Data processing agreement under Article 28 GDPR

Between the customer as controller and Manfred Kunze Development GmbH as processor, for the processing of personal data through the 2kw.ai platform. Version 2026-09-02.

This agreement is concluded between the customer named in the platform account (the “Controller”) and Manfred Kunze Development GmbH, Franz-Wachter-Straße 28, 70188 Stuttgart, Germany(the “Processor”). It governs the processing of personal data that the Processor carries out on behalf of the Controller when providing the SaaS services described in the General Terms and Conditions (the “Services”). It is the agreement referred to in section 7(2) of the General Terms and Conditions.

The standard contractual clauses set out in the Annex to Commission Implementing Decision (EU) 2021/915 of 4 June 2021 on standard contractual clauses between controllers and processors under Article 28(7) of Regulation (EU) 2016/679 (CELEX 32021D0915; the “Clauses”) form part of this agreement and apply between the parties, with the Controller as the entity listed as controller and the Processor as the entity listed as processor in Annex I. In case of contradiction between the Clauses and any other agreement between the parties, the Clauses prevail (Clause 4). The following selections and completions apply where the Clauses provide for them:

Clause 5

The optional docking clause is not used. A third party accedes to this agreement only by written agreement of both parties.

Clause 7.7

Option 2, general written authorisation: the Controller authorises the engagement of the sub-processors listed in Annex IV. The Processor informs the Controller in text form of any intended addition or replacement at least 30 days before the change takes effect, and the Controller may object on reasonable, documented data protection grounds within that period. Section 7(7) of the General Terms and Conditions applies alongside.

Clause 7.8

Any transfer of personal data to a third country by a sub-processor takes place only under the transfer safeguard named for that sub-processor in Annex IV.

Clause 9

Notifications of a personal data breach are sent to the contact e-mail address of the Controller's organisation account without undue delay after the Processor becomes aware of it, with the information listed in Clause 9.2.

Governing law and forum

As set out in the final provisions of the General Terms and Conditions.

Where the Clauses offer a choice between Regulation (EU) 2016/679 and Regulation (EU) 2018/1725, Regulation (EU) 2016/679 applies: the Processor is not a Union institution or body. The full text of the Clauses follows, reproduced verbatim from the Official Journal (OJ L 199, 7.6.2021, p. 18) as published by the Publications Office of the European Union; footnote markers are omitted. Annexes I to IV of the Decision are forms to be completed by the parties; they are completed in the annex sections of this page rather than reproduced blank. The signed version of this agreement attaches the same text.

SECTION I

Clause 1

Purpose and scope

(a) The purpose of these Standard Contractual Clauses (the Clauses) is to ensure compliance with [choose relevant option: OPTION 1: Article 28(3) and (4) of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation)] / [OPTION 2: Article 29(3) and (4) of Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC].

(b) The controllers and processors listed in Annex I have agreed to these Clauses in order to ensure compliance with Article 28(3) and (4) of Regulation (EU) 2016/679 and/or Article 29(3) and (4) of Regulation (EU) 2018/1725.

(c) These Clauses apply to the processing of personal data as specified in Annex II.

(d) Annexes I to IV are an integral part of the Clauses.

(e) These Clauses are without prejudice to obligations to which the controller is subject by virtue of Regulation (EU) 2016/679 and/or Regulation (EU) 2018/1725.

(f) These Clauses do not by themselves ensure compliance with obligations related to international transfers in accordance with Chapter V of Regulation (EU) 2016/679 and/or Regulation (EU) 2018/1725.

Clause 2

Invariability of the Clauses

(a) The Parties undertake not to modify the Clauses, except for adding information to the Annexes or updating information in them.

(b) This does not prevent the Parties from including the standard contractual clauses laid down in these Clauses in a broader contract, or from adding other clauses or additional safeguards provided that they do not directly or indirectly contradict the Clauses or detract from the fundamental rights or freedoms of data subjects.

Clause 3

Interpretation

(a) Where these Clauses use the terms defined in Regulation (EU) 2016/679 or Regulation (EU) 2018/1725 respectively, those terms shall have the same meaning as in that Regulation.

(b) These Clauses shall be read and interpreted in the light of the provisions of Regulation (EU) 2016/679 or Regulation (EU) 2018/1725 respectively.

(c) These Clauses shall not be interpreted in a way that runs counter to the rights and obligations provided for in Regulation (EU) 2016/679 / Regulation (EU) 2018/1725 or in a way that prejudices the fundamental rights or freedoms of the data subjects.

Clause 4

Hierarchy

In the event of a contradiction between these Clauses and the provisions of related agreements between the Parties existing at the time when these Clauses are agreed or entered into thereafter, these Clauses shall prevail.

Clause 5 - Optional

Docking clause

(a) Any entity that is not a Party to these Clauses may, with the agreement of all the Parties, accede to these Clauses at any time as a controller or a processor by completing the Annexes and signing Annex I.

(b) Once the Annexes in (a) are completed and signed, the acceding entity shall be treated as a Party to these Clauses and have the rights and obligations of a controller or a processor, in accordance with its designation in Annex I.

(c) The acceding entity shall have no rights or obligations resulting from these Clauses from the period prior to becoming a Party.

SECTION II

OBLIGATIONS OF THE PARTIES

Clause 6

Description of processing(s)

The details of the processing operations, in particular the categories of personal data and the purposes of processing for which the personal data is processed on behalf of the controller, are specified in Annex II.

Clause7

Obligations of the Parties

7.1. Instructions

(a) The processor shall process personal data only on documented instructions from the controller, unless required to do so by Union or Member State law to which the processor is subject. In this case, the processor shall inform the controller of that legal requirement before processing, unless the law prohibits this on important grounds of public interest. Subsequent instructions may also be given by the controller throughout the duration of the processing of personal data. These instructions shall always be documented.

(b) The processor shall immediately inform the controller if, in the processor’s opinion, instructions given by the controller infringe Regulation (EU) 2016/679 / Regulation (EU) 2018/1725 or the applicable Union or Member State data protection provisions.

7.2. Purpose limitation

The processor shall process the personal data only for the specific purpose(s) of the processing, as set out in Annex II, unless it receives further instructions from the controller.

7.3. Duration of the processing of personal data

Processing by the processor shall only take place for the duration specified in Annex II.

7.4. Security of processing

(a) The processor shall at least implement the technical and organisational measures specified in Annex III to ensure the security of the personal data. This includes protecting the data against a breach of security leading to accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access to the data (personal data breach). In assessing the appropriate level of security, the Parties shall take due account of the state of the art, the costs of implementation, the nature, scope, context and purposes of processing and the risks involved for the data subjects.

(b) The processor shall grant access to the personal data undergoing processing to members of its personnel only to the extent strictly necessary for implementing, managing and monitoring of the contract. The processor shall ensure that persons authorised to process the personal data received have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality.

7.5. Sensitive data

If the processing involves personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data or biometric data for the purpose of uniquely identifying a natural person, data concerning health or a person’s sex life or sexual orientation, or data relating to criminal convictions and offences (“sensitive data”), the processor shall apply specific restrictions and/or additional safeguards.

7.6. Documentation and compliance

(a) The Parties shall be able to demonstrate compliance with these Clauses.

(b) The processor shall deal promptly and adequately with inquiries from the controller about the processing of data in accordance with these Clauses.

(c) The processor shall make available to the controller all information necessary to demonstrate compliance with the obligations that are set out in these Clauses and stem directly from Regulation (EU) 2016/679 and/or Regulation (EU) 2018/1725. At the controller’s request, the processor shall also permit and contribute to audits of the processing activities covered by these Clauses, at reasonable intervals or if there are indications of non-compliance. In deciding on a review or an audit, the controller may take into account relevant certifications held by the processor.

(d) The controller may choose to conduct the audit by itself or mandate an independent auditor. Audits may also include inspections at the premises or physical facilities of the processor and shall, where appropriate, be carried out with reasonable notice.

(e) The Parties shall make the information referred to in this Clause, including the results of any audits, available to the competent supervisory authority/ies on request.

7.7. Use of sub-processors

(a) OPTION 1: PRIOR SPECIFIC AUTHORISATION: The processor shall not subcontract any of its processing operations performed on behalf of the controller in accordance with these Clauses to a sub-processor, without the controller’s prior specific written authorisation. The processor shall submit the request for specific authorisation at least [SPECIFY TIME PERIOD] prior to the engagement of the sub-processor in question, together with the information necessary to enable the controller to decide on the authorisation. The list of sub-processors authorised by the controller can be found in Annex IV. The Parties shall keep Annex IV up to date. OPTION 2: GENERAL WRITTEN AUTHORISATION: The processor has the controller’s general authorisation for the engagement of sub-processors from an agreed list. The processor shall specifically inform in writing the controller of any intended changes of that list through the addition or replacement of sub-processors at least [SPECIFY TIME PERIOD] in advance, thereby giving the controller sufficient time to be able to object to such changes prior to the engagement of the concerned sub-processor(s). The processor shall provide the controller with the information necessary to enable the controller to exercise the right to object.

(b) Where the processor engages a sub-processor for carrying out specific processing activities (on behalf of the controller), it shall do so by way of a contract which imposes on the sub-processor, in substance, the same data protection obligations as the ones imposed on the data processor in accordance with these Clauses. The processor shall ensure that the sub-processor complies with the obligations to which the processor is subject pursuant to these Clauses and to Regulation (EU) 2016/679 and/or Regulation (EU) 2018/1725.

(c) At the controller’s request, the processor shall provide a copy of such a sub-processor agreement and any subsequent amendments to the controller. To the extent necessary to protect business secret or other confidential information, including personal data, the processor may redact the text of the agreement prior to sharing the copy.

(d) The processor shall remain fully responsible to the controller for the performance of the sub-processor’s obligations in accordance with its contract with the processor. The processor shall notify the controller of any failure by the sub-processor to fulfil its contractual obligations.

(e) The processor shall agree a third party beneficiary clause with the sub-processor whereby - in the event the processor has factually disappeared, ceased to exist in law or has become insolvent - the controller shall have the right to terminate the sub-processor contract and to instruct the sub-processor to erase or return the personal data.

7.8. International transfers

(a) Any transfer of data to a third country or an international organisation by the processor shall be done only on the basis of documented instructions from the controller or in order to fulfil a specific requirement under Union or Member State law to which the processor is subject and shall take place in compliance with Chapter V of Regulation (EU) 2016/679 or Regulation (EU) 2018/1725.

(b) The controller agrees that where the processor engages a sub-processor in accordance with Clause 7.7. for carrying out specific processing activities (on behalf of the controller) and those processing activities involve a transfer of personal data within the meaning of Chapter V of Regulation (EU) 2016/679, the processor and the sub-processor can ensure compliance with Chapter V of Regulation (EU) 2016/679 by using standard contractual clauses adopted by the Commission in accordance with of Article 46(2) of Regulation (EU) 2016/679, provided the conditions for the use of those standard contractual clauses are met.

Clause 8

Assistance to the controller

(a) The processor shall promptly notify the controller of any request it has received from the data subject. It shall not respond to the request itself, unless authorised to do so by the controller.

(b) The processor shall assist the controller in fulfilling its obligations to respond to data subjects’ requests to exercise their rights, taking into account the nature of the processing. In fulfilling its obligations in accordance with (a) and (b), the processor shall comply with the controller’s instructions

(c) In addition to the processor’s obligation to assist the controller pursuant to Clause 8(b), the processor shall furthermore assist the controller in ensuring compliance with the following obligations, taking into account the nature of the data processing and the information available to the processor:

(1) the obligation to carry out an assessment of the impact of the envisaged processing operations on the protection of personal data (a ‘data protection impact assessment’) where a type of processing is likely to result in a high risk to the rights and freedoms of natural persons;

(2) the obligation to consult the competent supervisory authority/ies prior to processing where a data protection impact assessment indicates that the processing would result in a high risk in the absence of measures taken by the controller to mitigate the risk;

(3) the obligation to ensure that personal data is accurate and up to date, by informing the controller without delay if the processor becomes aware that the personal data it is processing is inaccurate or has become outdated;

(4) the obligations in [OPTION 1] Article 32 of Regulation (EU) 2016/679/ [OPTION 2] Articles 33 and 36 to 38 of Regulation (EU) 2018/1725.

(d) The Parties shall set out in Annex III the appropriate technical and organisational measures by which the processor is required to assist the controller in the application of this Clause as well as the scope and the extent of the assistance required.

Clause 9

Notification of personal data breach

In the event of a personal data breach, the processor shall cooperate with and assist the controller for the controller to comply with its obligations under Articles 33 and 34 of Regulation (EU) 2016/679 or under Articles 34 and 35 of Regulation (EU) 2018/1725, where applicable, taking into account the nature of processing and the information available to the processor.

9.1 Data breach concerning data processed by the controller

In the event of a personal data breach concerning data processed by the controller, the processor shall assist the controller:

(a) in notifying the personal data breach to the competent supervisory authority/ies, without undue delay after the controller has become aware of it, where relevant/(unless the personal data breach is unlikely to result in a risk to the rights and freedoms of natural persons);

(b) in obtaining the following information which, pursuant to [OPTION 1] Article 33(3) of Regulation (EU) 2016/679/ [OPTION 2] Article 34(3) of Regulation (EU) 2018/1725, shall be stated in the controller’s notification, and must at least include:

(1) the nature of the personal data including where possible, the categories and approximate number of data subjects concerned and the categories and approximate number of personal data records concerned;

(2) the likely consequences of the personal data breach;

(3) the measures taken or proposed to be taken by the controller to address the personal data breach, including, where appropriate, measures to mitigate its possible adverse effects.

Where, and insofar as, it is not possible to provide all this information at the same time, the initial notification shall contain the information then available and further information shall, as it becomes available, subsequently be provided without undue delay.

(c) in complying, pursuant to [OPTION 1] Article 34 of Regulation (EU) 2016/679 / [OPTION 2] Article 35 of Regulation (EU) 2018/1725, with the obligation to communicate without undue delay the personal data breach to the data subject, when the personal data breach is likely to result in a high risk to the rights and freedoms of natural persons.

9.2 Data breach concerning data processed by the processor

In the event of a personal data breach concerning data processed by the processor, the processor shall notify the controller without undue delay after the processor having become aware of the breach. Such notification shall contain, at least:

(a) a description of the nature of the breach (including, where possible, the categories and approximate number of data subjects and data records concerned);

(b) the details of a contact point where more information concerning the personal data breach can be obtained;

(c) its likely consequences and the measures taken or proposed to be taken to address the breach, including to mitigate its possible adverse effects.

Where, and insofar as, it is not possible to provide all this information at the same time, the initial notification shall contain the information then available and further information shall, as it becomes available, subsequently be provided without undue delay.

The Parties shall set out in Annex III all other elements to be provided by the processor when assisting the controller in the compliance with the controller’s obligations under [OPTION 1] Articles 33 and 34 of Regulation (EU) 2016/679 / [OPTION 2] Articles 34 and 35 of Regulation (EU) 2018/1725.

SECTION III

FINAL PROVISIONS

Clause 10

Non-compliance with the Clauses and termination

(a) Without prejudice to any provisions of Regulation (EU) 2016/679 and/or Regulation (EU) 2018/1725, in the event that the processor is in breach of its obligations under these Clauses, the controller may instruct the processor to suspend the processing of personal data until the latter complies with these Clauses or the contract is terminated. The processor shall promptly inform the controller in case it is unable to comply with these Clauses, for whatever reason.

(b) The controller shall be entitled to terminate the contract insofar as it concerns processing of personal data in accordance with these Clauses if:

(1) the processing of personal data by the processor has been suspended by the controller pursuant to point (a) and if compliance with these Clauses is not restored within a reasonable time and in any event within one month following suspension;

(2) the processor is in substantial or persistent breach of these Clauses or its obligations under Regulation (EU) 2016/679 and/or Regulation (EU) 2018/1725;

(3) the processor fails to comply with a binding decision of a competent court or the competent supervisory authority/ies regarding its obligations pursuant to these Clauses or to Regulation (EU) 2016/679 and/or Regulation (EU) 2018/1725.

(c) The processor shall be entitled to terminate the contract insofar as it concerns processing of personal data under these Clauses where, after having informed the controller that its instructions infringe applicable legal requirements in accordance with Clause 7.1 (b), the controller insists on compliance with the instructions.

(d) Following termination of the contract, the processor shall, at the choice of the controller, delete all personal data processed on behalf of the controller and certify to the controller that it has done so, or, return all the personal data to the controller and delete existing copies unless Union or Member State law requires storage of the personal data. Until the data is deleted or returned, the processor shall continue to ensure compliance with these Clauses.

Controller

The organisation named in the platform account, represented by the account holder with the Owner role, with the contact details held in the account.

Processor

Name

Manfred Kunze Development GmbH

Address

Franz-Wachter-Straße 28, 70188 Stuttgart, Germany

Represented by

Robin Kunze, Falk Wittmann

Contact

Contact form · [email protected]

Register

Amtsgericht Stuttgart, HRB 802423

Subject matter

Provision of the 2kw.ai platform: schema-driven data extraction from documents and images, audio transcription, document conversion, an OpenAI-compatible gateway to language models, and the associated usage, cost and trace records.

Purpose

Processing of content the Controller submits, in order to return the extraction results, transcripts, conversions and model responses the Controller requested, and to operate, meter and invoice the Services.

Nature

Collection, storage, structuring, analysis by machine learning models, transmission to the sub-processors in Annex IV as needed for the Services, and deletion.

Categories of data subjects

Persons whose data appears in the content the Controller submits (for example customers, suppliers, employees or correspondents named in documents, e-mails, spreadsheets, CAD files or recordings), and the Controller's users of the platform.

Categories of personal data

Any personal data contained in the submitted content, as determined by the Controller; account data of the Controller's users (name, e-mail address, role); usage records attributed to users.

Special categories

Only if and to the extent the Controller submits content containing them. The Controller decides whether such content is submitted and is responsible for the legal basis. Clause 7.5 applies.

Duration

For the term of the contract for the Services. Deletion after termination follows section 7(8) of the General Terms and Conditions and statutory retention duties.

Location

Germany (Hetzner Online GmbH, Falkenstein and Nuremberg) for application processing and for the object storage that holds documents uploaded through the Files API or into knowledge bases; documents uploaded for extraction, conversion or transcription are held in memory there and not stored; the Amazon Web Services region eu-central-1 (Frankfurt, Germany) (Tiger Cloud, Timescale, Inc.) for the platform database; the Azure EU data zone for inference by built-in models; the locations named in Annex IV for the other sub-processors.

Measures in place on the date of this version. Each one exists in the running system or in a sub-processor's published terms; the security overview describes them in more detail and names what is not claimed.

1. Hosting of the application in ISO/IEC 27001:2022-certified data centres of Hetzner Online GmbH in Germany; physical access control is Hetzner's responsibility under its certified information security management system.
2. Platform database as a managed PostgreSQL service on Tiger Cloud (Timescale, Inc.) in the Amazon Web Services region eu-central-1 (Frankfurt, Germany), with one full backup a week, incremental backups every day and continuous WAL archiving in the same region, and point-in-time recovery to any point in the last 14 days.
3. Transport encryption: every public endpoint is served over TLS.
4. Encryption of stored provider credentials: API keys and service-account credentials the Controller stores for bring-your-own-key routing are encrypted with PostgreSQL pgcrypto symmetric encryption before being written to the database.
5. Authentication: users sign in through the Processor's own sign-in service; the platform verifies the issued token on every request. Platform API keys are verified against a stored hash, can be disabled, expire and are rate-limited.
6. Authorisation: organisation roles Viewer, Member, Admin and Owner are enforced on every API endpoint with declarative authorisation rules.
7. Tenant separation: every record is scoped to one organisation in application code; PostgreSQL row-level security policies on the tenant tables, keyed to a transaction-local organisation setting, provide a database-level barrier; entity lifecycle checks reject writes whose organisation does not match the request context.
8. Model provider isolation: built-in inference runs on an Azure OpenAI Data Zone Standard deployment in an EU resource; prompts and completions are not used to train models and are not available to OpenAI or other model providers, per Microsoft's published terms.
9. Minimisation of trace content: prompt and completion text is removed from traces before storage unless the Controller's administrator has enabled capture for the organisation; both settings are off by default.
10. Document conversion inside the hosting environment: conversion services run in the Processor's cluster; the vision step calls the Azure OpenAI deployment above.
11. Configuration as code: infrastructure and application configuration are kept in version-controlled repositories and applied with GitOps tooling.
12. Breach notification: the Processor notifies the Controller of a personal data breach without undue delay under Clause 9.
13. Sub-processor management: sub-processors are engaged only under a written agreement with data protection obligations; the list in Annex IV is published and changes are announced under Clause 7.7.

Authorised sub-processors as of 2026-09-02. This list is published at /subprocessors, which is the maintained copy; both are generated from the same source.

Not sub-processors: providers the Controller connects with its own credentials on the Scale and Enterprise plans (OpenAI, Anthropic, Azure OpenAI (the customer's own resource), Google Vertex AI, Mistral, Ollama (self-hosted by the customer)). Requests routed to them go to the Controller's own provider account under the Controller's contract with that provider.

This agreement is concluded when the Controller accepts the General Terms and Conditions for the Services, and in any case before the Processor processes personal data on the Controller's behalf. A countersigned copy in text form is available on request through the contact form.

• For the Processor: Manfred Kunze Development GmbH, Robin Kunze / Falk Wittmann
• For the Controller: name, organisation, date and signature