Version 1.1 - 23 September 2026. This version replaces version 1.0 dated 22 September 2026, and it will be revised following legal review.
This Data Processing Agreement ("DPA") forms part of the agreement between IVY HQ Ltd, trading as ivee (company number 15104292, registered office Arquen House, 4-6 Spicer Street, St. Albans, England, AL3 4PQ) ("ivee", "we") and the organisation using the ivee app ("you", "your organisation"). It applies wherever ivee processes personal data on your behalf as a data processor, with your organisation as data controller, in connection with the ivee app. On the Teams tier, your organisation is the controller of all personal data ivee processes to provide the app to it, including seats, account emails, prompts, prompt history, chat history, scores and Team Insights. On the Free and Paid Personal tiers, and for billing, website, marketing and CRM data, ivee is the controller and this DPA does not apply.
1. Subject matter, duration and purpose
ivee processes personal data solely to provide and improve the ivee app for your organisation. It is never used across customers or to improve the ivee app for anyone else. Chat history is used only to improve the service for your organisation, such as your own automations and prompt skills, and is never used to train any AI model. ivee processes personal data for as long as your organisation holds an active ivee account and until it is deleted under clause 9. This DPA applies for that same period.
2. Categories of data and data subjects
Personal data processed under this DPA is limited to: the text your users draft when using ivee to improve a prompt; the task category of each prompt (a label, not its text); their prompt history, meaning each improved prompt and its prompting score, which the user can see in the app; their chat history, meaning the full conversation for each improvement, which ivee stores but which is not visible in the app and is never shown to an administrator; the name of the app they were working in and, where that app is a website or is based on one, the website domain (for example mail.google.com), never the full web address; their account email address and seat details; Team Insights; and usage data such as character counts, response times and how a rewrite was used. On the Teams tier, Prompt Storage ("save my prompt history") is controlled by your organisation's administrator, not by individual users. If the administrator turns it off, ivee stores neither prompt history nor chat history for your organisation's users. For each improvement, ivee then keeps only a record of the app name, the website domain (never the full web address), the task category, and whether the improved prompt was used or discarded. A user can request a copy of their chat history by emailing hello@ivee.jobs. Data subjects are the individual users at your organisation who use the ivee app.
3. Processing on instructions
ivee will process personal data only on your documented instructions, including as set out in this DPA and our App Terms, unless required to do otherwise by UK law.
4. Confidentiality
ivee ensures that anyone it authorises to process personal data under this DPA is subject to a duty of confidentiality.
5. Security measures
ivee maintains the following technical and organisational measures:
Encryption - at rest using AES-256, covering our RDS databases and backups, and in transit using TLS on all connections.
Network isolation - databases held in private subnets with no public access.
Database isolation - databases are logically separated by company, with access controls and account-level scoping, rather than each company having a physically separate database.
Access control - restricted to authorised ivee staff on a need-to-know basis.
Backups - daily, encrypted with AES-256, retained for 30 days and held in the same UK region (AWS eu-west-2, London). Deleted data may remain in a backup for up to 30 days after it is deleted from live systems.
Credential scanning - prompt text is scanned for credentials or API keys before storage, with any matches excluded from storage.
All data ivee stores directly is held in AWS, UK (London).
6. Sub-processors
ivee uses the following sub-processors in connection with the ivee app:
Amazon Web Services EMEA SARL - hosting, RDS databases and backups. Location: United Kingdom (AWS eu-west-2, London).
Anthropic Ireland, Limited (with Anthropic PBC) - prompt rewrites and scores. Anthropic receives only the draft prompt text, including chat history where applicable, and the app name. It does not receive the website domain, the account or the email address. Location: stored in the US; processing may run in the US, Europe, Asia or Australia.
Twilio Ireland Limited (with Twilio Inc.), through its SendGrid service - transactional email for the app, including magic-link sign-in emails. Data: account email address. Location: United States and EU.
PostHog, Inc. - product analytics in the app, limited to usage events such as clicks, feature use and timings. There is no session recording in the app and PostHog receives no prompt text. Location: EU (Frankfurt), with some processing in the US.
We use Anthropic's standard commercial API. We have no bespoke agreement with Anthropic and no zero data retention arrangement. Anthropic's standard terms don't allow it to train its models on the prompts we send. Anthropic automatically deletes those prompts and its responses within 30 days. The exceptions are content its safety systems flag under its Usage Policy (kept for up to 2 years, with safety scores kept for up to 7 years) and data it must keep by law.
Anthropic stores data in the United States. By default, the processing that produces your rewrite may run in the US, Europe, Asia or Australia. Anthropic doesn't offer UK or EU storage. Our contract is with Anthropic Ireland, Limited. Where personal data leaves the UK, it's protected by the EU Standard Contractual Clauses and the UK Information Commissioner's International Data Transfer Addendum, both part of Anthropic's standard Data Processing Addendum.
The full list, with each provider's terms and the safeguards for every transfer outside the UK, is at ivee.jobs/legal/subprocessors.
If you have a data processing agreement with us, you authorise us to use the providers listed at ivee.jobs/legal/subprocessors that process app account data. We'll give at least 30 days' written notice before we add or replace a provider that will handle your data. You may object on reasonable grounds within that period by emailing hello@ivee.jobs. We'll work with you to resolve it, including not using that provider for your account where practical. If we can't, either of us may end the affected services without penalty.
7. Assistance with data subject rights
ivee will provide reasonable assistance to help your organisation respond to requests from data subjects to exercise their rights under UK GDPR (such as access, rectification or erasure).
8. Assistance with security and breach obligations
ivee will assist your organisation in meeting its obligations relating to the security of processing, and will notify you without undue delay, and in any case within 48 hours, of becoming aware of a personal data breach affecting your data.
9. Deletion or return of data
ivee keeps your organisation's account data, prompt history and chat history while your organisation's account is active, and keeps Team Insights aggregates while your organisation holds a licence. When a person is removed from a seat, their data stays with your organisation's account and is kept until that account is deleted. Your organisation or the person can ask for earlier deletion.
On request, ivee will export your organisation's data and return it to you before it is deleted.
After your organisation's ivee account is deleted, ivee keeps its personal data, including Team Insights aggregates, for 60 days and then deletes it. ivee will delete it sooner if you ask. Deleted data may remain in an encrypted backup for up to 30 days after it is deleted from live systems. These periods apply save where UK law requires data to be kept for longer.
10. Demonstrating compliance
This DPA and the sub-processor list at ivee.jobs/legal/subprocessors together set out the information needed to demonstrate ivee's compliance with this DPA. Further documentation (such as security certifications) will be made available as and when it exists.
11. Changes to this DPA
ivee will give you at least 30 days' notice of any material change to this DPA, any change affecting how your organisation's data is handled or what is collected, and any assignment of this DPA. A change that extends retention or adds a new use of data is always material. Clause 6 covers notice of new or replacement sub-processors. The current version of this DPA is always published at ivee.jobs/legal/dpa.
12. Governing law
This DPA is governed by the laws of England and Wales.
