Data processing agreement

What this agreement covers

This agreement forms part of the service terms between your organisation and Taupe London Limited. Your organisation is the controller of its workspace’s personal data; we are its processor. It applies for as long as we hold that data to provide the service or complete its return or deletion.

We store, organise, retrieve, display, update, export and delete records to provide employee profiles, team structures, holiday management and private documents. Data subjects are workspace users, current and former team members and contacts whose details your organisation records, such as emergency contacts.

Data may include identity and contact details, employment terms, pay and tax information, working patterns, absence records, approval history and documents. Absence records or uploaded documents may include health or other special-category data where your organisation has a lawful reason to provide it. Only provide information needed for the service.

Your instructions

We process customer personal data only on your documented instructions, including your use of the service, authorised support requests and international transfers, unless law requires otherwise. We will tell you about a legal requirement before processing unless the law prohibits that notice. We will inform you if we believe an instruction infringes applicable data-protection law.

You are responsible for lawful instructions, appropriate notices and legal bases, and for deciding who may access your records. We will not use customer HR data for advertising or our own unrelated purposes.

Confidentiality and security

People authorised to process the data must be bound by confidentiality. We apply appropriate technical and organisational measures proportionate to the risks, including authenticated access, company and role checks, separate private-record permissions, protected connections and restricted administrative access.

Our service stores private documents in the protected database and checks authorisation when they are downloaded. Account holders can enable two-factor authentication. We review controls as the service and its risks change; we do not promise that any system is free from every security risk.

Service providers and international transfers

You give general authorisation for subprocessors needed to provide HappieMe. Supabase provides authentication and database services for customer records and documents. Amazon Web Services provides website delivery and service-email infrastructure, including processing the delivery details needed for invitations.

Stripe handles subscription and payment information; it is not used to store employee files. Our privacy notice explains billing and account processing separately.

We use written agreements requiring equivalent data-protection obligations for subprocessors and remain responsible for their performance of those obligations. We will give advance notice of proposed additions or replacements and a reasonable opportunity to object on data-protection grounds. We will work with you to resolve an objection; if we cannot, you may end the affected service and receive a refund for its unused prepaid period.

International transfers must comply with applicable data-protection law. Where required, we use adequacy decisions or appropriate contractual safeguards, including approved standard clauses and the UK addendum. You can request the current provider and transfer information through our contact details.

Helping you meet your responsibilities

Taking account of the processing and information available to us, we will help you respond to data-subject requests and meet obligations relating to security, breach reporting, data-protection impact assessments and consultation with regulators. We will forward requests about your records to you rather than make decisions on your behalf, unless legally required.

We will notify you without undue delay after becoming aware of a personal-data breach affecting your data, share available information needed to assess it and cooperate in containment and remediation. We will provide further information as it becomes available.

Returning and deleting records

Ending a paid subscription leaves the workspace on Free and does not end this processing agreement. If you end the service, you may choose to have your personal data returned or deleted. The workspace owner has 30 days after the service ends to request its return through Contact us, unless they instruct earlier deletion. We verify identity and authority and arrange secure delivery. A timely request remains valid while we fulfil it.

After that window and completion of any timely return request, we schedule deletion of the workspace’s records and stored document versions. We honour an authorised instruction to delete earlier. Data required by law is retained only for that purpose, with the relevant restrictions explained to you unless prohibited by law.

Residual backup copies are restricted from ordinary use and expire through the backup cycle. If restored for recovery, the relevant deletion instructions are reapplied. Cancellation does not erase other organisations’ workspaces or your separate account and legally required billing records.

Information and audits

We will make available information necessary to demonstrate compliance with this agreement and allow and contribute to audits, including inspections by you or an auditor you appoint. We will agree reasonable arrangements that protect other customers’ data and service security without preventing your statutory audit rights.

For instructions, requests or questions, Contact us or email support@happieme.com.