Privacy roles when an agency manages your workspace
Your business is the controller of your chatbot's data, Pivra is the processor, and the agency is your authorised user. What Pivra logs, your responsibilities, and revoking access.
Updated 12 Oct 2026
Agency access is available to approved partners of the Pivra partner programme. This article explains who is responsible for what when you give an agency access to your workspace.
Who is who
- Your business is the controller of the personal information in your chatbot: conversations, leads, contacts and bookings. Under the Australian Privacy Act, your business is the APP entity responsible for it.
- Pivra is the processor. We process that information on your behalf, to run your chatbot, under our Terms of Service, our Privacy Policy and, if you have signed one, our Data Processing Agreement.
- The agency is your authorised user. It acts on your instructions, inside your workspace, only within the access you choose. It is not a Pivra sub-processor and does not act for Pivra.
What Pivra logs
Pivra records what the agency's people do in your workspace: who acted, what they did, to which item, and when. You see this on Settings → Agency access. Repeated views of the same page are combined into one entry per hour. The log records ids and action names, not the content of your customers' messages.
Your responsibilities
- Choose only the access the agency needs. View conversations, Reply to customers and View customer data each give the agency access to your customers' personal information.
- Have your own agreement with the agency, covering the work and your data, including any data processing terms the law requires between you.
- Make sure your own privacy notice covers your use of an agency, where that is needed.
- Review the activity log from time to time.
Revoking access
The workspace owner or an admin can revoke the agency's access at any time from Settings → Agency access. It ends at once, for everyone at the agency. Your chatbots keep answering. See Working with an agency for what happens next.
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If you have questions or suggestions, email us at support@pivra.ai .