Data Processing Addendum

This Data Processing Addendum (“DPA”) supplements the EverCFO Master Service Agreement (the “Agreement”, comprised of our Terms of Service and any order form executed between the parties) between Celeste Business Advisors LLP (“EverCFO”, “we”, “our”, or “us”) and the customer that accepts this DPA (the “Customer”, “you ”, or “your”). It governs the processing of Personal Data by EverCFO on Customer’s behalf where such processing is subject to Data Protection Laws.

Standalone publication of this DPA at evercfo.ai/dpa is informational. While this page is marked as a draft (see the banner at the top), it does not amend the Agreement and does not become binding between EverCFO and any reader unless it is countersigned by the parties or expressly incorporated into an order form or executed Agreement. To request a countersigned counterpart, email legal@evercfo.ai. If a future version of this DPA is published as non-draft (version 1.0 or later) and incorporated by reference into the Agreement, the order-of-precedence rules in Section 15 will then apply.

1. Definitions

Capitalized terms not defined here have the meaning given in the GDPR, the UK GDPR, or the Agreement.

• “Controller”, “Processor”, “Sub-processor”, “Personal Data”, “Processing”, “Data Subject” have the meaning given in Article 4 of the GDPR.
• “Customer Personal Data” means Personal Data that EverCFO processes on Customer’s behalf in the course of providing the Service, including without limitation the data categories described in Annex I.
• “Data Protection Laws” means all laws and regulations applicable to the processing of Personal Data under the Agreement, including the EU GDPR (Regulation (EU) 2016/679), the UK GDPR, the Personal Information Protection and Electronic Documents Act (PIPEDA) (Canada), Quebec’s Act respecting the protection of personal information in the private sector (Law 25), the California Consumer Privacy Act / California Privacy Rights Act (CCPA/CPRA), and any other applicable privacy or data protection laws.
• “EEA” means the European Economic Area; “Standard Contractual Clauses” or “SCCs” means the standard contractual clauses approved by the European Commission in Implementing Decision (EU) 2021/914 of 4 June 2021; “UK Addendum” means the International Data Transfer Addendum to the EU Commission’s Standard Contractual Clauses, issued by the UK Information Commissioner’s Office under Section 119A(1) of the UK Data Protection Act 2018 as a Standard Data Protection Clause; it is the instrument the parties use to apply the EU SCCs to UK GDPR restricted transfers, and it is distinct from the stand-alone UK International Data Transfer Agreement (IDTA).
• “Service” means the EverCFO product as defined in the Agreement.

2. Scope and roles

This DPA applies to the processing of Customer Personal Data by EverCFO under the Agreement. For the purposes of Data Protection Laws:

• Customer is the Controller (or, where Customer is acting as a Processor for an upstream controller, Customer is a Processor and EverCFO is its Sub-processor; the parties acknowledge that the operational obligations are equivalent for the purposes of this DPA).
• EverCFO is the Processor.
• EverCFO’s Sub-processors (listed at /subprocessors) are Sub-processors.

3. Documented instructions

EverCFO processes Customer Personal Data only on documented instructions from Customer. The Agreement, this DPA, and Customer’s configuration and use of the Service constitute Customer’s documented instructions. EverCFO will inform Customer if, in its opinion, an instruction infringes Data Protection Laws, except where prohibited from doing so by law.

4. Confidentiality

EverCFO will ensure that personnel authorized to process Customer Personal Data are bound by appropriate confidentiality obligations (whether contractual or statutory) and have received appropriate training on their data protection responsibilities.

5. Security

EverCFO will implement and maintain appropriate technical and organizational measures (“TOMs”) to protect Customer Personal Data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to Personal Data, taking into account the state of the art, the costs of implementation, and the nature, scope, context, and purposes of processing as well as the risk of varying likelihood and severity for the rights and freedoms of natural persons.

The TOMs in force as of the date of this DPA are listed in Annex II. The customer-friendly summary at /security describes the same controls in plain language; in case of conflict between the two, Annex II controls. EverCFO may update Annex II from time to time provided that the updates do not materially reduce the level of protection.

6. Sub-processors

Customer authorizes EverCFO to engage Sub-processors to process Customer Personal Data for the purposes of providing the Service. The complete list of Sub-processors in force as of the date of this DPA is maintained in the published register at /subprocessors.

EverCFO’s Sub-processor program is structured to satisfy GDPR Article 28(3) and (4): each Sub-processor is bound by its published terms or data processing agreement, and links are at /subprocessors; where a Sub-processor processes EU/UK Personal Data outside the EEA/UK, an appropriate transfer mechanism (such as Module Three SCCs or an equivalent contractual mechanism offered by the Sub-processor) applies; and EverCFO remains liable to Customer for the acts and omissions of its Sub-processors to the same extent EverCFO would be liable if performing the Sub-processor’s services directly under this DPA.

The DPA column on each row of the published register at /subprocessors links the Sub-processor’s DPA where it publishes one at a stable public URL; a row marked “On request” means the Sub-processor issues its DPA on request or through its own contract flow. Customers requiring a copy of the terms that apply to any specific Sub-processor can request it via legal@evercfo.ai.

EverCFO will give Customer at least thirty (30) days’ prior written notice (via email to the account owner and an update to the published list) before engaging a new Sub-processor or making a material change to the role of an existing Sub-processor. Customer may object to the change on reasonable grounds relating to data protection by notifying EverCFO before the change takes effect. If EverCFO is unable to address Customer’s objection within a reasonable period, Customer may terminate the affected portion of the Service in accordance with the Agreement.

7. Data Subject rights

Taking into account the nature of the processing, EverCFO will assist Customer by appropriate technical and organizational measures, insofar as possible, to fulfil Customer’s obligation to respond to Data Subject requests to exercise their rights under Data Protection Laws. If EverCFO receives a Data Subject request directly, EverCFO will, unless legally prohibited, promptly notify Customer and direct the Data Subject to submit the request to Customer.

8. Personal Data Breach

EverCFO will notify Customer without undue delay after becoming aware of a Personal Data Breach affecting Customer Personal Data, consistent with GDPR Article 33(2). The notification will contain, to the extent then known, the information described in GDPR Article 33(3) (the nature of the breach, categories and approximate number of Data Subjects and records concerned, likely consequences, and measures taken or proposed to mitigate). EverCFO will cooperate with Customer’s investigation and provide reasonable assistance in any notification Customer is required to make under Data Protection Laws.

EverCFO does not commit in this DPA to a fixed-hour notification target. EverCFO aims to notify customers promptly; operational delivery is governed by the “without undue delay” standard above.

9. Data Protection Impact Assessments

Taking into account the nature of the processing and the information available to EverCFO, EverCFO will provide reasonable assistance to Customer with any Data Protection Impact Assessment that Customer is required to carry out under Data Protection Laws (such as Article 35 of the GDPR) and any prior consultation Customer is required to undertake under Data Protection Laws.

10. Deletion or return of Customer Personal Data

On termination of the Agreement, EverCFO will delete or return Customer Personal Data in accordance with the retention windows published in our Terms of Service section 12 and our Privacy Policy section 5: Customer can export its data for 30 days after account closure, and EverCFO deletes it from production systems within 90 days of closure.

Two categories of records are kept longer, as described in Privacy Policy section 5: (a) billing and tax records, for up to seven (7) years; and (b) the AI reasoning log, which records each AI chat question and answer and the data the answer was based on (the figures and records the AI looked up), for seven (7) years with the user identity removed. EverCFO does not commit to an unconditional purge timeline within this DPA for those two categories.

11. Audits

EverCFO will make available to Customer all information reasonably necessary to demonstrate compliance with this DPA and will allow for and contribute to audits, including inspections, conducted by Customer or another auditor mandated by Customer, in accordance with the following:

• Frequency. Customer may exercise its audit right not more than once per calendar year unless otherwise required by a supervisory authority or by Data Protection Laws.
• Process. Customer will give EverCFO at least sixty (60) days’ prior written notice; the parties will agree the scope, timing, and reasonable conditions for the audit before it begins; audits will be conducted during normal business hours and in a manner that does not unreasonably interfere with the operation of the Service.
• Alternative. Customer’s audit right may be satisfied by EverCFO providing the most recent third-party attestation report (e.g. SOC 2) once available. As of the date of this DPA, EverCFO has not undertaken a SOC 2 audit; the engagement is deferred until EverCFO has a customer base that materially benefits from the investment. Until such a report is available, Customer may rely on this DPA, Annex II, and the published Service documentation for evidence of compliance, supplemented by a written information request to EverCFO.
• Cost. Each party bears its own costs of an audit unless the audit reveals a material breach of this DPA by EverCFO, in which case EverCFO will reimburse Customer’s reasonable audit costs.

12. International transfers

Where the processing of Customer Personal Data involves transfers of Personal Data subject to the GDPR or UK GDPR from the EEA, the United Kingdom, or Switzerland to a third country that has not received an adequacy decision under applicable law, the parties agree that the transfer mechanisms set out in Annex III apply.

13. Liability

Each party’s liability arising out of or related to this DPA, whether in contract, tort, or under any other theory of liability, is subject to the limitations and exclusions of liability set out in the Agreement; any reference to the liability of a party in this DPA refers to the aggregate liability of that party under the Agreement and this DPA together. Nothing in this DPA limits or excludes any liability that cannot by applicable law be limited or excluded.

14. Governing law

This DPA is governed by the laws of the province of Quebec, Canada, without regard to its conflict-of-law principles, consistent with Section 13 of our Terms of Service. Where the SCCs apply pursuant to Annex III, the SCCs are governed by the law specified in those clauses notwithstanding this section.

15. Order of precedence

In case of any conflict between (a) this DPA, (b) the Agreement (excluding this DPA), and (c) the SCCs as incorporated by Annex III, the SCCs prevail over this DPA with respect to matters governed by the SCCs, this DPA prevails over the Agreement with respect to processing of Personal Data, and the Agreement prevails on all other matters.

Annex I — Description of processing

A. List of parties

Data exporter: Customer (as identified in the Agreement and the relevant order form).

Data importer: Celeste Business Advisors LLP (EverCFO), the legal entity that operates the Service.

B. Description of processing

• Categories of Data Subjects. Customer’s end users of the Service (employees, contractors), Customer’s end customers (where Customer Personal Data sourced from connected accounting or commerce platforms includes contact information for Customer’s buyers or vendors), and prospects of Customer (where reflected in connected platform data).
• Categories of Personal Data. Account identifiers and contact information; onboarding answers about Customer’s business; custom instructions and durable AI memory facts; communications with EverCFO support; data read from authorized connected platforms (accounting: invoices, bills, customers, vendors, accounts, items, payments, journal entries, balances; commerce: orders, customer contact, products, inventory, refunds, transactions); connection metadata; product usage analytics; session and security logs. Full categories, including the Shopify scope-out for phone, IP, and client-session fingerprints, are described at /privacy section 1.
• Sensitive data. EverCFO does not intentionally collect special categories of Personal Data under GDPR Article 9. Customer should not upload special categories of Personal Data to the Service.
• Frequency of processing. Continuous (for authorized integration syncs) and on-demand (for interactive AI sessions and exports).
• Nature of processing. Hosting; storage; retrieval; analysis; aggregation; generation of AI outputs grounded in Customer Personal Data; preparation of deliverables; transmission to authorized Sub-processors as listed at /subprocessors.
• Purpose of processing. Providing the Service to Customer, including all features described in the Agreement and the published product documentation.
• Duration of processing. The duration of the Agreement and the retention periods stated in our Privacy Policy section 5 and our Terms of Service section 12, subject to the carve-outs in Section 10 above.
• Sub-processors. See /subprocessors; each of the 16 currently engaged Sub-processors is listed there with role, data categories, and storage location. That page also lists Sub-processors EverCFO has disclosed in advance of first use, which process no Customer Personal Data and are not among the 16, and Sub-processors it has removed.

C. Competent supervisory authority

The competent supervisory authority for processing carried out by EverCFO depends on the location of the Data Subjects. Where Module Two SCCs apply, the supervisory authority of the Customer’s establishment in the EEA is the competent authority. For UK transfers under the UK Addendum, the UK Information Commissioner’s Office is competent.

Annex II — Technical and organizational measures

Every row in this Annex is admitted only if (a) the named operational control is deployed today, and (b) a stable evidence pointer (test file, code path, or vendor-managed default at a public URL) exists. Last reconciled against the deployed system on 2026-10-14.

EverCFO may update this Annex from time to time without Customer’s consent provided that the update does not materially reduce the level of protection afforded to Customer Personal Data. Material reductions trigger a Sub-processor-style 30-day notice per Section 6.

Annex II currently lists 12 measures.

Annex III — International transfer mechanisms

Where the processing of Customer Personal Data involves a transfer of Personal Data subject to the GDPR or UK GDPR from the EEA, the United Kingdom, or Switzerland to a third country that has not received an adequacy decision under applicable law, the parties incorporate the following transfer mechanisms by reference.

A. Standard Contractual Clauses (Module Two)

The parties incorporate Module Two of the Standard Contractual Clauses (Controller to Processor) set out in Commission Implementing Decision (EU) 2021/914 of 4 June 2021 (the “EU SCCs”). The EU SCCs are completed as follows:

• Clause 7 (Docking clause). Applies.
• Clause 9 (Sub-processor authorization). Option 2 (general written authorization) applies, with the 30-day notice period stated in Section 6 above.
• Clause 11 (Redress) – optional language. Not selected.
• Clause 17 (Governing law). The EU SCCs are governed by the law of the EU Member State in which the Customer is established; where the Customer is not established in an EU Member State, the law of the Republic of Ireland.
• Clause 18 (Forum and jurisdiction). Disputes arising from the EU SCCs are resolved by the courts of the EU Member State referenced in Clause 17.
• Annex I.A — Parties. As described in Annex I.A above.
• Annex I.B — Description of transfer. As described in Annex I.B above.
• Annex I.C — Supervisory authority. As described in Annex I.C above.
• Annex II — TOMs. As described in Annex II above.
• Annex III — Sub-processors. The list of Sub-processors at /subprocessors.

B. Sub-processor flow-down (Module Three)

Where a Sub-processor in the published list processes EU/UK Personal Data outside the EEA/UK, Module Three (Processor to Sub-processor) SCCs apply (or, where the Sub-processor offers equivalent transfer mechanisms by contract, the equivalent mechanism applies). EverCFO remains liable to Customer for the acts and omissions of its Sub-processors per GDPR Article 28(4) as stated in Section 6. Customers requiring per-Sub-processor transfer-mechanism evidence can request it via legal@evercfo.ai.

C. UK transfers (UK Addendum)

For transfers of Personal Data subject to the UK GDPR, the parties incorporate the International Data Transfer Addendum to the EU Commission’s Standard Contractual Clauses (the “UK Addendum”) issued by the UK Information Commissioner’s Office under Section 119A(1) of the UK Data Protection Act 2018. The UK Addendum lets the parties rely on the EU SCCs as a valid Article 46 transfer mechanism for UK GDPR restricted transfers; the parties’ signatures on this DPA constitute their signatures on the UK Addendum’s Tables for the purposes of UK GDPR Article 46. The UK Addendum is distinct from the stand-alone UK International Data Transfer Agreement (IDTA); EverCFO does not currently rely on the stand-alone IDTA, and where Customer requires it, the parties may execute it separately.

D. Swiss transfers

For transfers of Personal Data subject to the Swiss Federal Act on Data Protection, the EU SCCs apply with the following modifications: references to the GDPR are construed as references to the FADP; references to the competent supervisory authority refer to the Swiss Federal Data Protection and Information Commissioner; and the law of Switzerland governs the SCCs.

16. Acceptance

While this page is marked as a draft (version v0.2-draft), it is not binding by the act of publication or by the reader’s use of the Service. The DPA becomes binding only when (a) the parties countersign this document or a derivative version, or (b) a non-draft version (version 1.0 or later) is expressly incorporated into the Agreement (whether by reference in an order form, by a click-through accept flow tied to the DPA version pin, or by a separately executed addendum). Until that happens, the published Terms of Service governing-law and processing-instruction provisions continue to apply unchanged.

For procurement workflows that require a countersigned document while this page is in draft, email legal@evercfo.ai with your subscription identifier and the entity name and authorized signatory you would like reflected on the counterpart. EverCFO will return a non-draft counterpart executable for that engagement.

This DPA is offered as a template aligned to GDPR Article 28 + UK GDPR + the EU SCCs (Implementing Decision (EU) 2021/914). It does not constitute legal advice. Customers with regulated data, sector-specific obligations, or non-standard requirements should consult their own counsel.