At HatStack (GovernanceOS), we respect your data. We are not in the business of selling your information. HatStack (Danish CVR no. 45574520) is the controller of the personal data described here. Questions about this policy or your data go to support@hatstack.net.

1. Data We Collect

We collect the data needed to provide the service:

Your account: your email address (for sign-in with a one-time code), your name, and the workspaces you belong to with your role in each.
Your project data: what you and your crew enter into projects, and the artifacts, drafts, snapshots and audit records the service keeps for them.
Other people you add: the names and email addresses of crew members, guests, signers and digest recipients you add to a workspace or project.
Signatures: when you sign, we record your name, email address, role, the time of signing and the IP address the signature came from, as evidence of who signed what.
AI usage: how many AI tokens your workspace used, to enforce the monthly AI budget.
Billing: your plan and subscription status. Payment details are handled by Paddle, not by us.
Technical data: request data such as IP address and the pages requested, processed by our hosting providers, and application logs.

We do not use advertising or analytics cookies or trackers. The browser storage the service uses is listed in the Cookie Policy.

2. Why We Process It

We process your account, project, signature, AI usage and billing data to provide the service you signed up for. We process technical data and logs to keep the service secure and working. Billing records are kept as the law requires.

3. AI Processing & Opt-Outs

We use OpenAI's API to provide generative features. We have explicitly opted out of all data-sharing for model training. Data sent to our sub-processors is never used to train, fine-tune, or improve public or private AI models. Our AI provider retains prompts for up to 30 days for abuse monitoring, after which they are permanently deleted.

Content is sent to OpenAI only when an AI feature runs: for example an AI draft you ask for, an image you upload to derive a design theme, or the governance audit when a scope goes live. Projects owned by a workspace on the Free plan never use AI. Workspace Owners and Administrators can turn AI off for their workspace, and each user can turn AI off for themselves. While AI is off for a workspace, nothing from its projects is sent to OpenAI; while you have turned AI off, no AI feature runs for you.

4. Data Ownership & Sovereignty

You retain full ownership of all artifacts, architectures, and project contexts you create. We do not sell, rent, or share your proprietary project data with third parties for marketing or analytical purposes.

5. Retention, Deletion & Your Rights

We keep your account and project data until you delete it. Application logs are kept for 30 days.

You can delete your data yourself at any time under Settings, Data custodian. This permanently deletes your profile, the workspaces you own, your projects, drafts, snapshots and audit records, and removes you from workspaces you are a member of. It does not reach copies our sub-processors hold under their own retention: application logs (up to 30 days), AI requests at OpenAI (up to 30 days), and Paddle's billing records.

You also have the right to access, correct, export and restrict the processing of your personal data, and to object to it. To use any of these rights, or to ask us to delete your data for you, contact support@hatstack.net. You can also lodge a complaint with a data protection supervisory authority, in particular in the EU or EEA country where you live or work.

6. Sub-processors

A sub-processor is a third party that processes your data on our behalf. We use the following:

Sub-processor	What it processes	When	Retention
Microsoft Azure	Your account, projects, artifacts, signatures and audit records (Cosmos DB), the application services that process them, and application logs	Always: this is where the service runs and your data is stored	Stored data until you delete it (see section 5). Application logs 30 days.
OpenAI	The content an AI feature sends: text from your project and, for design theme derivation, the image you upload	Only when an AI feature runs, on a plan with AI and with AI turned on for the workspace and for you	Up to 30 days, for abuse monitoring. Never used for training.
Vercel	Serves the GovernanceOS web application. Processes request data such as IP address and the pages requested.	Whenever you visit the site or use the application	Under Vercel's privacy policy
Paddle	Subscription billing and payment details, as merchant of record	Only when you open Plan & Billing, subscribe to a paid plan or manage billing	Under Paddle's privacy policy
Our email delivery provider	Email addresses and email content: sign-in codes, invitations, signature requests and digests	Whenever the service sends you or someone you added an email	Under the provider's policy

7. Data Residency

Your stored data lives in Microsoft Azure Cosmos DB in the Norway East region. The application services and logs that process it run in the North Europe region (Ireland). Both are inside the European Economic Area.

Generative AI requests are sent to OpenAI's API, and we have opted out of all use of your data for model training. Retention cannot be set below the provider's 30-day abuse-monitoring window. Vercel and Paddle process the data described above under their own infrastructure.

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