> For the complete documentation index, see [llms.txt](https://docs.kiloiot.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.kiloiot.io/processing-agreements.md). # Processing agreements Prepare a personal-data processing agreement for your Kilo deployment and understand responsibilities, providers, privacy requests and leaving the service. If your organisation uses Kilo to handle information about people, establish how that information will be used and protected before introducing it. Personal information can include a person's account details, a worker's location or readings that reveal someone's presence, even when the device itself has no person's name. CHIRP USA LLC operates Kilo. This guide explains the information needed to assess a processing arrangement. It is not a signed agreement, an approved list of providers or confirmation that every requirement has been met for your deployment. ## Understand each party's role A **controller** decides why personal information is collected and the essential choices about its use. A **processor** handles that information on the controller's instructions. Under the European Union's General Data Protection Regulation (GDPR), that processing needs a binding agreement describing the work and protections. Your organisation may be the controller for information collected through its devices. Kilo may act as its processor for the agreed service. For example, an employer deciding to record staff locations needs its own lawful purpose and information for staff; Kilo's handling of those records needs appropriate contractual and security arrangements. If you provide a service for another controller, explain that relationship too. Kilo also has its own purposes, such as administering accounts, billing and protecting its service. The [Privacy Policy](https://kiloiot.io/privacy-policy/) explains the company's processing. A single role label does not settle every use of information. ## Prepare the information for an agreement Contact **info \[at] kiloiot.de** (replace `[at]` with `@`) and describe: 1. Your legal organisation and whether you act for another organisation. 2. The Kilo service and features you want to use, including any assistant or integrations. 3. The people and information involved, why you need them and any sensitive categories. 4. Your required storage, support-access and provider locations. 5. Any security, recovery, privacy-request or end-of-service requirements you must meet. 6. Your authorised privacy, contract and incident contacts. Keep passwords, private keys, customer exports, footage and unnecessary identity documents out of the first message. The appropriate scope and secure exchange method can be established before confidential material is shared. The agreement needs to identify the processing, instructions, confidentiality, security measures, other processors, help with privacy requests and breaches, audit rights and what happens to information when the service ends. Confirm the actual parties, schedules and effective terms. A privacy notice or a general statement about security does not replace that agreement. Identifying a missing safeguard does not make it acceptable to process without a legally required protection. ## Check providers and locations for the actual service The providers involved depend on the features and integrations used. A company engaged to process information for a processor is called a **subprocessor**. An integration option or software component is not automatically an engaged subprocessor. Confirm the actual provider's role and the authorisation arrangements in your agreement. Kilo uses Hetzner for cloud infrastructure. The inspected German computing locations do not establish where every backup, support record, assistant-provider copy or remote access is located. Ask for the arrangements that apply to your information. Read [Infrastructure and providers](/infrastructure-and-subprocessors.md) for the verified location scope and its limits. Where GDPR international-transfer rules apply, the transfer needs the applicable legal safeguards as well as processing terms. An EU server, an encrypted connection or a provider's name does not answer that question by itself. An assistant can send messages and retrieved information to the selected model provider. A provider connected through your own account has its own terms. Check the actual information path, access, retention and training arrangements before enabling it. Disconnecting a provider does not erase information already sent. See [Assistant privacy](/ai-assistant/privacy.md). ## Handle privacy requests and incidents If someone asks your organisation for their information or its deletion, identify the relevant account, data and requested action. Explain when you need Kilo's assistance and your authority to act. Keep the received date and the result. Use [Privacy and data protection](/privacy-and-data-protection.md) for the contact process and applicable individual-request timing. For a suspected security incident, use [Report a security vulnerability](/incident-response-and-vulnerability-reporting.md). Where Kilo acts as a processor, GDPR requires notice to the controller without undue delay after awareness of a personal-data breach. This is distinct from the controller's own duties to authorities and affected people; it is not a 72-hour waiting period. ## Plan the end of service before it happens Agree how your organisation will receive or delete the personal information processed for it, including supplier copies, backups and any lawful storage exception. Under GDPR's processor rules, the controller chooses return or deletion after the processing services end, with existing copies deleted unless EU or Member State law requires storage. Cancelling a subscription, closing a login, requesting personal-data erasure and moving company data are different actions. Account closure does not currently automate complete deletion across all conversations and systems. Obtain a response describing what has been done, anything that remains and why, and the next step. Read [Data export and switching](/data-export-deletion-and-switching.md) and [Data and export formats](/data-and-export-formats.md) before moving service or ending access. A switching retrieval period is not a blanket permission to retain all personal information. Confirm a workable arrangement for your deployment before relying on it. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. 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