Data processing agreement
The processor terms: what we do with your data, on whose instruction, with whom, and what happens when it ends.
Last updated on 23 September 2026
Draft. Some details of the company are still being registered, so this document is not final and is not indexed by search engines.
This agreement is part of the contract between you, the controller, and Quathos LLC, the processor, and applies whenever we process personal data on your behalf in Quathos Room. Accepting the terms of service accepts this document too, with no separate signature needed. If your organization requires a signed copy, write to legal@quathos.com.
1. Object and duration
We process personal data to provide Quathos Room: messages and files, calendars and invitations, meeting participation records, and the identification of the people you authorize. Processing lasts as long as the contract, plus the export and purge periods described in the terms.
Meeting media is processed in transit and not stored: audio, video and screen share pass through our media engine to reach the other participants, and no copy is kept, unless the meeting is recorded.
Recording and transcription are modules of some plans and stay off until someone who organizes a meeting turns capture on, inside the room. Once it is on, the room says so for as long as it runs, and it covers whoever is there; anyone can leave the file with one click, and from that moment the media engine receives a list without them and captures nothing outside it. Who is in that list is decided by the product, never by the browser, which is what makes leaving a guarantee and not a request. The recording is yours: you are the controller of the file, you decide what it is for and how long it is kept, and we keep the record of who was in the capture, who left it and at what time.
The transcript is produced on our own infrastructure, by a model that runs on our machines. No audio and no video of your meetings is sent to a speech to text provider, which is why turning transcription on adds no subprocessor to the list at the end of this agreement. Capture can also be turned on as transcript only: in that mode the media is deleted as soon as the text is ready, and what remains is the text.
If the law that applies to you requires each participant to agree before any capture, the installation can be configured to ask: in that mode, asking to record turns off every microphone and camera in the room, puts the question to each participant, and capture only begins after the answers, with whoever did not answer left out of the file. Choosing between the two modes is yours, and so is the duty that the law of each participant location adds on top.
2. Data and data subjects
| Data subjects | Categories of data |
|---|---|
| Your members | Name, email, role, what they write and upload, presence and participation records, and, while a capture runs, their voice, their image and the text of what they said. |
| External guests | The name they typed, the chat they wrote, entry and exit times, IP address, and, while a capture runs, their voice, their image and the text of what they said. |
| Anyone mentioned in content | Whatever your people write about them. We do not control this category and cannot narrow it. |
3. Our obligations
- Process only on your documented instruction. Using the product is the instruction; anything beyond it we ask for in writing.
- Bind everyone with access to confidentiality, and keep that access named and logged.
- Apply the technical measures described on the security page, starting with isolation between organizations enforced in the database itself.
- Help you answer data subject requests and, where needed, impact assessments and consultations with authorities.
- Tell you about an incident without undue delay, with what we know at the time.
- Delete or return the data at the end, at your choice, except what the law makes us keep.
4. Subprocessors
You give general authorization for the subprocessors listed on the subprocessors page. We announce a new one before it starts, and you may object on reasonable data protection grounds; if we cannot accommodate the objection, you may terminate the affected service without penalty. Each subprocessor is bound by obligations no weaker than these.
5. International transfers
Data is stored in Germany (Falkenstein and Nuremberg). Administration happens from the United States, where Quathos LLC is established, which is itself a transfer. For it, and for the subprocessors located outside the European Economic Area or Brazil, we rely on the Standard Contractual Clauses of the European Commission and on the equivalent ANPD instruments, together with the access controls described on the security page.
6. Audits
Once a year, or after an incident that affected you, you may audit our compliance with this agreement. We answer questionnaires and give the documentation we have. An on site audit is arranged in advance, at your cost, without disturbing other customers, and we will not grant access that would expose another customer’s data.
7. When it ends
On termination you have 30 days to export. After that we delete the workspace, and backups rotate out within 30 days more. We confirm the deletion in writing if you ask.
Our data protection officer is [dpo], reachable at privacy@quathos.com.