Data Processing Agreement

This agreement is maintained by Proper Platforms Ltd (trading as Beagle) and forms part of our Terms of Service. It is a draft provided for review, not legal advice, so have it reviewed by a solicitor before relying on it. If your organisation needs a signed copy or your own paper, email hello@usebeagle.co.uk.

1. Roles

For personal data that you upload or capture in your workspace, such as the contacts you scan, the stand visits you log and the notes you dictate, you are the controller and we are the processor, acting on your documented instructions.

For your own account and billing data, and for the public exhibitor directory we compile ourselves, we are the controller. That processing is covered by our Privacy Policy, not this agreement.

2. Subject matter and duration

We process customer personal data for as long as your workspace is active, and for the deletion window described in section 8. The subject matter is the provision of the Beagle service: capturing, organising and reporting on trade-show leads.

3. Nature and purpose of processing

• Hosting and storing the content you create in your workspace.
• Transcribing dictation, reading badge and business-card photos, and drafting follow-ups using the AI providers listed on our sub-processors page.
• Producing show reports, ROI figures and exports you request.
• Sending transactional email you or your teammates trigger.
• Providing support when you ask for it.

4. Categories of data subject and personal data

Data subjects are the people you meet at shows and the teammates you invite. Personal data typically includes name, job title, employer, business email and phone number, stand and show context, your notes about the conversation, and any photos you capture. Beagle is not designed for special-category data and you should not enter it.

5. Our obligations

• We process customer personal data only on your documented instructions, including the instructions implicit in your use of the product, unless we are required to do otherwise by law.
• Everyone with access is bound by confidentiality obligations, and access is limited to those who need it to run or support the service.
• We will not sell customer personal data, or use it to train general-purpose AI models.

6. Security measures

• Data encrypted in transit (TLS) and at rest by our hosting provider.
• Row-level access rules in the database so a workspace's data is only readable by that workspace's members, enforced server-side.
• Role-based permissions inside a workspace (owner, admin, member).
• Private storage buckets for uploaded photos and documents, served through short-lived signed links.
• An audit log of significant workspace actions, visible to owners and admins.
• Regular automated backups held by our hosting provider.

7. Sub-processors

You give us general authorisation to engage the sub-processors listed on our sub-processors page. We will update that page before a new sub-processor starts processing, and Team-plan customers can ask to be notified in advance and raise a reasonable objection. Each sub-processor is bound by data-protection terms at least as protective as those in this agreement, and we remain liable for their performance.

8. Return and deletion

You can export your workspace data at any time from Settings. On request, or when your account is closed, we delete customer personal data within 30 days, except where we must keep it to meet a legal obligation. Backups age out on our provider's rolling schedule.

9. Assistance and personal-data breaches

We will help you respond to data-subject requests and, where relevant, to data-protection impact assessments. If we become aware of a personal data breach affecting your data, we will notify you without undue delay and share what we know so you can meet your own reporting duties.

10. International transfers

Core hosting is in the EU. Some feature providers process data in the United States, as marked on the sub-processors page. Those transfers rely on the UK International Data Transfer Addendum or the EU Standard Contractual Clauses, together with the provider's own safeguards.

11. Audit

On reasonable written notice, and no more than once a year unless required by a regulator, we will provide the information you need to demonstrate compliance with this agreement, including our providers' current certifications and reports where we are permitted to share them.

12. Contact

Data protection queries: hello@usebeagle.co.uk. Proper Platforms Ltd, registered in England and Wales, company number 17007913, registered office 2 Litton Close, Chesterfield, United Kingdom, S43 3TD.