Data processing agreement

amano is booking, diary and certificate software for chimney sweeps. It is run by Antonio Jaconelli in Glasgow, Scotland, trading as amano sweep (“amano”, “we”, “us”). You can contact us at support@amanosweep.co.uk.

1. What's covered

Subject matter	Providing the amano booking, diary, certificate, quote, invoice and reminder service to you
Duration	While you use amano, and up to 90 days afterwards while your data is available to export, before it's deleted
Nature and purpose	Storing, organising, displaying and sending information so you can take bookings, keep records, issue documents and contact your customers
People	Your customers, their tenants, landlords and letting agents, people who book or enquire through your page, and your staff who use amano
Types of data	Names, contact details, property addresses, booking and job details, appliance and chimney information, photos, certificates and notices, quotes, invoices and payment records. amano isn't designed to hold special category data, and you shouldn't add it

2. amano's commitments

amano will:

1. process your customers' data only on your documented instructions, which are these terms and the way you set up and use amano, unless the law requires otherwise. In that case we'll tell you first if the law allows;
2. make sure anyone who can access the data is bound by confidentiality;
3. keep appropriate security measures in place, including:
   • encrypted connections;
   • separation of each business's data at database level;
   • access limited to people who need it;
   • private links that can't be guessed for shared documents;
   • keeping the software up to date;
4. use only the sub-processors listed in our privacy notice. You give general authorisation for these. We'll give you at least 30 days' notice by email before adding or replacing one, and you may object on reasonable data protection grounds. If we can't resolve the objection, you can cancel and we'll refund any unused paid period. We'll impose the same data protection obligations on each sub-processor and remain responsible for them;
5. help you, as far as reasonably possible, to respond to requests from people exercising their data rights, and pass on to you any request we receive directly;
6. tell you without undue delay, and aim to do so within 48 hours, after becoming aware of a personal data breach affecting your data. We'll give you the information you need to meet your own obligations;
7. help you with data protection impact assessments and consultations with the ICO where they relate to amano;
8. at the end of the service, let you export your data, then delete it within 90 days. Information in backups is overwritten in the normal course;
9. give you the information reasonably needed to show compliance with this agreement, and allow audits on reasonable notice. Audits are limited to once a year unless there's been a breach, and are at your cost;
10. transfer data outside the UK only with the safeguards UK law requires, such as adequacy regulations or the UK International Data Transfer Agreement or Addendum;
11. tell you straight away if we think an instruction from you breaks data protection law.

3. Your commitments

• You have a lawful basis for the data you put into amano and for the emails amano sends your customers on your behalf.
• You give your customers the information they're entitled to about how their data is used. You can point them to our privacy notice, which explains amano's part.
• You keep your logins secure and only give access to people who need it.

4. Liability

The liability terms in our terms of service apply to this agreement. Each party remains responsible for its own obligations under data protection law.

5. Contact

For anything about data protection, email support@amanosweep.co.uk.