data as a controller (i) to manage the relationship with Customer; (ii) to carry out Company's core business operations, such as accounting, audits, tax preparation and filing and compliance purposes; (iii) to monitor, investigate, prevent and detect fraud, security incidents and other misuse of the Services, and to prevent harm to Customer; (iv) for identity verification purposes; (v) to comply with legal or regulatory obligations applicable to the processing and retention of Personal Data to which Company is subject; and (vi) as otherwise permitted under Privacy Laws and in accordance with this DPA and the Agreement. Company may also process Company Usage Data as a controller to provide, optimize, and maintain the Services, to the extent permitted by Privacy Laws. Any processing by Company as a controller shall be in accordance with Company's privacy policy.
In the event of any conflict or inconsistency among the following documents, the order of precedence will be: (1) the applicable terms in the Standard Contractual Clauses; (2) the terms of this DPA; (3) the Agreement, and (4) Company's privacy policy. Any claims brought in connection with this DPA will be subject to the Agreement, including, but not limited to, the exclusions and limitations set forth in the Agreement.
Company will process Personal Data as necessary to provide the Services under the Agreement, for the purposes specified in the Agreement and this DPA, and in accordance with Customer's instructions as set forth in this DPA. The nature of processing includes, without limitation:
Company will process Personal Data for the duration of the Agreement, unless otherwise agreed in writing or required by applicable law. Upon termination or expiration of the Agreement, Company will delete or return Personal Data in accordance with Section 12 of the DPA. Specifically:
Company Account Data and Company Usage Data will be processed and stored as set forth in Company's privacy policy.
Personal Data processed pursuant to this DPA may relate to the following categories of Data Subjects:
Company processes Personal Data contained in Company Account Data, Company Usage Data, and any Personal Data provided by Customer (including any Personal Data Customer collects from its end users and processes through its use of the Services) or collected by Company in order to provide the Services or as otherwise set forth in the Agreement or this DPA. Categories of Personal Data may include:
The Services are not designed for the processing of sensitive data or special categories of data as defined under Privacy Laws. However, Customer may upload documents containing such data at Customer's sole discretion and risk. If Customer uploads documents containing sensitive data or special categories of data (including but not limited to health information, financial information, or other regulated data), Customer is solely responsible for ensuring appropriate legal bases and safeguards are in place for such processing. For Customers processing protected health information (PHI) subject to HIPAA, a separate Business Associate Agreement (BAA) must be executed.
The following includes the information required by Annex I and Annex III of the EU SCCs, and Table 1, Annex 1A, and Annex 1B of the UK Addendum.
Data exporter(s):
| Field | Value |
|---|---|
| Name | Customer (as identified in the Agreement) |
| Address | As designated within the Company's account |
| Signature and Date | By entering into the Agreement, Customer is deemed to have signed these Standard Contractual Clauses incorporated herein, as of the Effective Date of the Agreement. |
| Role | Controller (or Processor, as applicable pursuant to Section 2 of the DPA) |
Data importer(s):
| Field | Value |
|---|---|
| Name | V2K AI, Inc. |
| Address | 526 W Fremont Ave, Sunnyvale, CA 94087-9991 – PO BOX 2005 |
| Signature and Date | By entering into the Agreement, Data Importer is deemed to have signed these Standard Contractual Clauses incorporated herein, as of the Effective Date of the Agreement. |
| Role | Processor (or Subprocessor, as applicable pursuant to Section 2 of the DPA) |
| Element | Description |
|---|---|
| Data Subjects | As described in Exhibit A of this DPA |
| Categories of Personal Data | As described in Exhibit A of this DPA |
| Special Category Personal Data | As described in Exhibit A of this DPA |
| Nature of the Processing | As described in Exhibit A of this DPA |
| Purposes of Processing | To provide the Services as described in the Agreement, including document storage, AI-powered document analysis, search, summarization, and related document intelligence features |
| Duration of Processing and Retention | As described in Exhibit A of this DPA |
| Frequency of the Transfer | Continuous, as necessary to provide the Services under the Agreement |
| Recipients of Personal Data Transferred to the Data Importer | Authorized Subprocessors as listed at the URL below |
The supervisory authority shall be the supervisory authority of the Data Exporter, as determined in accordance with Clause 13 of the EU SCCs. The supervisory authority for the purposes of the UK Addendum shall be the UK Information Commissioner's Office.
Company maintains a current list of Authorized Subprocessors at: https://v2k-ai.trust.site/subprocessors
Customer may review the current list of Authorized Subprocessors at the URL above at any time. Company will update this list and provide notification to Customer in accordance with Section 6 of this DPA prior to engaging any new Authorized Subprocessor.
To request notification of changes to the Authorized Subprocessor list, Customer may contact Company at: [email protected]
The following includes the information required by Annex II of the EU SCCs and Appendix II of the UK Addendum.
Company maintains comprehensive technical and organizational security measures appropriate to the nature, scope, context, and purposes of the processing, and the risks for the rights and freedoms of natural persons. These measures are summarized below and described in detail in Company's security documentation.
Company's security controls are continuously monitored and documented at: https://v2k-ai.trust.site/controls
Company maintains the following certifications, available for review at https://v2k-ai.trust.site/compliance:
Detailed security documentation, including Company's Security Whitepaper with comprehensive technical specifications, is available to Enterprise customers and qualified prospects under NDA upon request. Contact: [email protected]
| Security Measure | Implementation |
|---|---|
| Pseudonymisation and encryption of personal data | All data encrypted at rest using AES-256 encryption (Google Cloud Storage, Firestore, secrets management). All data encrypted in transit using TLS 1.2 or higher. Google-managed encryption keys with automatic rotation. |
| Ensuring ongoing confidentiality, integrity, availability and resilience | Services hosted on Google Cloud Platform (GCP) with built-in redundancy. Private VPC with no public IPs for data layer. Kubernetes network policies for micro-segmentation between services. Cloudflare Web Application Firewall (WAF) and DDoS protection. |
| Ability to restore availability and access to personal data | File data: Continuous backup with 30-day minimum retention (US-West1). Database: Daily backup plus Point-in-Time Recovery (PITR) with 7-day retention. Configuration: Version-controlled with infinite retention. |
| Testing, assessing and evaluating effectiveness of security measures | SOC 2 Type I certified. ISO 27001 compliant. Secure coding guidelines based on OWASP standards. Automated alerts for security control failures with defined remediation SLAs (Critical: 4 hours, High: 24-48 hours). |
| User identification and authorization | Employee authentication: Mandatory MFA with hardware security keys (FIDO2) or TOTP. End-user authentication: Email OTP, Google SSO, Microsoft SSO (no password-based login). OAuth 2.0 / OpenID Connect for SSO integration. Role-Based Access Control (RBAC) for team features. Stateless JWT-based sessions with session revocation capabilities. |
| Protection of data during transmission | TLS 1.2+ required for all external communications. HTTPS required for all API communications. Security headers implemented (HSTS, X-Content-Type-Options, X-Frame-Options). |
| Protection of data during storage | AES-256 encryption at rest for all stored data. Data stored exclusively in United States (US-only data centers). No international data transfers outside the US. Private VPC isolation for data layer. |
| Physical security of processing locations | All data processed and stored in Google Cloud Platform US data centers. GCP data centers maintain comprehensive physical security controls including 24/7 security, biometric access, and video surveillance. |
| Events logging | Storage service access logging. Real-time monitoring with automated alerts. |
| System configuration and default configuration | Kubernetes pod security policies with non-root containers. Restricted production access limited to authorized teams. Quarterly access reviews. |
| Internal IT and IT security governance | Security Awareness Training: Annual, for all employees. Data Handling Training: On hire plus annual, for all employees. Termination procedures: Access revocation within 24 hours. Production access requires MFA and is restricted to authorized teams. |
| Certifications and assurance | SOC 2 Type I (Security, Availability, Confidentiality). ISO 27001 Compliant. Certifications available at https://v2k-ai.trust.site/compliance |
| Data minimization, quality, and retention | Data deleted upon customer request. Backup data removed per retention schedule. Verifiable deletion upon account termination. |
| Accountability (training) | All employees complete security awareness training annually. Data handling training provided on hire and annually thereafter. |
| Data portability and erasure | Customers may export their data at any time through the Services. Data deleted within 30 days upon customer request or account termination. |
Company utilizes third-party AI model providers (including OpenAI, Anthropic, Google Gemini, and others as listed at https://v2k-ai.trust.site/subprocessors) to provide AI-powered features of the Services. Company maintains the following safeguards with respect to AI providers:
All Customer Data is processed and stored exclusively in the United States. Company does not transfer Customer Data outside the United States except as necessary to provide the Services through Authorized Subprocessors, all of which process data in the United States as indicated at https://v2k-ai.trust.site/subprocessors.
For transfers of Personal Data subject to the UK GDPR, the UK Addendum to the EU SCCs applies. The following selections are made for the UK Addendum:
| Table | Selection |
|---|---|
| Table 1: Parties | As set forth in Exhibit B, Section 1 of this DPA |
| Table 2: Selected SCCs | The EU SCCs as incorporated and modified by Section 9 of this DPA |
| Table 3: Appendix Information | As set forth in Exhibits A, B, and C of this DPA |
| Table 4: Ending the Addendum | Neither party may end the UK Addendum in accordance with Section 19 of the UK Addendum |
The UK Addendum is governed by the laws of England and Wales, and disputes shall be resolved by the courts of England and Wales.
End of Data Processing Addendum