This addendum applies where RocSite processes personal data on behalf of a Customer in connection with the service. It forms part of the Terms of Service. Where this addendum and the Terms differ on the processing of personal data, this addendum controls.
The Customer is the controller of personal data in its workspace and determines the purposes and means of its processing. RocSite is the processor, and processes that data only on the Customer's documented instructions, which include the Customer's configuration and use of the service's features. RocSite will tell the Customer if an instruction appears to breach applicable data protection law.
| Item | Detail |
|---|---|
| Subject matter | Provision of the RocSite workspace service. |
| Duration | The term of the subscription, plus the export and deletion periods in the Terms. |
| Nature and purpose | Hosting, storage, indexing, search, retrieval, transcription, AI-assisted answering, transmission, backup and deletion, to operate the service for the Customer. |
| Categories of data subject | The Customer's personnel and invited members, and any individuals referenced in content the Customer places in its workspace (for example CRM contacts, meeting participants, email correspondents). |
| Categories of personal data | Identification and contact data (name, work email), authentication data (password hashes, tokens), usage and audit records, and any personal data contained in Customer content, documents, notes, wiki and board entries, CRM and calendar records, messages, recordings and transcripts, and, where a mailbox is connected, email. |
| Special categories | Not required by the service. Standard plans must not be used for special category data, including health data about an identifiable person; such data may be processed only under a signed Dedicated agreement. The Customer is responsible for its lawful basis and for any consent, ethics approval or data use agreement. |
RocSite ensures that people authorized to process personal data are bound by confidentiality obligations and are granted access only as needed to operate and support the service.
RocSite implements appropriate technical and organizational measures, including:
The Customer authorizes RocSite to engage the subprocessors listed at /subprocessors. RocSite imposes data protection obligations on each subprocessor no less protective than those in this addendum, and remains responsible for their performance, subject to section 11. RocSite will give at least 30 days' notice, by email to the workspace owner and on the subprocessors page, before adding or replacing a subprocessor. In an emergency RocSite may use a temporary subprocessor for outage answers only, bound to zero retention and no training, for up to 30 days, and will give notice as soon as it reasonably can. The Customer may object on reasonable data protection grounds; if the objection cannot be resolved, the Customer may terminate the affected part of the service and RocSite will refund the unused prepaid fees for it.
Customer content is hosted on infrastructure operated for RocSite. Your content is never used to train any model unless the Customer turns on Help improve RocSite with my data in Settings (off by default; data received from Google is never included). Assistant, search, transcription and embeddings are answered on RocSite's own hardware. If both of our sites are unreachable, RocMagic pauses and says so. Emergency backup is off by default: only when the Customer's workspace owner turns it on in Settings, and only while both of our sites are unreachable, an Ask answer for that workspace may come from a subprocessor listed at /subprocessors under a no-retention agreement and is labelled as a backup answer. What is sent for that answer is the Ask conversation: the question, earlier turns, the retrieved passages and RocMagic's instructions. The application runs on Fly.io and its database on Neon, both in the United States. Network delivery, access control and file storage use Cloudflare; payments use Stripe; transactional email uses Resend. Those subprocessors operate globally and may process the limited data described in the subprocessors list outside the Customer's country.
Customer content is hosted in the United States. RocSite, Inc. is a Delaware corporation. Where the Customer's personal data is subject to the EU GDPR, the UK GDPR or the Swiss Federal Act on Data Protection and is transferred to RocSite in the United States, the transfer is made under the European Commission's Standard Contractual Clauses (Commission Implementing Decision (EU) 2021/914, Module Two, controller to processor, or Module Three, processor to processor, as applicable), with the UK International Data Transfer Addendum and the Swiss amendments where those laws apply. Those clauses are incorporated into this addendum by reference, with this addendum supplying their annexes; the optional docking clause and Clause 11 option do not apply; the Clause 9 option is general written authorization with the notice in section 5; and Clauses 17 and 18 select the law and courts of Ireland (and, for the UK Addendum, England and Wales), and the court venue in the Terms of Service does not apply to a dispute under them. Section 2 is the description of the transfer, section 4 the technical and organizational measures, and the subprocessors page the list of subprocessors. Where the clauses and this addendum conflict, the clauses control.
RocSite will notify the Customer without undue delay, and in any event within 72 hours of becoming aware of a personal data breach affecting the Customer's personal data, and will not wait for its investigation to finish before giving the facts it has. The notification will describe the nature of the breach, the categories and approximate volume of data affected so far as known, the likely consequences, and the measures taken or proposed. RocSite will provide further information as the investigation progresses.
Customer administrators can export a workspace at any time and can permanently purge it from inside the app. On termination or expiry the Customer may export for 30 days, after which RocSite deletes the personal data from active systems. Residual copies in encrypted backups expire on the ordinary backup cycle. RocSite may retain data where required by law.
RocSite will make available information reasonably necessary to demonstrate compliance with this addendum, starting with a written summary of its security controls, and, where that does not reasonably answer the Customer's written questions, will allow for and contribute to audits by the Customer or an independent auditor appointed by it, no more than once per year unless required by a supervisory authority or following a personal data breach, on reasonable notice, during business hours, subject to confidentiality, and in a manner that does not compromise the security or data of other customers.
Each party's liability under this addendum is subject to the limitations and exclusions in the Terms of Service, including its higher limit for a breach of this addendum, to the extent consistent with mandatory law and the Standard Contractual Clauses. Nothing in this addendum limits a data subject's rights or a supervisory authority's powers.
Data protection enquiries: RocSite, Inc. · Orlando, Florida · [email protected]