Data Processing Addendum

This placeholder DPA explains the intended operational split between Mind Matrix and each tenant where tenant customer data is handled through the platform.

Roles

• The tenant is controller for its customer communications, enquiries, job records, customer media, and related business data processed through Mind Matrix.
• Mind Matrix is processor for that tenant customer data to the extent Mind Matrix stores, routes, classifies, summarises, exports, or otherwise handles it on the tenant’s behalf.

Processing scope

• Messaging and capture channels including email, web forms, WhatsApp, and any later approved channels.
• Enquiry triage, classification, summarisation, thread management, attachment handling, exports, and workflow assistance.
• Authentication, audit logs, usage monitoring, and support operations required to secure and operate the service.

Tenant instructions and responsibilities

• The tenant is responsible for configuring lawful communications, obtaining any required customer permissions, and not uploading unlawful or unsafe content.
• The tenant must not instruct Mind Matrix to process personal data in a way that is unlawful, discriminatory, deceptive, or otherwise impermissible.

Security principles

• Mind Matrix will use reasonable technical and organisational measures proportionate to the product stage and the data involved.
• Access should be limited to authorised personnel, support sessions should be auditable, and customer-facing automation should remain disclosed and reviewable.

Subprocessors and transfers

• Mind Matrix may use vetted subprocessors to deliver hosting, messaging, email, AI, support, storage, and billing functions.
• A current subprocessor list is published separately and may be updated over time.

Assistance

• Mind Matrix will provide reasonable assistance for deletion, export, or rights-response workflows where technically and commercially practical.
• Tenants remain responsible for their own privacy notices, lawful basis, and customer relationship decisions.