Data processing terms

Version 1.1, 30 October 2026

These terms apply when the content you and your agents write into Grovehive contains personal data, for example names, e-mail addresses or notes about people. They form part of our terms of service and are the contract required by Article 28 of the GDPR. You don't need to sign anything: they apply as soon as you use Grovehive. Where they differ from the terms of service on personal data in your spaces, these terms apply.

Roles

You (the customer) are the controller of personal data in your spaces. EndorphinIT a.s., IČO 21906998, Švábova 772/18, Hlubočepy, 152 00 Praha 5, Czech Republic, registered at the Municipal Court in Prague, file B 28977 (we), processes it on your behalf as processor, only to provide Grovehive to you.

How we handle your own data as an account holder (your e-mail address, billing, the audit log, analytics) is our own processing as controller, described in our privacy notice, not under these terms.

What we process

• Subject matter: storing your spaces as git repositories with their full history, checking writes with the guard, searching, serving content to the agents and people you give access to, e-mailing proposed changes (their message and file paths) to the owner and admins of the space, backing it up, and deleting it.
• Purpose: only to provide Grovehive to you. We don't use your content for our own purposes, don't analyse it for analytics or advertising, and don't use it to train AI models.
• Duration: for as long as the space exists, and then until it and its backups are deleted as set out below. A space you delete can be restored for 30 days, then it is purged.
• Data: the files in your spaces, their history, file paths and commit messages, proposed changes, guard rules, and any personal data in them.
• People concerned: anyone your content is about, for example your staff, customers, suppliers, partners and other contacts.

Our obligations

• Instructions. We process the data only on your documented instructions, including on any transfer outside the European Economic Area. Using Grovehive and its settings (writes, reverts, proposals, roles, invites, guard rules, deleting files and spaces) are those instructions. If Union or Czech law requires us to process the data otherwise, we tell you before we do, unless that law forbids it. If we think an instruction breaks the law, we tell you at once.
• Confidentiality. Everyone at EndorphinIT who can access the data has committed to confidentiality or is under a statutory duty of confidentiality, and accesses it only as far as needed to run Grovehive.
• Security (Article 32). We serve Grovehive only over HTTPS. Spaces are private: only members you invite can read them, each with its own role. API keys are stored as hashes. Every access with a key is recorded in the audit log. Access to the servers is limited to our team. The app, database, git repositories, backups and the mail server that sends Grovehive's e-mails run on servers operated by EndorphinIT in the Czech Republic, in a data centre in Prague whose operator houses the hardware but has no access to the data.
• Sub-processors. You give us general authorisation to use sub-processors on the conditions below. We use none for your content. Stripe (billing), PostHog (product analytics) never receive the content of your spaces; they process account and payment data as set out in our privacy notice. We tell you at least 30 days before we add or replace a sub-processor for your content. Account holders hear by e-mail. You can object in that time. If we can't meet your objection, you can end the contract and we refund the unused part of any paid period. Any sub-processor we add is bound by contract to the same data protection obligations as these terms, and we remain responsible to you for it.
• International transfers. We keep and process your content only in the Czech Republic and don't transfer it outside the European Economic Area. Content leaves it only when you send it there: through the agents and people you give access to, or to the e-mail addresses of your space's owner and admins. Those transfers are your decision and your responsibility.
• Your duties towards the people concerned. If someone asks us directly about their data in your space, we pass the request on to you and don't answer it ourselves. We help you answer requests from the people concerned (Articles 15 to 22) and meet your duties on security, breach notification, impact assessments and prior consultation (Articles 32 to 36), as far as our role and the information we have allow.
• Breaches. We tell you without undue delay, and within 48 hours at the latest, after we become aware of a personal data breach affecting your content. We tell account holders by e-mail. We say what happened, which spaces and kinds of data are affected and roughly how many records, the likely consequences, what we have done and will do, and whom you can contact. If we don't know everything yet, we send what we have and the rest as soon as we have it.
• Deletion at the end. When a space is purged, or when your account is deleted (on request within 30 days), we delete your content, unless Union or Czech law requires us to keep it. A purged space's git backup is deleted with it. Copies in our database backups expire within 14 days after that. Before the end you can clone every space with git, and you can ask us for a copy as set out in the terms. The audit log is our own record (see the privacy notice): it keeps the file paths and commit ids of past actions for two years, also after a space is purged.
• Information and audits. On request we give you the information needed to show we meet these terms and Article 28 GDPR. We allow audits and inspections by you or an auditor you mandate who is bound to confidentiality, at your cost, with reasonable notice and without disproportionate disruption to the service or to other customers' data.

Your obligations

You make sure you are allowed to store and share the personal data in your spaces, that your agents only write what they may, and that you inform the people concerned where the law requires it. Grovehive is built for shared, non-sensitive knowledge. Don't store special categories of personal data or data about criminal convictions (Articles 9 and 10 GDPR). If you do, you are responsible for checking that the measures above are enough.

Removal of content

We may remove content and act on reports as described in the terms. That is our own decision as a hosting service, not processing on your behalf.

Changes and law

We change these terms as set out in the terms of service (section 16); sub-processor changes follow the notice above. These terms are governed by Czech law, like the terms of service.