Data processing agreement

Version 2026-09-07. Save this exact document

Version 2026-09-07. These data processing terms form part of an accepted WorkShutter business trial agreement. Publication alone does not activate a workspace or establish an international-transfer mechanism.

Parties, roles and scope

Ryan Guthrie, an individual based in Texas, United States, operates WorkShutter and can be contacted at ryanguthrie@zoho.com. Customer is the business identified in the approved workspace and represented by the accepting authorized administrator. Customer is ordinarily the controller of personal data in its project records and WorkShutter its processor. If Customer acts for another controller, it must have authority to appoint WorkShutter as a subprocessor and provide lawful instructions. This agreement does not cover WorkShutter's separate controller activities described in the privacy notice.

Customer Personal Data means personal data processed through the service on Customer's behalf. Applicable data-protection law governs the parties' respective duties. The service agreement and these terms do not remove statutory obligations.

Processing description and instructions

The processing concerns capture, upload, private storage, organization, retrieval, discussion, customer-directed sharing, export and deletion of business project records. It lasts during the service and the applicable return/deletion period. Storage is continuous; access and changes follow authorized requests. Operations include collection, transmission, recording, organization, storage, retrieval, display, disclosure on instruction, restriction, thumbnail generation and erasure.

Data may include account/membership identifiers, project contacts and addresses, appointments, optional coordinates, photos, videos/audio, PDFs, embedded metadata, notes, comments, categories, tags, attribution and operational records. People may include staff, contractors, property owners/occupants, project contacts, users and incidental bystanders. Deliberate processing of medical records, payment credentials, government identity documents or biometric identifiers for recognition is outside the offered trial without a separate arrangement. Minimize incidental sensitive or child-related information and notify us if enhanced handling is needed.

WorkShutter will process Customer Personal Data only on documented instructions, including authorized service use, unless applicable law requires otherwise. It will notify Customer of such a legal requirement before processing unless prohibited, and inform Customer if it believes an instruction infringes applicable data-protection law. It may suspend affected processing while seeking clarification. No sale, advertising reuse or general-purpose AI training is authorized.

Confidentiality and safeguards

WorkShutter will restrict access to authorized people subject to confidentiality obligations and maintain technical and organizational safeguards appropriate to the risks, context and available technology. Current service measures include TLS transport, private object storage, workspace/role-scoped authorization, hashed email codes, scoped/expiring integration credentials, time-limited support grants, signed media access, upload-integrity verification, revocable gallery links and audit records. Changes must not materially reduce the overall agreed protection.

Customer controls lawful collection, its memberships, authorized sharing and its devices. Original files can contain GPS metadata and audio. These responsibilities do not remove WorkShutter's duties. The service does not promise independent-factor authentication, end-to-end encryption, a certified evidential chain of custody, an independent disaster-recovery copy or a numerical recovery service level. Required additional safeguards must be resolved before processing for which they are necessary.

Service providers

Customer authorizes the following providers for their stated functions: Cloudflare for API/network/object infrastructure, Neon for database services, Vercel for web delivery and API proxying, Resend for service emails, and Zoho Mail for support correspondence sent to the published contact address. The relevant scope includes only information needed for each function. Do not send unnecessary customer records by email. This list does not authorize unlisted customer-media AI processing.

WorkShutter will use appropriate written data-protection obligations for subprocessors, exercise selection diligence, and remain responsible for their processing to the extent required by applicable law. It will give advance notice of intended additions or replacements and a reasonable opportunity to object on data-protection grounds. The parties will seek a lawful alternative or discontinue the affected processing if an objection cannot be resolved. Urgent changes remain subject to applicable authorization and transfer requirements. Customer-chosen integrations follow Customer's separate instructions and arrangements.

Assistance and incidents

WorkShutter will promptly forward requests concerning Customer Personal Data and assist Customer, taking account of the nature of processing and information available, with individual rights, security, breach notifications, impact assessments and regulatory consultations. It will not respond on Customer's behalf except on documented instructions or as legally required.

WorkShutter will notify Customer without undue delay after becoming aware of a personal data breach affecting Customer Personal Data, and meet any shorter applicable obligation. Notice will include available information about the incident, affected categories and approximate scope, likely effects, response measures and a contact. Information may be provided in phases as facts emerge. WorkShutter will preserve relevant evidence and cooperate in mitigation. Unsuccessful attacks without a personal data breach are not automatically breach notices.

Return, deletion and verification

On termination or an authorized instruction, WorkShutter will, at Customer's choice, return or delete Customer Personal Data and delete copies unless law requires retention. Customer should arrange export before closure. Available exports include original files and structured project/media information; the parties will confirm the requested scope and any additional assistance so an incomplete export is not mistaken for all records.

WorkShutter will confirm the applicable return/deletion process, timing and lawful retention exceptions, subject to mandatory deadlines and switching rights. Any retained information remains protected and restricted to its lawful purpose. Restores must respect valid deletion instructions. WorkShutter will provide an accurate completion record and will not certify removal of copies it cannot verify. Trial expiry alone is not a deletion instruction. Assistance fees, if any, must be separately agreed and cannot defeat mandatory rights.

Compliance information and audits

WorkShutter will provide information reasonably necessary to demonstrate compliance with these terms and allow and contribute to audits or inspections by Customer or its mandated auditor as required by applicable law. The parties may coordinate reasonable notice, confidentiality and minimal disruption, use available independent evidence first, and protect other customers' data without obstructing statutory rights or urgent regulatory inspections.

International processing and precedence

WorkShutter operates from the United States. It will not carry out a restricted transfer without a lawful mechanism and required assessments or supplementary measures. Customer and WorkShutter must establish any required transfer clauses, completed schedules, regional representative arrangements and service-provider coverage before the affected customer processing begins. These terms do not incorporate unsigned or incomplete standard contractual clauses by implication, and publication is not a claim of EU/UK launch clearance. Contact ryanguthrie@zoho.com to arrange the applicable onboarding documents.

These terms prevail over conflicting service terms on personal-data processing. Mandatory transfer clauses and applicable law prevail over inconsistent contractual provisions. Service liability limitations do not restrict data-subject rights, regulator powers or liability that cannot lawfully be limited.