Data processing agreement

For the personal data your business keeps in Base Captain, your business is the controller and Base Captain, LLC is its processor. This agreement is part of the terms and sets out what Article 28 of the GDPR asks of both.

Last updated 6 November 2026

What we process

Subject and purpose.: We store and process the personal data you put in your bases so that Base Captain works for you: to keep it, show it to the users you allow, change it when you, your agents or your workflows ask, send the emails your bases send, and export it.
Nature.: Storing, reading, changing, copying for recovery, sending to the AI models when you use the assistant or agents on it, exporting and deleting.
Duration.: For as long as the terms run, and until your data is returned and deleted at the end.
The data and the people.: Whatever you put in a base, about whoever you keep it about: typically your staff, your customers, your suppliers and their contacts. You decide; we do not look.
What this agreement leaves out.: We may use data gathered from how Base Captain and its apps are used to improve our products. You do not put this data in your base and do not instruct us on it: we decide why it is kept, so we are its controller and answer for it, under our privacy policy. We do not share this data with other companies; only the providers that host Base Captain for us keep it.
What else this agreement leaves out.: Besides that data, the totals we count per week across the bases: the faults reported and the agent runs that fell short, as totals that name no base and hold no chat. Unmet asks are not counted. To make them we read how many such rows each base has, for a purpose we decide, so we are the controller of that step and answer for it, under our privacy policy. A base that keeps its data from the assistant and agents, in Settings, AI settings, is taken out of them.

How we process it

Your instructions.: We process the data only on your documented instructions: these terms and what you do in Base Captain. If the law requires something else of us, we tell you first, unless the law forbids it. If we think an instruction breaks data protection law, we tell you.
Confidentiality.: Everyone at Base Captain who may reach your data is bound to keep it confidential, and reaches it only to run or repair the service.
Your data subjects’ requests.: Your builders can find, export, correct and erase records themselves; erasing a record also removes its values from its history. Where that is not enough, we help you answer a request.
Breaches.: We tell you without undue delay after we learn of a breach of your data, with what we know, and help you meet your own duties to the authority and to the people concerned.
Helping you comply.: We help you with impact assessments and consultations with the authority, for what we know of the processing.

Security

A database of its own.: Each base has its own database and its own database roles; the role that answers your users' requests can neither get around the row rules nor reach another base's data.
Rules on every request.: Which records each role sees is enforced by the database itself, and which fields it sees or changes on every request, for people, the assistant and agents alike.
The history.: Every change is recorded with who made it and when, and can be undone.
Encryption in transit.: Every request reaches Base Captain encrypted, through the front that protects it.

The security page describes the measures in place.

Subprocessors

You authorise the subprocessors on the subprocessors page. We bind each to the same data protection duties as these, and answer to you for them.

We announce a new or replaced subprocessor there, and in its feed, thirty days before it starts. To object, write to [email protected] within those thirty days; if we cannot meet your objection, you may leave under the terms before the change applies.

At the end, and audits

Return.: You can export all of your data at any time, and at the end: one zip per base with every record and every attached file (Your data and leaving).
Deletion.: When you delete a base, or when the agreement ends and the time to take your data out has passed, we delete it, unless the law requires us to keep it.
Audits.: We make available the information you need to show that these duties are met: this agreement, the security page, the subprocessors, and answers to your written questions. An inspection beyond that is agreed with you in writing.