This annex supplements the Data Processing Agreement (DPA) for Customers that use the AI Steward at steward.relyd.co. It adds to Annex 1 (description of the processing) and Annex 2 (technical and organisational measures) of the DPA. Everything not set out here is governed by the DPA.
1. Subject matter and nature of the processing
relyd operates the AI Steward for the Customer. In doing so, relyd processes Customer Personal Data to:
- receive and store the tasks that Users give in the chat, by schedule or through a skill;
- look up data in the systems the Customer connects and, on the Customer's instructions, prepare or carry out actions there (for example create a task or a note);
- send the content needed for a step to the AI provider to generate the answer or the next step;
- record every step, every approval and the costs;
- keep memory entries, skills and schedules that the Customer has approved;
- store and back up these data.
2. Categories of data subjects
- Users of the AI Steward;
- persons whose data the Customer or its Users enter into a task;
- persons whose data the Steward reads from or writes to a connected system, in particular the Customer's customers, suppliers and their contact persons.
3. Types of personal data
- Users: name, e-mail address, identifier of the relyd account, role, sign-in times;
- content: the text of tasks and answers, results of each step, approvals with name and time, memory entries, skills and schedules;
- data from connected systems, to the extent needed for a task: for example names of customers and contact persons, invoice numbers, amounts, due dates, payment status, tasks and notes;
- connections: name of the connected company and encrypted access tokens;
- usage data: number of steps and costs per task;
- technical logs: time, address called and status of requests, without the content of tasks.
The Customer decides which systems it connects and what it asks. Special categories of personal data may be processed only within the limits of the Sensitive Data Terms.
4. Artificial intelligence
4.1 For each step, relyd transmits to the AI provider listed as a subprocessor only the content needed for that step: the task and the conversation so far, the background the Customer has set (for example approved memory entries) and the results of earlier steps of the same task.
4.2 Under its contract with relyd, the AI provider may not use this content to train its models. It may keep it for at most thirty (30) days to detect abuse and then deletes it. relyd does not use the provider's storage of conversations.
4.3 The AI model proposes the next step. Whether a step is carried out is decided by the controls of section 5 of the AI Steward Terms and, where required, by a person.
5. Location of the data
- Operation: on servers of OVH SAS in the European Union (Poland).
- Backups: encrypted, with OVH SAS in Germany.
- Network: requests to steward.relyd.co pass through the network of Cloudflare, Inc., which protects the service against attacks.
- AI provider: as listed in the subprocessor list; transfers outside the EU, the EEA, the UK and Switzerland follow Annex 3 of the DPA.
6. Technical and organisational measures
In addition to Annex 2 of the DPA:
- Separation: each Customer has its own database; there is no query across Customers.
- Access: only with a relyd account confirmed in two steps and a valid licence; roles limit what a User sees and may approve.
- Connections: access tokens are encrypted before they are stored and are never shown again.
- Control of actions: payments and deletions are never carried out; changes wait for approval unless the Customer has allowed an approved skill to carry them out; every step is recorded.
- Content from outside: the Steward is instructed to treat content from connected systems, e-mails or documents as data and never as an instruction; actions from such content are still subject to the controls above.
- Transport: connections are encrypted (TLS), also between the Cloudflare network and the server.
- Backups: nightly; encrypted with a public key before they leave the server, the secret key is kept offline; stored with a retention lock.
7. Retention and deletion
| Data | Retention |
|---|---|
| Tasks, steps, approvals, memory entries, skills, schedules | during the subscription; the Customer can delete memory entries, schedules and connections itself at any time, other data on request to privacy@relyd.co |
| After the end of the subscription | deleted from the active systems thirty (30) days later (section 9.2 of the DPA) |
| Backups on the server | fourteen (14) days |
| Encrypted backups off-site | daily copies thirty (30) days, the copy of the first of each month three hundred and sixty-five (365) days, in any case at the latest twelve (12) months after the end of the subscription (section 9.3 of the DPA) |
| Technical logs | as long as needed for operation and security, at the latest thirty (30) days |
| Content at the AI provider | at the latest thirty (30) days (section 4.2) |
8. Subprocessors
For the AI Steward, relyd uses the following subprocessors from the subprocessor list:
- OVH SAS: servers and backups;
- Cloudflare, Inc.: network and protection against attacks;
- OpenAI Ireland Ltd / OpenAI, L.L.C.: AI model.
Systems that the Customer connects itself, such as Exact Online or its own MCP servers, are not relyd subprocessors (section 5.6 of the DPA).