Data Processing Agreement for Allocade

Last updated: July 11, 2025

 

This Data Processing Agreement ("DPA") supplements and forms part of the Allocade Terms of Service between Sagewill SRL ("Sagewill", "we," "us," or "our") and you ("Customer," "you," or "your"). This DPA governs the processing of personal data in connection with your use of the Allocade time tracking service.

 

1. Definitions

 

"Data Protection Laws" means all applicable privacy and data protection laws, including the EU General Data Protection Regulation (GDPR), UK GDPR, California Consumer Privacy Act (CCPA), and other applicable regional privacy laws.

 

"Personal Data" means any information relating to an identified or identifiable natural person that is processed through the Allocade service.

 

"Processing" has the meaning given in applicable Data Protection Laws and includes any operation performed on Personal Data.

 

"Controller" and "Processor" have the meanings given in applicable Data Protection Laws.

 

"HubSpot" means HubSpot, Inc. and its customer relationship management (CRM) platform. HubSpot is a separate company that is not affiliated with, endorsed by, or sponsored by Sagewill SRL in any way.

 

2. Scope and Data Controller/Processor Roles

 

2.1 This DPA applies to Personal Data processed by Allocade in connection with the time tracking services provided under our Terms of Service.

2.2 You act as the Data Controller for all Personal Data you input into or process through Allocade. We act as your Data Processor.

2.3 Each party will comply with its obligations under applicable Data Protection Laws.

 

2.4 Relationship with HubSpot: Allocade integrates with the HubSpot platform to provide time tracking functionality. The majority of time entry data is stored directly within your HubSpot account and is subject to HubSpot's own data processing terms and terms of service.

 

3. Data Processing Details

 

3.1. Categories of Data Subjects: Your employees, contractors, and other users who create time logs in your HubSpot portal.

 

3.2 Categories of Personal Data Stored and Processed Exclusively in HubSpot:

 

- User names and email addresses
- Detailed time entry descriptions and notes
- Time entries associated with specific CRM objects (contacts, companies, deals, tickets)
- All other CRM-related information within your HubSpot account

 

3.3 Categories of Data Processed by Sagewill:

- Your HubSpot portal ID and admin email address (for support purposes only)
- Anonymized time entry duration data with associated HubSpot record IDs

- Object type that time entries are stored on (contact, company, deal, or ticket)

- Type of time entry (manual, live tracking, or quick-add)

- Anonymized app usage analytics and metrics

- Billing and subscription information

 

3.4 Purposes of Processing by Sagewill:

- Providing time tracking functionality within HubSpot
- Customer support and service maintenance

- Service improvement and debugging (using anonymized data only)

- Billing and subscription management

- App performance monitoring and analytics

 

4. Data Storage and Retention

 

4.1 HubSpot Data Storage: Time entry data, including personal information, descriptions, and CRM associations, is stored directly within your HubSpot account and is governed by HubSpot's data processing terms.

 

4.2 Sagewill Data Storage: We do not store CRM-related information or detailed time entry content. We store only the categories of data shown in clause 3.3 of this Data Processing Agreement.

 

4.3 Personal Data processed by Sagewill will be retained for the duration of your subscription and deleted within 30 days after termination, except where longer retention is required by law.

 

5. Data Security

 

5.1 We implement appropriate technical and organizational security measures to protect Personal Data, including:

 

- Access controls and authentication requirements

- Regular security monitoring and updates

- Employee training on data protection

 

5.2 We will notify you without undue delay upon becoming aware of any data breach that affects your Personal Data processed by Sagewill.

 

5.3 HubSpot Security: Data stored within your HubSpot account is protected by HubSpot's security measures as described in their data processing agreement and security documentation.

 

6. Your Obligations

 

6.1 You are responsible for:

 

- Ensuring you have lawful basis for processing Personal Data through Allocade

- Providing necessary privacy notices to your users

- Obtaining required consents where applicable

- Ensuring accuracy of Personal Data you provide

- Complying with HubSpot's terms of service and data processing requirements

- Managing access controls within your HubSpot account

 

7. Data Subject Rights

 

7.1 Time entry data stored in HubSpot can be managed, corrected, or deleted directly through your HubSpot account interface to help you respond to data subject requests.

 

7.2 For data processed by Sagewill, if we receive a data subject request directly, we will promptly forward it to you for response.

 

7.3 We will provide reasonable assistance to help you respond to data subject requests related to data processed by Sagewill where we are unable to fulfill them directly.

 

8. Sub-Processors

 

8.1 We may engage third-party sub-processors to help provide the Allocade service. Current sub-processors include our hosting providers (Cloudflare) and payment processor (Stripe).

 

8.2 We ensure all sub-processors provide adequate data protection guarantees and enter into appropriate data processing agreements.

 

8.3 We will notify you of any changes to our sub-processors with reasonable advance notice.

 

8.4 HubSpot as Third Party: HubSpot processes and stores the majority of your time entry data according to their own sub-processor arrangements and data processing terms.

 

9. International Data Transfers

 

9.1 Personal Data processed by Sagewill may be transferred to and processed in countries outside your jurisdiction, including the United States and other countries where our service providers operate.

 

9.2 Where such transfers occur, we ensure appropriate safeguards are in place, including Standard Contractual Clauses or other approved transfer mechanisms under applicable Data Protection Laws.

 

10. Audits and Compliance

 

10.1 Upon reasonable request, we will provide information necessary to demonstrate compliance with this DPA and applicable Data Protection Laws for data processed by Sagewill.

 

11. Liability and Remedies

 

11.1 Each party's liability under this DPA is subject to the limitation of liability provisions in our Terms of Service.

 

11.2 Sagewill is not responsible for data processing, security, or compliance issues related to data stored within your HubSpot account, which is governed by your agreement with HubSpot.

 

12. Termination

 

12.1 This DPA remains in effect for the duration of our Terms of Service.

 

12.2 Upon termination, we will delete or return Personal Data processed by Allocade in accordance with your instructions, except where retention is required by law.

 

12.3 Data stored within your HubSpot account will remain subject to your agreement with HubSpot and their data retention policies.

 

13. Contact Information

 

For questions about this DPA or to exercise your rights under Data Protection Laws, contact us at:

 

Email: support@sagewill.com
Address: Sagewill SRL, Via Panciatichi 16, Florence, Italy