Data Processing Terms

You decide what client data to collect and why. You're the business (often called the "controller") and we're your service provider (the "processor"). You're responsible for having the right to collect client data and for telling your clients how you use it.

We process client data only to provide, secure and support the service for you, following your instructions (which include how you set up and use the service). We don't sell client data, use it for advertising or our own marketing, or combine it with other businesses' data. If we believe an instruction breaks the law, we'll tell you.

Only people who need client data to run or support the service can reach it, and they're bound to keep it confidential. We look at your account's data only to support you, keep the service secure, or where the law requires.

• Encryption in transit (HTTPS) for every page, upload and email hand-off.
• Row-level security in the database, so each business's data is kept apart.
• Private file storage. Files are served only after checking the person may see them, and photo metadata (including location) is removed on upload.
• Two-step sign-in for staff, required for owners and managers, and rate limits on sign-in.
• An audit log of important changes. Vaccine records and signatures can't be edited or deleted after they're saved.
• Automatic database backups.

You agree that we may use the providers on our subprocessors list to help run the service. Each is bound by a written contract with data protection duties at least as strict as these terms. We stay responsible for them.

We'll update the list before adding or replacing a provider. If you have a reasonable objection to a new provider, tell us; if we can't resolve it, you may cancel and get a refund of fees paid for the time after the change. See the current list.

If we confirm a security incident that affects your client data, we'll tell you without undue delay, and within 72 hours of confirming it. We'll share what we know, what we're doing about it, and what you may need to tell your clients, and we'll keep you updated.

If a client asks you for a copy of their information, a correction or a deletion, we'll help you respond. If a client contacts us directly, we'll pass the request to you and won't answer it ourselves unless you ask us to or the law requires it. We'll also give you reasonable help with any other legal duties you have about client data, such as answering a regulator.

When your account closes, we offer you a full export of your data. We delete client data 30 days after the export is offered, unless the law requires us to keep it. Encrypted backups are overwritten within 35 days after that.

Client data is stored and processed in the United States.

Questions about these terms: legal@tailbunk.com.