DATA PROCESSING AGREEMENT (DPA)

according to Art. 28 GDPR

Preamble

1. The Controller is a psychotherapist/psychologist using the Processor's therapy documentation and AI assistance platform for managing therapy sessions, creating reports and applications.
2. The Controller is solely responsible for compliance with data protection regulations towards their patients, particularly for obtaining required consents.
3. The Processor processes personal data exclusively on behalf of and according to the instructions of the Controller.

§ 1 Subject Matter and Duration

(1) Subject Matter

The Processor provides a web-based platform for:

• Transcription of therapy sessions
• Storage of session notes and patient data
• AI-assisted creation of therapy reports
• AI-assisted creation of reimbursement applications
• Management of patient data

(2) Duration

This DPA applies for the duration of the Controller's use of the platform.

§ 2 Nature and Purpose of Data Processing

(1) Processing Purpose

Processing serves exclusively to provide the platform functions for therapy documentation.

(2) Types of Data

• Patient data (name, first name, optionally additional data entered by the Controller)
• Therapy session notes and transcriptions
• Diagnoses and treatment contents
• AI-generated reports and applications
• Therapist data (account management)

(3) Categories of Data Subjects

• Patients of the Controller
• The Controller themselves (as user)

§ 3 Controller's Right to Issue Instructions

(1) The Processor processes personal data exclusively according to documented instructions from the Controller, unless required by EU or German law to process.

(2) Instructions are issued through:

• This agreement
• Use of platform functions by the Controller
• Written or electronic individual instructions

(3) If the Processor considers an instruction to be unlawful, they will inform the Controller immediately.

§ 4 Controller's Responsibilities

(1) Patient Consent

The Controller warrants that they have obtained the necessary consents from their patients for data processing according to Art. 6, 9 GDPR.

(2) Lawfulness

The Controller is solely responsible for:

• The lawfulness of data collection
• Compliance with therapeutic confidentiality obligations
• Informing patients about data processing
• Fulfilling data subject rights (access, deletion, etc.)

(3) Data Accuracy

The Controller is responsible for the accuracy and currency of entered data.

§ 5 Processor's Obligations

(1) Confidentiality

The Processor commits all persons involved in processing to confidentiality.

(2) Technical and Organizational Measures

The Processor implements appropriate technical and organizational measures according to Art. 32 GDPR, in particular:

• AES-256 encryption of all sensitive data (at rest)
• Per-user encryption keys
• TLS/SSL encryption for data transmission
• IP-restricted server access with 2FA
• Regular security updates
• Audit logging of all accesses
• Firewall-protected servers in German data centers

A detailed description of TOMs is provided in Annex 1.

(3) Data Breaches

The Processor reports data breaches immediately (within 24h at the latest) to the Controller with all relevant information according to Art. 33 GDPR.

§ 6 Sub-processors

(1) Approved Sub-processors

The Controller hereby consents to the engagement of the following sub-processors:

(2) Changes

When planning to add or change sub-processors, the Processor will inform the Controller at least 14 days in advance via email. The Controller may object within 14 days for data protection reasons.

(3) Sub-processor Obligations

The Processor obligates sub-processors to the same data protection obligations as themselves.

§ 7 Data Subject Rights

(1) Support

The Processor appropriately supports the Controller in fulfilling data subject rights (access, rectification, deletion, etc.).

(2) Direct Requests

If a data subject contacts the Processor directly, they will be referred to the Controller without delay.

(3) Technical Support

The platform offers the following functions to fulfill data subject rights:

• Data export (Art. 20 GDPR - Data portability)
• Data deletion (Art. 17 GDPR - Right to erasure)

§ 8 Data Deletion and Return

(1) Upon Contract Termination

After termination of use, the Processor deletes all personal data of the Controller within 30 days, unless legal retention obligations exist.

(2) Data Export

The Controller can download all data via the export function before contract termination.

(3) Backups

Data in encrypted backups will be deleted after the regular backup cycle (max. 90 days).

§ 9 Audit and Inspection Rights

(1) Evidence

The Processor provides the Controller with information demonstrating compliance with obligations upon request:

• Current TOMs (technical and organizational measures)
• Copies of sub-processor DPAs
• Security certificates (if available)

(2) Audits

The Controller has the right to conduct an audit once a year or have it conducted by an independent third party bound to confidentiality. Costs are borne by the Controller.

(3) Event-driven Audits

Additional audits are permissible in case of concrete suspicion of data protection violations.

§ 10 Liability and Damages

(1) Liability is governed by the statutory provisions of the GDPR, in particular Art. 82 GDPR.

(2) The Processor is only liable for damages arising from breach of their obligations under this DPA.

(3) The Controller is liable for all damages arising from unlawful instructions or lack of patient consent.

§ 11 Confidentiality

Both parties commit to treating all information obtained in the course of this agreement as confidential.

§ 12 Final Provisions

(1) Amendments

Amendments and supplements to this agreement require written form (electronic form also permissible).

(2) Severability Clause

Should individual provisions be invalid, the validity of the remaining provisions remains unaffected.

(3) Applicable Law

German law applies.

(4) Jurisdiction

Place of jurisdiction is Koblenz, Germany.

Consent

ANNEX 1: Technical and Organizational Measures (TOMs)

1. Confidentiality (Art. 32(1)(b) GDPR)

Physical Access Control:

• Hetzner data center: High-security fence, video surveillance, access control system
• 2FA for administrative server access
• IP whitelist for administrators

System Access Control:

• Password requirement with minimum standards (min. 8 characters, upper/lowercase, numbers)
• Optional: 2FA for therapist accounts
• Automatic session timeout after 30 minutes of inactivity

Data Access Control:

• Role-based permissions
• Per-user data separation (a therapist only sees their own data)
• Audit logging of all data accesses

2. Integrity (Art. 32(1)(b) GDPR)

Transfer Control:

• TLS 1.3 encryption for all data transmissions
• No automatic data forwarding to third parties
• Sub-processors only via encrypted connections

Input Control:

• Logging of all data changes with timestamp and user ID
• Versioning for important documents
• Logging of deletion and modification operations

3. Availability and Resilience (Art. 32(1)(b) GDPR)

Availability Control:

• Daily encrypted backups
• Redundant server infrastructure at Hetzner
• 99.9% uptime guarantee through Hetzner SLA
• Emergency recovery plan (max. 24h)

Separation Control:

• Logical tenant separation at row level
• Separate encryption keys per user
• Query-level isolation (automatic userId filtering)

4. Encryption

At Rest (stored data):

• AES-256 encryption for all sensitive fields
• Per-user encryption keys (derived from user ID + master key)
• Encrypted: Patient names, session notes, AI reports, diagnoses

In Transit (data transmission):

• TLS 1.3 for all client-server connections
• HTTPS-only (automatic redirect from HTTP)
• Encrypted API calls to OpenAI

5. Regular Review

Review Procedures:

• Annual security review of TOMs
• Regular penetration tests (planned with growth)
• Monitoring of security incidents
• Update management for all system components

Incident Response:

• Defined notification process for data breaches
• Notification of affected therapists within 24h
• Documentation of all security incidents

6. Data Protection Impact Assessment

A Data Protection Impact Assessment (DPIA) was conducted with the result:

• High protection level through encryption
• Risk minimization through technical measures
• Residual risk: Low with proper use