Advisor Data Processing Addendum

In short

• This addendum applies only to advisor accounts on the Team plan, and only to the information advisors enter about their clients.
• You decide which clients to add and what to enter about them. We use that information only to write and deliver their briefs.
• Ticking the box on the Clients page is all it takes to agree. Nothing needs to be signed, printed or sent back.
• Your clients' information is never sold, never used for advertising and never used to train AI models.

Who this addendum covers

This addendum is between Analytics 4 Everyone LLC, which runs Your Secretary, and the business or person holding an advisor account. It forms part of the agreement you accepted when you subscribed. For the information you enter about your clients, you are the controller and we act as your processor under the GDPR, or as your service provider under United States state privacy laws.

What we process for you

A client profile holds whatever the advisor chooses to add. That is usually a name, organization, job title and timezone, the client's interests and sources, engagement notes, and an email address for clients who should get briefs directly. Each morning those details steer the search for matching news and openings, and the brief written from them goes to you or to the client. Closing the profile ends it.

What we commit to

• Your instructions. We process client information only to provide the service, following the settings you choose in the app. Should one of your instructions look unlawful to us under data protection law, we say so.
• Confidentiality. Only the small team that runs Your Secretary can get into its systems, and they are bound to keep what they see private.
• Security. All traffic is sent over HTTPS, keys and backups are kept encrypted, and a run of failed sign-ins slows down further attempts.
• Service providers. We use the same types of provider for client information that our privacy policy lists, namely hosting, a managed database, backup storage, email delivery and AI language models. Each one is bound to protect the information to the same standard. Ask and we will name the current providers. Before a new kind of provider handles anything, the privacy policy is updated to show it.
• Help with requests. Since you can open, edit or delete any profile in the app, most client requests take you a minute on your own. Where the app falls short, we work with you so the answer goes out inside the legal deadline.
• Breaches. A security incident touching your clients' information is reported to you without undue delay, together with what we know, so you can meet your own obligations.
• Records and reviews. We hold on to whatever shows that these terms are being kept, and reasonable reviews of it are welcome when arranged ahead of time.

Where information is processed

Your Secretary runs in the United States. For clients in the European Economic Area, the United Kingdom or Switzerland, the information travels under the same safeguards the privacy policy describes. Providers that joined the EU-U.S. Data Privacy Framework rely on it, and the others sign the European Commission's Standard Contractual Clauses.

When a client or the account ends

Removing a client in the app stops every brief for that client at once. When you ask us to delete a client profile or your whole account, the information is deleted within 30 days, and because we keep only the most recent nightly backup, it leaves our backups within two days after that. Billing records the law requires us to keep are the only exception.

What we ask of you

• Have a lawful basis for adding each client and tell them that you use Your Secretary.
• Add a client's email address only when that client agreed to receive briefs there, as the Clients page asks you to confirm.
• Leave health details, government identifiers and other special categories of personal data out of client profiles.

Accepting and updating this addendum

Agreeing takes one tick in the box on the Clients page. We record the version you accepted and when. If we ever make a material change, the new version gets a new date and the box appears once more. Until you tick it again, briefs for your existing clients keep arriving, and only adding or changing client details waits. Small wording fixes keep the same version.

Contact

Questions about this addendum can go to contact@your-secretary.com. Analytics 4 Everyone LLC, Alloy 26, 100 S. Commons, Suite 102, Pittsburgh, PA 15212, United States.