Data processing agreement

1. The parties

The customer, the organization that runs a Ronde workspace in the cloud, is the controller. The publisher of Ronde, RONDE, 23 rue des Frères Bonie, 33000 Bordeaux, France · SIRET 821 041 431 00023 · APE 6201Z · TVA FR07821041431, is the processor.

2. Subject matter and duration

Ronde processes personal data to provide the service the terms describe: preparing, running and recording the customer's meetings, with the features and integrations the customer turns on. The processing lasts as long as the customer uses the service, then until the data is erased as section 12 describes.

3. Nature and purpose of the processing

Hosting, storing, organizing and displaying the workspace's content; sending reminders, notifications and minutes; transcripts and summaries when the customer turns them on; passing data to the integrations the customer connects; backups and erasure. The sole purpose is to provide the service to the customer.

4. Types of personal data

• identity and contact details: names, email addresses, mobile numbers for SMS and WhatsApp reminders, photos, roles and teams, birthdays (day and month) when they are entered;
• what people write: check-ins, notes, decisions, actions, comments, reactions, votes and answers to polls;
• participation: attendance, speaking turns and their times;
• transcripts of meetings, when the customer turns them on;
• technical data: sign-in sessions with their IP address and device, the workspace's audit log.

The service is not designed for special categories of data (GDPR article 9), such as health data: a customer who needs to handle them should host Ronde on its own servers.

5. Categories of data subjects

The members of the workspace, the people of its directory (employees, students, volunteers, contractors), the guests and observers invited to its meetings, and the people mentioned in its content.

6. Instructions

Ronde processes the data only on the customer's documented instructions: these terms, the settings of the workspace and what its users do in it. If an instruction seems to infringe data protection law, Ronde tells the customer. Ronde processes the data for another purpose only when European Union or French law requires it, and then informs the customer first, unless that law forbids it.

7. Confidentiality

The people authorized to process the data are bound by confidentiality and access it only as far as their work requires. Each look at a workspace or an account in Ronde's back-office is recorded, with who looked and when.

8. Security

Ronde implements measures suited to the risk (GDPR article 32), among them:

• encryption of every connection (TLS);
• encryption at rest of the secrets that integrations need (AES-256-GCM);
• the tokens of invitations, guest links, calendar feeds and provisioning stored as hashes, never in clear;
• access control: each workspace's data kept apart, roles within the workspace, two-step verification for its members;
• the team's back-office reachable only from the team's addresses, with a password and an authenticator app, every action and every look at customer data recorded;
• nightly backups of the database on the hosting server in France, kept in rotation (one a day for 7 days, one a week for 4 weeks, one a month for 12 months, one a year for 2 years) and used only to recover from an incident.

9. Sub-processors

The customer authorizes Ronde to use the sub-processors listed below. Ronde binds each of them by contract to data protection obligations equivalent to this agreement's, and remains responsible for them. Before adding or replacing a sub-processor, Ronde updates this list and tells the owners of the customer's workspace by email at least 30 days ahead. The customer may object on reasonable grounds within that time; failing an agreement, it may end its subscription, and the period paid and not used is refunded.

The providers of the integrations the customer turns on are not chosen by Ronde: the customer chooses them and instructs Ronde to send them what the integration needs, and its own agreement with each provider governs what that provider does with it.

10. Assistance

Ronde helps the customer answer the requests of people exercising their rights: the workspace's owners can export, correct and delete its content, and a request that reaches Ronde directly is passed on to the customer. Ronde also gives the customer the information it needs for a data protection impact assessment or a prior consultation of the supervisory authority.

11. Personal data breaches

Ronde notifies the customer of a personal data breach without undue delay, and at the latest 48 hours after becoming aware of it, with what it knows: the nature of the breach, the categories and approximate number of people and records concerned, its likely consequences, and the measures taken or proposed. It completes that information as it learns more.

12. End of the service

The customer can export the workspace's content at any time: minutes as Markdown or PDF, lists as CSV, and the whole workspace as a JSON file on request at hello@joinronde.com. When the workspace is deleted, its content is erased 30 days later, then leaves the backups as these rotate, after 2 years at most. Ronde keeps nothing longer, except what the law requires it to keep, such as invoices.

13. Audits

Ronde makes available to the customer the information needed to show that it meets these obligations: this agreement, the description of its measures and its documentation, on request at hello@joinronde.com. If that is not enough, the customer may have an audit carried out at its own cost, by an independent auditor bound by confidentiality, with 30 days' notice, no more than once a year unless a breach or a supervisory authority requires it.

14. Transfers

Ronde hosts the data in France and does not transfer it outside the European Union itself. A transfer happens only through a sub-processor listed below or an integration the customer turns on, and then under the safeguards of chapter V of the GDPR: an adequacy decision, such as the EU-US Data Privacy Framework, or the European Commission's standard contractual clauses.

15. Liability and precedence

The limits of liability of the terms apply. On data protection, this agreement prevails over the rest of the terms. If its versions in different languages differ, the French version prevails.

Sub-processors

Who processes personal data for Ronde in the cloud, what for, and where.

Providers chosen by the workspace or its members

They receive data only when the workspace turns the integration on, or a person turns notifications on, and only what that integration needs. Many are in the United States: the safeguards are those of their own terms.

• Slack, Mattermost, Discord, Matrix: messages and minutes posted in the channels the workspace picks.
• Google Calendar, Microsoft 365, CalDAV servers: the meetings' events, in the calendars the workspace connects.
• Jira, Linear, GitHub, GitLab: the issues and actions linked to meetings.
• Wikis: the minutes published to the pages the workspace picks.
• Video-call providers: the call of each meeting.
• Twilio: SMS and WhatsApp reminders, to the numbers of the people concerned.
• Anthropic: the AI assistant, with the workspace's own API key, only when the workspace turns it on; each request is written to the workspace's audit log.
• Speech-to-text: meeting transcripts, by the provider the workspace configures, with its own key.
• Push services of browser vendors (Google, Mozilla, Apple, Microsoft): notifications on the devices where people turn them on, encrypted so that only the device can read them.