1. Roles and definitions
This Addendum forms part of the Terms of Service between
you and DeadlineFox. It applies whenever we process personal data about your contacts
on your behalf. You do not need to sign or return anything: it takes effect with the
Terms.
In this Addendum, Contact Data means personal data about your
contacts that we process for you, described in Annex A. Data Protection
Law means the New Zealand Privacy Act 2020, the UK GDPR, the EU GDPR, the
California Consumer Privacy Act as amended, and any other privacy law that applies to
that processing.
- For Contact Data, you are the controller and we are the processor.
- If you are yourself a processor acting for someone else, such as an agency
running campaigns for a client, then we act as your sub-processor, and references
to your instructions mean instructions passed down from your own controller. You
confirm you have the authority to give them.
- For your own account data, such as your name, email address, and billing
records, we are the controller. That is not covered by this Addendum. Our
Privacy Policy governs it.
2. Your instructions
We will process Contact Data only on your documented instructions, including for
international transfers, unless the law requires otherwise. Your instructions are:
the Terms, this Addendum, and the settings you choose in the Service. Configuring a
campaign is an instruction to process the contacts who enter it.
If we believe an instruction breaches Data Protection Law, we will tell you. If the
law requires us to process Contact Data for some other reason, we will tell you
before doing so unless the law forbids that.
We will not sell Contact Data, share it for cross-context behavioral advertising,
use it to build advertising profiles, or use it for our own purposes. We will not
combine it with data from other sources except as permitted by Data Protection Law.
3. Confidentiality
Access to Contact Data is limited to people who need it to run or support the
Service. Everyone with access is bound by confidentiality obligations that survive
the end of their engagement with us.
4. Security
We maintain appropriate technical and organizational measures to protect Contact
Data, described in Annex B. Those measures take into account the state of the art,
the cost of implementation, and the risk to the people involved.
The most significant measure is architectural rather than procedural: the Service is
built so that the sensitive values are never in our possession. We do not store your
contacts' email addresses.
5. Sub-processors
You give us general authorization to engage the sub-processors listed in Annex C. We
impose data protection obligations on each of them that are no less protective than
those in this Addendum, and we remain fully liable to you for their performance.
If we intend to add or replace a sub-processor, we will give you reasonable notice
by email or in the Service before it starts processing Contact Data. If you have a
reasonable objection on data protection grounds, tell us and we will work with you
to find a solution. If we cannot, you may terminate the affected part of the Service
and receive a pro-rata refund of any prepaid fees for the unused period.
6. Helping you meet your obligations
Taking into account the nature of the processing and the information available to
us, we will give you reasonable assistance with:
- Requests from data subjects exercising rights of access,
correction, deletion, restriction, portability, or objection. If a contact
approaches us directly, we will not respond on your behalf beyond telling them to
contact you, and we will pass the request on.
- Data protection impact assessments and any prior consultation
with a regulator that follows from one.
- Security, breach reporting, and impact assessments, to the
extent your own privacy law places those duties on you and our assistance is
needed to meet them.
You can erase a contact from the Service yourself. That deletes the contact record and
permanently strips the identifying values from the associated campaign entries, which
remain as anonymous rows because they are also the campaign's statistics. It cannot be
undone.
Because we store only a keyed hash of each contact identifier, neither we nor you can
produce a list of your contacts. We can act on a value you already hold.
7. Personal data breach
If we become aware of a personal data breach affecting Contact Data, we will notify
you without undue delay, and in any event in time to let you meet your own reporting
deadlines. The notification will describe what we know: the nature of the breach,
the categories and approximate number of people and records affected, the likely
consequences, and the steps we are taking.
We will not make a public statement identifying you in connection with a breach
without consulting you first, unless the law requires it. Notifying you is not an
admission of fault.
8. Deletion and return
You can request a copy of your campaign data at any time while your account is open,
and we will provide it in a commonly used format.
Deleting a campaign removes the Contact Data belonging to it. Cached deadline state
expires automatically shortly after the deadline has passed. When your account is
closed, we will delete or anonymize remaining Contact Data within a reasonable
period, unless the law requires us to keep something, in which case we will keep only
that and only for as long as required.
9. Audits and information
We will make available the information reasonably necessary to demonstrate
compliance with this Addendum, and will respond to reasonable security questionnaires
about the processing.
Where you have an audit obligation under your own privacy law that this does not
satisfy, tell us and we will agree a way to meet it, normally a remote review. We do
not offer a general right of entry: we are a small team, the Service runs entirely on
the sub-processors listed in Annex C rather than on infrastructure of our own, and an
on-site audit of us would not tell you much that Annex B does not.
10. International transfers
Contact Data is stored in the United States (AWS region us-east-1, Northern Virginia).
Our sub-processors operate globally, so data may be processed in other countries.
If you are subject to UK or EU data protection law, ask us and we will enter into the
European Commission's Standard Contractual Clauses, and the Information Commissioner's
International Data Transfer Addendum for the UK, with us as data importer and you as
data exporter. Annex A supplies the description of processing those clauses require,
Annex B the security measures, and Annex C the sub-processors.
11. California
For personal information covered by the California Consumer Privacy Act, we are a
service provider and you are the business. We will not sell or
share that information, will not retain, use, or disclose it for any purpose other
than performing the Service for you, and will not combine it with personal
information from another source except as the Act permits.
We certify that we understand these restrictions and will comply with them. You may
take reasonable steps to confirm we are using the information consistently with your
obligations, and to stop and remediate unauthorized use.
12. Liability, precedence, and changes
Each party's liability under this Addendum is subject to the limitations and
exclusions in the Terms. This Addendum is governed by the same law and subject to
the same courts as the Terms.
If this Addendum conflicts with the Terms on the processing of Contact Data, this
Addendum wins. Where we have entered into the Standard Contractual Clauses with you,
those clauses win over both.
We may update this Addendum where the law or the Service changes, provided the
update does not reduce the protection it gives Contact Data. The date at the top
shows the current version, and we will tell customers by email about any material
change.
Annex A: description of the processing
| Item | Detail |
|---|
| Subject matter | Providing the DeadlineFox service: assigning each contact a personal deadline and displaying it consistently across the emails they receive and the pages they visit. |
| Duration | For as long as the campaign exists, and otherwise for as long as your account is open, plus the deletion periods in section 8. |
| Nature and purpose | Storing, retrieving, and caching deadline records; recognizing a returning contact; recording conversions; producing campaign statistics for you. |
| Categories of data subjects | Your contacts: the people who receive your campaign emails or visit your campaign pages. |
| Categories of personal data | A keyed hash (HMAC) of the contact's email address or email platform contact ID. A random visitor token. Timestamps: campaign entry, original and current deadline, any extension, and conversion time. |
| Data we do not process | Email addresses in their original form, names, location data, device fingerprints, payment data, and any browsing activity outside the campaign pages you register. |
| Special category data | None. The Service is not designed for it and you should not submit it. |
| Frequency | Continuous, for the duration of a campaign. |
Annex B: technical and organizational measures
| Measure | What we do |
|---|
| Data minimization | Contact identifiers are stored only as keyed hashes. Original email addresses are never written to our database. |
| Pseudonymization | Identifiers are hashed with HMAC using a secret held only by us and never exposed to the browser or to customers. |
| Encryption in transit | All connections to the Service use TLS. |
| Encryption at rest | Provided by our database and cache providers. Email platform API keys are separately encrypted by us before storage and are never returned to the browser. |
| Cookie contents | The visitor cookie holds only a random visitor token, the deadline, and its status. It contains no name, email address, or other contact details. |
| Access control | Access to production data is limited to those who need it, over authenticated accounts. Administrative actions on customer accounts are recorded in an audit log. |
| Tenant separation | Every query is scoped to the owning account, so one customer's data is not reachable from another's session. |
| Link and token integrity | Campaign links carry signed, campaign-scoped tokens with an expiry, so a link cannot be replayed indefinitely or reused across campaigns. |
| Infrastructure | Hosting, database, and cache run on established providers that maintain their own security programs and certifications. We do not operate our own servers. |
| Resilience | Managed backups and point-in-time recovery are provided by our database provider. |
Annex C: sub-processors
These are the parties that process Contact Data on our behalf.
| Sub-processor | Purpose |
|---|
| Supabase | Primary database. Stores campaign and contact records. |
| Vercel | Application hosting and edge delivery. Contact Data transits it when a timer is served. |
| Upstash | Caching of deadline state and background job queueing. |
This list is deliberately shorter than the vendor list in our
Privacy Policy: Stripe and Resend handle your
account data, where we are the controller rather than your processor, so they are not
sub-processors of Contact Data. SnapRender is a screenshot provider and receives no
Contact Data.
Contact
Questions about this Addendum, and any data protection request, go to
support@deadlinefox.com.