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IntegrateWise Data Governance & Privacy Guide

Data Classification, Privacy, and Compliance

Version: 1.0
Classification: Internal + Legal/Compliance
Last Updated: January 2026

Data Governance Framework
Data Classification
Data Retention
Data Deletion & Export
GDPR Compliance
CCPA Compliance
BYOM Isolation
Data Processing Agreements
Privacy by Design

1. Data Governance Framework

1.1 Governance Principles

Principle	Description
Data Ownership	Customers own their data; we are custodians
Minimization	Collect only what's necessary
Transparency	Clear documentation of data practices
Security	Protect data throughout its lifecycle
Compliance	Meet all regulatory requirements
Accountability	Clear roles and responsibilities

1.2 Data Governance Structure

┌─────────────────────────────────────────────────────────────────────────────┐
│                      DATA GOVERNANCE STRUCTURE                               │
└─────────────────────────────────────────────────────────────────────────────┘

                         ┌──────────────────┐
                         │  Data Protection │
                         │     Officer      │
                         │    (Founder)     │
                         └────────┬─────────┘
                                  │
              ┌───────────────────┼───────────────────┐
              │                   │                   │
              ▼                   ▼                   ▼
     ┌────────────────┐  ┌────────────────┐  ┌────────────────┐
     │   Engineering  │  │     Legal      │  │   Operations   │
     │                │  │                │  │                │
     │ • Technical    │  │ • Compliance   │  │ • Process      │
     │   controls     │  │ • DPAs         │  │ • Training     │
     │ • Security     │  │ • Policies     │  │ • Audits       │
     └────────────────┘  └────────────────┘  └────────────────┘

1.3 Data Lifecycle

┌─────────────────────────────────────────────────────────────────────────────┐
│                         DATA LIFECYCLE                                       │
└─────────────────────────────────────────────────────────────────────────────┘

     COLLECT          PROCESS          STORE           SHARE           DELETE
     ───────          ───────          ─────           ─────           ──────

     ┌─────────┐     ┌─────────┐     ┌─────────┐     ┌─────────┐     ┌─────────┐
     │ Consent │────▶│ Validate│────▶│ Encrypt │────▶│ Authorize│───▶│ Secure  │
     │ & Legal │     │ & Clean │     │ & Store │     │ & Log   │     │ Destroy │
     │ Basis   │     │         │     │         │     │         │     │         │
     └─────────┘     └─────────┘     └─────────┘     └─────────┘     └─────────┘
          │               │               │               │               │
          ▼               ▼               ▼               ▼               ▼
     • API imports   • Schema       • AES-256       • RBAC          • 30-day
     • Integrations    validation   • RLS           • Audit logs      window
     • Manual entry  • Sanitization • Backups       • DPA required  • Backup
                                                                      purge

2. Data Classification

2.1 Classification Levels

Level	Label	Description	Examples
1	Public	Non-sensitive, shareable	Marketing content, public docs
2	Internal	Business operational data	Account names, company info
3	Confidential	Sensitive business data	Revenue, health scores, strategies
4	Restricted	Highly sensitive	PII, credentials, keys

2.2 Data Categories

Category	Classification	Handling
Account data	Internal (2)	Standard encryption
Contact PII	Restricted (4)	Enhanced encryption, access logging
Financial data	Confidential (3)	Encrypted, limited access
Health scores	Confidential (3)	Encrypted, audit logged
User credentials	Restricted (4)	Hashed, never logged
API keys	Restricted (4)	Hashed, minimal exposure
Audit logs	Internal (2)	Immutable, time-limited access

2.3 Classification by Data Type

┌─────────────────────────────────────────────────────────────────────────────┐
│                      DATA CLASSIFICATION MAP                                 │
└─────────────────────────────────────────────────────────────────────────────┘

     RESTRICTED (4)              CONFIDENTIAL (3)           INTERNAL (2)
     ──────────────              ────────────────           ────────────

     • Email addresses           • MRR/ARR values           • Company names
     • Phone numbers             • Health scores            • Industry/size
     • Personal names            • Deal amounts             • Account status
     • OAuth tokens              • Contract terms           • Activity counts
     • API keys                  • Churn predictions        • Feature usage
     • Passwords (hashed)        • Custom fields (PII)      • Integration status

     HANDLING:                   HANDLING:                  HANDLING:
     • App-level encryption      • Standard encryption      • Standard encryption
     • Access logging required   • Access logging           • Basic access control
     • Need-to-know access       • Role-based access        • All authenticated users
     • Never in logs             • Redacted in logs         • Can appear in logs

2.4 Custom Field Classification

Customers can mark custom fields with sensitivity levels:

Setting	Behavior
Standard	Normal handling, appears in exports
Sensitive	Redacted in logs, limited API exposure
PII	Encrypted at rest, strict access, deletion tracking

3. Data Retention

3.1 Retention Schedule

Data Type	Active Retention	Archive	Deletion
Account data	Account lifetime	None	30 days after closure
Contact data	Account lifetime	None	30 days after closure
Activity logs	1 year	1 year	2 years total
Audit logs	2 years	None	2 years
Sync history	90 days	None	90 days
Backups	30 days	None	30 days rolling
Session data	24 hours	None	24 hours

3.2 Retention Implementation

-- Automated retention enforcement
-- Runs daily via scheduled job

-- Delete old sync history (90 days)
DELETE FROM sync_history
WHERE created_at < NOW() - INTERVAL '90 days';

-- Archive old activity logs (1 year active, then archive)
INSERT INTO activity_logs_archive
SELECT * FROM activity_logs
WHERE created_at < NOW() - INTERVAL '1 year'
  AND created_at >= NOW() - INTERVAL '2 years';

DELETE FROM activity_logs
WHERE created_at < NOW() - INTERVAL '1 year';

-- Purge archived logs (2 years total)
DELETE FROM activity_logs_archive
WHERE created_at < NOW() - INTERVAL '2 years';

3.3 Backup Retention

Backup Type	Retention	Location
Daily full backup	30 days	Primary region
Point-in-time recovery	7 days	Primary region
Monthly backup	12 months	Cross-region

4. Data Deletion & Export

4.1 Data Export

Export Options

Format	Contents	Availability
JSON	All data, structured	All plans
CSV	Tabular data	All plans
PDF	Reports, summaries	Pro+ plans

Export Process

┌─────────────────────────────────────────────────────────────────────────────┐
│                         DATA EXPORT FLOW                                     │
└─────────────────────────────────────────────────────────────────────────────┘

     REQUEST                PROCESS                DELIVER
     ───────                ───────                ───────

     ┌─────────────┐       ┌─────────────┐       ┌─────────────┐
     │  User       │──────▶│  Generate   │──────▶│  Notify     │
     │  requests   │       │  export     │       │  user       │
     │  export     │       │  (async)    │       │             │
     └─────────────┘       └─────────────┘       └─────────────┘
           │                     │                     │
           ▼                     ▼                     ▼
     • Settings →           • Gather all         • Email with
       Export               • accounts           • secure link
     • Select format        • contacts           • 7-day expiry
     • Select data          • activities         • Download
       types                • documents            audit logged

Export via API

# Request export
POST /v1/exports
{
  "format": "json",
  "include": ["accounts", "contacts", "activities"]
}

# Response
{
  "export_id": "exp_abc123",
  "status": "processing",
  "estimated_completion": "2026-01-07T11:00:00Z"
}

# Check status
GET /v1/exports/exp_abc123

# Download when ready
GET /v1/exports/exp_abc123/download

4.2 Data Deletion

Deletion Types

Type	Scope	Timeline
Record deletion	Single record	Immediate
Bulk deletion	Selected records	24 hours
Account closure	All org data	30 days
Right to erasure	All personal data	30 days

Deletion Process

┌─────────────────────────────────────────────────────────────────────────────┐
│                      DATA DELETION PROCESS                                   │
└─────────────────────────────────────────────────────────────────────────────┘

     REQUEST           VERIFY            EXECUTE           CONFIRM
     ───────           ──────            ───────           ───────

     Day 0             Day 0             Day 1-30          Day 30
     ┌─────────┐      ┌─────────┐      ┌─────────┐      ┌─────────┐
     │ User    │─────▶│ Verify  │─────▶│ Mark    │─────▶│ Purge   │
     │ request │      │ identity│      │ deleted │      │ from    │
     │         │      │ & auth  │      │         │      │ backups │
     └─────────┘      └─────────┘      └─────────┘      └─────────┘
          │                │                │                │
          │                │                │                │
          ▼                ▼                ▼                ▼
     • Support        • MFA confirm    • Soft delete    • Confirm
       request or     • Admin auth     • Remove from      complete
       Settings →     • Log request      active DB      • Email user
       Account                         • Audit entry    • Update
       Deletion                                           records

What Gets Deleted

Component	Account Closure	Right to Erasure
Account records	✅ All	✅ All
Contact records	✅ All	✅ Requesting user only
Activity history	✅ All	✅ Related to user
Documents	✅ All	✅ Created by user
Audit logs	❌ Retained (2 years)	❌ Retained (legal)
Billing records	❌ Retained (legal)	❌ Retained (legal)
Backups	✅ Purged (30 days)	✅ Purged (30 days)

5. GDPR Compliance

5.1 GDPR Overview

The General Data Protection Regulation (GDPR) applies to IntegrateWise when:

Processing data of EU/EEA residents
Customers are EU-based organizations
Marketing to EU individuals

5.2 GDPR Rights Implementation

Right	Article	Implementation
Right to be informed	Art. 13-14	Privacy policy, data collection notices
Right of access	Art. 15	Data export feature
Right to rectification	Art. 16	Edit any record
Right to erasure	Art. 17	Account deletion, data deletion
Right to restrict processing	Art. 18	Contact support
Right to data portability	Art. 20	JSON/CSV export
Right to object	Art. 21	Marketing opt-out, processing objection
Rights related to automated decisions	Art. 22	Health score explanation, manual review

5.3 Lawful Basis for Processing

Data Type	Lawful Basis	Justification
Account data	Contract	Necessary to provide service
Contact PII	Legitimate interest	Customer success management
Usage analytics	Legitimate interest	Service improvement
Marketing emails	Consent	Opt-in required
Support communications	Contract	Service delivery

5.4 GDPR Compliance Checklist

## GDPR Compliance Checklist

### Data Collection

- [x] Privacy policy published and accessible
- [x] Data collection notices at point of collection
- [x] Consent mechanism for marketing
- [x] Cookie consent banner

### Data Subject Rights

- [x] Export feature available (portability)
- [x] Deletion feature available (erasure)
- [x] Edit feature available (rectification)
- [x] Marketing opt-out available (objection)

### Technical Measures

- [x] Encryption at rest and in transit
- [x] Access controls and audit logging
- [x] Data minimization in collection
- [x] Retention policies enforced

### Organizational Measures

- [x] DPA available for customers
- [x] Sub-processor list published
- [x] Data breach notification process
- [x] Staff training on data protection

5.5 Data Protection Impact Assessment (DPIA)

Required for high-risk processing:

Processing Activity	DPIA Required	Status
Health score calculation	Yes	✅ Completed
AI-powered suggestions	Yes	✅ Completed
Integration data sync	Yes	✅ Completed
Basic CRM functions	No	N/A

6. CCPA Compliance

6.1 CCPA Overview

The California Consumer Privacy Act (CCPA) applies when:

Customers are California-based businesses
Processing data of California residents
Meeting revenue/data volume thresholds

6.2 CCPA Rights Implementation

Right	Implementation
Right to know	Privacy policy + data export
Right to delete	Account/data deletion
Right to opt-out of sale	We do not sell data
Right to non-discrimination	Same service regardless of rights exercise

6.3 CCPA Categories of Personal Information

Category	Collected	Purpose
Identifiers	Yes	Service delivery
Commercial information	Yes	Service delivery
Internet activity	Yes	Service improvement
Professional information	Yes	Service delivery
Inferences	Yes	Health scores

6.4 Do Not Sell Statement

IntegrateWise does not sell personal information.

We do not:

Sell data to third parties
Share data for cross-context advertising
Disclose data for monetary consideration

7. BYOM Isolation

7.1 Bring Your Own Model (BYOM)

Enterprise customers can connect their own AI models:

Connection Type	Data Handling
Customer OpenAI key	Data goes to customer's OpenAI account
Customer Azure OpenAI	Data stays in customer's Azure tenant
Self-hosted model	Data never leaves customer infrastructure

7.2 BYOM Data Isolation

┌─────────────────────────────────────────────────────────────────────────────┐
│                      BYOM DATA ISOLATION                                     │
└─────────────────────────────────────────────────────────────────────────────┘

     Standard Mode                    BYOM Mode
     ─────────────                    ─────────

     ┌─────────────┐                 ┌─────────────┐
     │ IntegrateWise│                 │ IntegrateWise│
     │   App       │                 │   App       │
     └──────┬──────┘                 └──────┬──────┘
            │                               │
            │ Prompt                        │ Prompt
            ▼                               ▼
     ┌─────────────┐                 ┌─────────────┐
     │ IntegrateWise│                 │  Customer's │
     │  AI Account │                 │  AI Account │
     │  (OpenAI)   │                 │  (OpenAI)   │
     └─────────────┘                 └─────────────┘
            │                               │
            │                               │
            ▼                               ▼
     IntegrateWise                   Customer controls:
     controls:                       • Data retention
     • Standard policies             • Model selection
     • Our DPA with OpenAI           • Their DPA with OpenAI

7.3 BYOM Configuration

// Customer provides their own API key (encrypted)
{
  "ai_provider": {
    "type": "openai",
    "api_key_encrypted": "enc_...",  // Customer's key
    "model": "gpt-4-turbo",
    "endpoint": "https://api.openai.com/v1"  // Or Azure endpoint
  }
}

// Data flow with BYOM
async function generateWithBYOM(prompt: string, config: AIConfig) {
  // Data goes directly to customer's AI provider
  // IntegrateWise never stores the prompt or response
  // Audit log records: "AI request sent to customer BYOM"

  return await callAI(config.endpoint, config.api_key, prompt);
}

8. Data Processing Agreements

8.1 DPA Overview

We provide Data Processing Agreements (DPAs) for:

Enterprise customers
Customers processing EU data
Customers requiring contractual data protection

8.2 Standard DPA Terms

Term	Our Commitment
Processing scope	Only as directed by customer
Sub-processors	Listed, notification of changes
Security measures	Technical and organizational controls
Data breach notification	Within 72 hours
Audit rights	Annual SOC 2 report or on-site (Enterprise)
Data return/deletion	Within 30 days of termination
SCCs	EU Standard Contractual Clauses included

8.3 DPA Request Process

Contact legal@integratewise.com
Receive standard DPA template
Review and sign
Countersigned DPA returned

Turnaround: 5-10 business days

9. Privacy by Design

9.1 Privacy Principles in Development

Principle	Implementation
Proactive	Privacy considered from design phase
Default	Privacy-protective settings by default
Embedded	Privacy built into architecture
Full functionality	No false choice between privacy and features
End-to-end security	Security throughout data lifecycle
Visibility	Transparent practices
User-centric	User interests prioritized

9.2 Privacy Review Checklist

## Feature Privacy Review

**Feature:** [Name]
**Date:** [Date]
**Reviewer:** [Name]

### Data Collection

- [ ] What data is collected?
- [ ] Is collection minimized to what's necessary?
- [ ] Is there clear user notice?
- [ ] What's the lawful basis?

### Data Storage

- [ ] Where is data stored?
- [ ] How long is it retained?
- [ ] Is it encrypted?
- [ ] Who has access?

### Data Sharing

- [ ] Is data shared externally?
- [ ] Is there a DPA in place?
- [ ] Can users opt out?

### Data Subject Rights

- [ ] Can users access this data?
- [ ] Can users delete this data?
- [ ] Can users export this data?

### Risk Assessment

- [ ] What are the privacy risks?
- [ ] What mitigations are in place?
- [ ] Is a DPIA required?

### Approval

- [ ] Privacy review approved
- [ ] Legal review approved (if required)

9.3 Default Privacy Settings

Setting	Default	User Can Change
Marketing emails	Off	Yes
Activity tracking	On (required)	No
Public profile	Off	Yes
Data sharing with integrations	Per-integration consent	Yes
AI features	On	Yes

IntegrateWise Data Governance & Privacy Guide
Version 1.0 — January 2026

For questions: privacy@integratewise.com