This agreement applies when the legal operator of Saywide, identified in the legal information, processes personal data in survey content on a customer’s documented instructions. The customer may be the controller or a processor acting for another controller; Saywide acts as processor or sub-processor accordingly. Roles depend on actual activities. A customer acting for another controller must have the authority and authorization needed to engage Saywide. This agreement forms part of the terms of service and takes effect when the customer accepts them. References below to the organizer mean that customer, acting within its lawful instructions.
1. Processing details
| Subject matter | Hosting surveys, collecting and transcribing answers, producing reports |
|---|---|
| Duration | While the organizer’s account exists, then deletion as in section 8 |
| Nature and purpose | Storage, transcription, AI analysis, display and export, only to provide the service |
| Data subjects | Respondents to the organizer’s surveys |
| Personal data | Answer text and any personal data respondents include in it; voice audio, transient only, while it is transcribed |
| Special categories | Only if the organizer asks for them or respondents volunteer them; the organizer is responsible for a lawful basis |
2. Instructions
Saywide processes the data only on the organizer’s documented instructions, which are these terms and the organizer’s use of the service’s features, unless the law requires otherwise; in that case Saywide will inform the organizer first unless the law forbids it. Saywide will tell the organizer if it believes an instruction breaks data protection law.
3. Confidentiality
Everyone at Saywide authorized to access the data is bound by confidentiality. Access is limited to administrators who need it for support, abuse handling or legal obligations, and their changes are logged.
4. Security
Saywide maintains the measures in the annex below and will update them as risks and technology change, without lowering the overall level of protection.
5. Sub-processors
The organizer authorizes the sub-processors listed below. Saywide will give at least 30 days’ notice of any new sub-processor by email to account holders; the organizer may object on reasonable data protection grounds and, if no solution is found, terminate the affected service. Saywide imposes equivalent data protection obligations on each sub-processor and remains responsible for them.
| Sub-processor | Purpose | Location |
|---|---|---|
| Railway Corporation | Hosting and database | EU West (European Union) |
| Amazon Web Services | Speech-to-text (Transcribe); AI reports (Bedrock), if used | EU West |
| OpenAI | AI reports and translation | United States |
| qrxrq.com | Service emails to the organizer (no answer data) | EU West |
6. International transfers
Where a sub-processor processes data outside the EEA, Saywide relies on an adequacy decision, including the EU–US Data Privacy Framework for certified providers, or the European Commission’s Standard Contractual Clauses.
7. Assistance
Saywide will help the organizer, taking into account the nature of the processing, to respond to data subject requests, and with security, breach notification, data protection impact assessments and prior consultation. Organizers can view, export and close surveys themselves; Saywide will delete specific answers on request. If a respondent contacts Saywide directly, Saywide will refer them to the organizer.
Saywide will notify the organizer without undue delay, and in any case within 48 hours, after becoming aware of a personal data breach affecting the organizer’s data, with the information the organizer needs to meet its own obligations.
8. Deletion and return
Before closing an account, the organizer can use the export formats available on its plan. Plan restrictions do not limit legally required access or return of data. On request, Saywide will return survey personal data in a commonly used, machine-readable format or delete it, at the organizer’s choice, on termination of processing. Contact team@qrxrq.com to arrange return before deletion. When the account is deleted, Saywide deletes the organizer’s surveys, answers and reports, unless the law requires it to keep them. Our retention policy requires backups, where enabled, to expire within 365 days. Until expiry, backup copies remain restricted to recovery purposes; deletion requests must be reapplied after a restoration.
9. Audits
Saywide will make available the information needed to demonstrate compliance with this agreement, and allow and contribute to audits by the organizer or an auditor it mandates, on reasonable notice, at the organizer’s cost, and no more than once a year unless a breach or authority requires it.
Annex: security measures
- Encryption in transit (TLS) for all connections, including to sub-processors.
- Voice audio streamed directly from the respondent’s browser to the speech service and not stored.
- No respondent IP address, user agent, name or email stored with answers.
- Passwords stored only as Argon2id hashes; sign-in protected by email verification and rate limits.
- Secure, HTTP-only cookies; access tokens and passwords removed from logs.
- Survey links use unguessable random tokens; logo storage paths do not reveal account IDs.
- AI requests sent with provider request storage turned off where available. Provider retention and processing are described in the privacy policy; disabling request storage does not itself establish a no-training commitment.
- Administrator access limited, requiring a reason for every change, with an audit trail.