# Processor Register (RoPA-lite) — guillengonzalezlaw.com

A lightweight record of the third-party processors that may handle site/visitor
data, the purpose, region, retention, and the Data Processing Addendum (DPA) that
governs each. Maintained as a credible privacy artifact and to keep the public
Privacy Policy honest. **"Active" = actually loading in production** (a real ID is
configured in `v2/config.js` / the Lambda env). Anything marked *pending* ships
inert and processes no data until enabled.

_Last reviewed: 2026-07-09 · Owner: Gabriel Guillen-Gonzalez_

| Processor | Data category | Purpose | Consent gate | Region | Retention | DPA | Active? |
|---|---|---|---|---|---|---|---|
| **Amazon Web Services** | Contact/intake content, IP, email metadata | Hosting (Amplify) + lead email (SES) | Essential (service) | us-east-1 | Email: mailbox retention; logs per AWS | AWS DPA / GDPR addendum | ✅ Active |
| **Anthropic** | Chatbot messages (PII-scrubbed pre-send) | Generate intake-assistant replies | Essential (chatbot use) | US | Per Anthropic API terms (no training) | Anthropic Commercial Terms + DPA | ✅ Active |
| **Google Analytics 4** | Usage/device, cookie ID, approx. location | Site analytics | **analytics** (opt-in) | US/EU (Google) | GA4 data retention **14 months** | Google Ads Data Processing Terms | ✅ Active |
| **Calendly** | Name, email, booking details | Consultation scheduling | Essential (when booking) | US | Per Calendly account | Calendly DPA | ✅ Active |
| **Microsoft Clarity** | Session replay (inputs **masked**), heatmaps | Behavior analytics / UX | **analytics** (opt-in) | US | Per Clarity (rolling) | Microsoft Products & Services DPA | ✅ Active (`xjgs8pvidr`; masking = Strict) |
| **PostHog** | Events + replay (inputs **masked**), super-props | Product analytics / funnels | **analytics** (opt-in) | US | Configurable; set ≤ 14 months | PostHog DPA (signed 2026-07-09) | ✅ Active |
| **Meta Platforms** | Pixel/CAPI events; hashed email/phone; click-IDs | Ad attribution & optimization (click-to-WhatsApp) | **ads** (opt-in, **GPC honored**) | US | Per Meta | Meta Business Tools T&Cs + Data Processing Terms | ✅ Active (Pixel `1028746863030191` + CAPI Lambda) |
| **WhatsApp (Meta)** | Phone number, chat messages the visitor sends | Lead conversation (campaign destination) | Visitor-initiated | US | Per WhatsApp | (covered by Meta terms) | ✅ Active ((408) 430-7142) |
| **Sentry** | Error events, stack traces (**PII scrubbed**) | Error/uptime monitoring | Essential (security/ops) | US | Per Sentry plan | Sentry DPA (signed 2026-07-09) | ✅ Active |

## Consent gates
- **Essential:** loads without opt-in (hosting, security, the service the visitor asked for).
- **analytics (opt-in):** GA4, Clarity, PostHog — load only after the visitor clicks **Accept** (Consent Mode v2 `analytics_storage`).
- **ads (opt-in, GPC honored):** Meta Pixel/CAPI — load only after Accept **and** when no Global Privacy Control signal is present (`ad_storage`). A GPC browser is auto-opted-out of ad "sharing" with no click.

## Notes for the annual review
- Confirm each **Active** vendor's DPA is signed and on file (link the executed copy).
- Before flipping any *pending* vendor to Active: sign its DPA, set masking, then update the public Privacy Policy §4 to name it.
- GA4 retention is set in Admin → Data Settings → Data Retention (14 months); Google Signals stays **off** unless ads consent is granted.

## DPA status log
Tracking of each processor's Data Processing Addendum. "Master terms" = the DPA
applies automatically as part of the vendor's accepted online terms (no separate
signature); "Self-serve" = an in-console accept/sign action is required.

| Processor | Mechanism | Where | Status | Date | Reference |
|---|---|---|---|---|---|
| Google (Analytics) | **Master terms** — Google Ads Data Processing Terms, auto-applied (no signature). Confirmed on GA Admin → Account details; "Google products & services" data-sharing is **OFF** (privacy-forward). | GA Admin → Account details → Data Sharing Settings | ✅ in force (review-only) | 2026-07-09 | https://privacy.google.com/businesses/processorterms/ |
| Meta Platforms | **Master terms** — Business Tools Terms + EU Data Processing Terms, accepted by using the pixel/CAPI (no separate signature for a US advertiser). | Business Settings (reference) | ✅ in force (review-only) | 2026-07-09 | https://www.facebook.com/legal/terms/dataprocessing |
| Microsoft (Clarity) | **Master terms** — Microsoft Products & Services DPA, applies via MS online terms. | N/A — MS terms | ✅ in force (review-only) | 2026-07-09 | https://www.microsoft.com/licensing/docs/view/Microsoft-Products-and-Services-Data-Protection-Addendum-DPA |
| PostHog | **Self-serve — SIGNED.** DPA executed via PandaDoc (Ref NRMKK-IYF6K-8EGWL-UJZJT), countersigned by both parties; covers GDPR/UK/Swiss + US laws (CCPA/CPRA, CO, CT, UT, VA); no sensitive data. Executed copy archived. | app.posthog.com/legal | ✅ **signed** | 2026-07-09 | `docs/legal/posthog/` |
| Sentry | **Self-serve — SIGNED.** DPA v5.1.0 accepted in-app; executed copy + Terms 3.0.0 + Privacy 3.3.2 + SOC 2 Type 2 bridge letter archived at `docs/legal/sentry/`. Aggregated-data use OFF; region US. | {org}.sentry.io → Settings → Legal & Compliance | ✅ **signed** | 2026-07-09 | `docs/legal/sentry/` · https://sentry.io/legal/dpa/5.1.0/ |

_Google/Meta/Microsoft are master-terms (already in force — no signature). PostHog + Sentry need your one-time in-console signature. Update Status → "signed" + Date and save the executed/confirmation copy for each._