Data Processing Addendum

1. Roles

For the personal data you upload or generate in your workspace — leads, contacts, replies, meeting recordings and transcripts, CRM records — you are the controller and emailcampaign.ai (“we”) is the processor, acting on your documented instructions. Your use of Campaign Cloud (“the Service”), the settings you choose and the approvals you grant are those instructions.

For your own account data (name, sign-in email, billing details, audit and security logs) we are the controller, as described in the Privacy Policy.

2. Scope and purpose of processing

We process customer data solely to provide the Service: storing and deduplicating leads, screening them against your suppression list, verifying addresses, sending and receiving email through the mailboxes you connect or we provision for you, classifying replies, recording and transcribing meetings you have authorized, and producing the analytics and AI-assisted drafts the Service offers. We do not use customer data to train models, to build marketing profiles, or for any purpose of our own.

3. Sub-processors

Depending on the features you enable, customer data is processed by: our hosting provider for the application, database and self-hosted mail fleet; Microsoft (Microsoft 365 / Exchange Online) and Google (Google Workspace / Gmail) when you connect or provision mailboxes there; the domain registrars you connect for domain purchases and DNS; the AI providers configured for reply classification, copywriting and meeting analysis (Anthropic, OpenAI or Google, per your workspace's settings); Stripe for billing; and the CRM or sending tools you explicitly connect (Salesforce, HubSpot, Pipedrive, Smartlead, Instantly). We will maintain the current list in the Service and notify you of additions with an opportunity to object.

4. Security

Credentials and tokens are stored encrypted with a key held outside the database; secrets are never returned by the API. Access is scoped per workspace and per role, and every consequential action is written to an immutable audit log. Staff access to customer data is limited to explicitly granted privileges, is logged, and is used only to support you. Backups are taken nightly, are verified as restorable, and are retained for a bounded period. Transport is TLS everywhere; passwords are hashed; two-factor authentication is available to every account and required for platform administrators.

5. Assistance and data subject requests

The Service gives you the tools to answer requests from the people you contact without our involvement: export, correction, suppression, and a right-to-erasure action that replaces personal fields, blanks message bodies and suppresses the address permanently. Where a request reaches us directly, we forward it to you within five business days. We will assist with data-protection impact assessments and consultations with supervisory authorities where our processing is concerned.

6. Breach notification

If we become aware of a personal-data breach affecting your data, we will notify you without undue delay — and no later than 48 hours after confirmation — with what we know: the nature of the breach, the data and people concerned as far as we can tell, the likely consequences, and the measures taken. We will keep you updated as the investigation proceeds.

7. Retention and deletion

Customer data is retained while your workspace exists and for the retention period you configure under Compliance. When you delete your account, or a workspace nobody is left in is closed, sending stops immediately and the data is deleted at the end of the retention window; backups age out on their own schedule and are never used to restore deleted customer data. You can export everything at any time from My account.

8. International transfers

Where customer data leaves the region it was collected in — for example because a connected provider or AI service operates elsewhere — the transfer relies on the mechanisms the applicable law recognizes, such as the EU Standard Contractual Clauses or an adequacy decision, as incorporated by reference into this addendum.

9. Precedence

This addendum forms part of the Terms of Service. Where the two conflict on the processing of personal data, this addendum prevails. Questions or requests: support@emailcampaign.ai.