Data Processing Agreement

Customer as controller

The customer determines what personal data and project information is submitted to Project Assistant AI, why it is processed and which users may access it. For that customer project data, the customer acts as controller unless a signed agreement states otherwise.

Our company as processor

Project Assistant AI processes customer project data on behalf of the customer to provide, secure, support and improve the service. For that processing, Project Assistant AI acts as processor.

Processing only on customer instructions

Project Assistant AI will process customer project data only on the customer’s documented instructions, including instructions provided through platform configuration, user actions, connected integrations, support requests and the applicable customer agreement.

Categories of data processed

The platform may process:

• user account data, authentication data and permission data;
• meeting transcripts, chat messages, forwarded emails and uploaded documents;
• project scope, requirements, decisions, risks, blockers, backlog items and reports;
• integration data from tools connected by the customer;
• access logs, support logs and error logs.

Categories of data subjects

Data subjects may include customer users, project managers, developers, stakeholders, meeting participants, email senders and recipients, people mentioned in project documents and support contacts.

Purpose of processing

Processing is carried out to provide Project Assistant AI, capture and organise project knowledge, generate project outputs, support delivery workflows, manage user access, maintain security, provide support and meet contractual obligations.

Sub-processors

Project Assistant AI may use sub-processors for hosting, infrastructure, AI model access, email delivery, logging, monitoring, analytics, support and connected integration services. Sub-processors are subject to written obligations that protect customer project data.

Security measures

Project Assistant AI uses appropriate technical and organisational measures to protect customer project data, including encryption where appropriate, access controls, logging, environment separation, secure development practices, backups and incident response processes.

Access control

Customer organisations control which users may access the platform and which project information they may see. Access may be managed through identity providers, role-based access, project-level permissions and administrator settings.

Confidentiality

Personnel with access to customer project data are subject to confidentiality obligations and access customer data only where needed to provide, secure or support the service.

No AI model training on customer data

Customer project data is processed to provide the service to the customer. Customer data is not used to train AI models unless the customer gives separate written permission.

Data deletion and return

At the end of the service, Project Assistant AI will delete or return customer project data according to the customer’s instructions and the applicable agreement, unless the law requires continued retention.

Assistance with data subject requests

Project Assistant AI will provide reasonable assistance to help customers respond to data subject access, deletion, correction, restriction, objection and portability requests relating to customer project data.

Breach notification

If Project Assistant AI becomes aware of a personal data breach affecting customer project data, it will notify the affected customer without undue delay and provide information reasonably available to support the customer’s assessment and response.

Audits and information requests

Project Assistant AI will make available information reasonably necessary to demonstrate compliance with this DPA and support customer audit or information requests, subject to confidentiality, security and reasonable notice requirements.

International transfers if applicable

If customer project data is transferred outside the UK or another relevant jurisdiction, Project Assistant AI will use appropriate transfer safeguards where required, such as adequacy regulations, approved contractual clauses or other lawful transfer mechanisms.

How to contact us

For questions about data processing, contact Project Assistant AI at contact@project-assistant.ai.