Legal
Ideal State Sub-processor List
What this list is
Ideal State engages a small number of providers to process client data on our clients’ behalf, and uses a small number of AI tools in our work. This page is the master record of both. It is the list Section 17(c) of our Terms of Use refers to, and every Service Addendum points here rather than carrying a list of its own.
Every provider on this list meets the same baseline before it processes any client data:
- a written commercial agreement with data-processing terms;
- no use of client data to train AI models;
- a documented retention and deletion policy for client data;
- an independent security certification such as SOC 2 Type II or ISO 27001, or equivalent evidence;
- data location in the United States, unless the Service Addendum for a service says otherwise.
How changes reach you. When we add a provider or an AI tool to this list, we update the page and email every client’s Notice Address. The new provider or tool does not process any client data until at least fifteen days after that notice. A client may object in writing on reasonable data-protection grounds within that period, as Section 17(c) provides. Questions, and requests to be told of changes, go to contracts@idealstate.co. Certification reports are provided on request, subject to each provider’s own terms (Sections 17(e) and 17(k)).
Not every engagement uses every provider. Each Service Addendum names which of the providers below its service uses and what client data the service submits to AI tools.
Sub-processors
| Provider | Service | What it processes for Ideal State | Data location | Retention and deletion | Certification | Agreement | On the list since |
|---|---|---|---|---|---|---|---|
| Microsoft Corporation | Microsoft 365 (SharePoint, Teams, OneDrive, Exchange, Power Automate) and Azure, in Ideal State’s own tenant | Engagement files and deliverables; meeting recordings and transcripts; configuration data read from a client’s tenant with the client’s consent; names and roles of client staff | United States (Ideal State’s tenant is provisioned in the United States; Exchange, SharePoint, OneDrive and Teams content is stored at rest there) | Kept for the engagement and deleted under Section 17(j) at its end; after a Microsoft subscription ends, Microsoft deletes all customer data within 90 to 180 days | SOC 2 Type II and ISO 27001:2022 (Microsoft Service Trust Portal) | Microsoft Products and Services Data Protection Addendum, incorporated into Microsoft’s Product Terms; no use of customer data to train generative AI foundation models | November 12, 2026 |
| Anthropic, PBC | Claude: Claude Code and Cowork under Ideal State’s Team organization; the Claude API under Ideal State’s commercial organization; Managed Agents for scheduled processes where a Service Addendum says so | The content a task needs, as Section 17(h) limits it: transcripts, notes, configuration data, document text, and the names of client staff where the Service Addendum lists them | United States for storage. Inference on the Team plan may be routed to Anthropic’s infrastructure outside the United States by default; on the API it is pinned to the United States where a Service Addendum says so | API inputs and outputs deleted within 30 days; Team plan sessions kept until deleted, then removed within 30 days; Managed Agents session records until Ideal State deletes them; content flagged by Anthropic’s safety systems up to two years; everything deleted within 30 days of the end of the agreement | SOC 2 Type II, ISO 27001:2022 and ISO 42001 (Anthropic Trust Center) | Anthropic Commercial Terms of Service with the Data Processing Addendum incorporated; "Anthropic may not train models on Customer Content" | November 12, 2026 |
| Formagrid, Inc. (Airtable), a Bending Spoons S.p.A. company | Airtable, Business plan, United States region | Engagement working data: the people we interview and their interview notes, desk review results, systems inventories, findings and roadmap items, migration trackers, use-case pipelines | United States (Airtable’s default region) | Kept for the engagement; exported to the client’s engagement folder and deleted at the client’s or Ideal State’s request within 30 days of the end; backup copies follow Airtable’s retention | SOC 2 Type II (report on request), ISO 27001:2022 and ISO 27701:2019 | Airtable Data Processing Addendum, executed by Ideal State on November 5, 2026; Airtable AI Terms: no use of customer data to train generative AI models. Airtable’s AI features are off for engagement bases | November 12, 2026 |
| monday.com Ltd. | monday.com, United States region | Engagement project plans: milestones, activities and status, with the names of client contacts assigned to them | United States (AWS, Northern Virginia); monday.com may also process account data in Israel, where it is headquartered | Kept for the engagement; deleted at closure within 90 days on Ideal State’s request | SOC 2 Type II and ISO 27001:2022 (monday.com Compliance Hub) | monday.com Data Processing Addendum, incorporated into its Terms of Service; monday AI Terms: no use of customer data to train AI models | November 12, 2026 |
| DocuSign, Inc. | DocuSign eSignature, Ideal State’s account | The text of each agreement Ideal State sends for signature, and each signer’s name, email address, IP address and signing events. No engagement data | United States (the account is provisioned in DocuSign’s United States region) | Completed envelopes kept while the account is active, under Ideal State’s retention setting; after the account closes DocuSign keeps them about two years for legal and compliance reasons, then purges them | SOC 2 Type II and ISO 27001 (DocuSign Trust Portal) | DocuSign Data Protection Attachment for Web Plan Customers, incorporated into its Terms; DocuSign’s AI data controls are off for Ideal State’s account, so no customer data is used for AI training | November 12, 2026 |
AI tools Ideal State uses
Section 17(h) of the Terms sets the safeguards for every AI tool we use on client data: data goes only through API or enterprise interfaces that do not train on it; each tool’s retention is documented here; we submit only what a task needs; and no AI tool changes a client’s systems on its own judgment. Each Service Addendum states what client data its service submits to these tools.
| AI tool | Models | How Ideal State uses it | Retention | Provider terms |
|---|---|---|---|---|
| Claude, by Anthropic | Claude Fable 5.1 (claude-fable-5-1), Claude Opus 5.5 (claude-opus-5-5), Claude Sonnet 5.5 (claude-sonnet-5-5) and Claude Haiku 5.5 (claude-haiku-5-5). A scheduled process runs on the model its Service Addendum names, and we tell the client before changing it | Consultants’ working sessions in Claude Code and Cowork, under Ideal State’s own Claude organization on Ideal State-managed devices; the Claude API under Ideal State’s commercial organization for document rendering and scheduled processes; Managed Agents where a Service Addendum says so | As the Anthropic row above | No training on client data; content from client systems is passed as data, never as instructions |
| Microsoft 365 Copilot, in Ideal State’s tenant | Microsoft’s hosted large language models for Microsoft 365 Copilot, run inside Microsoft’s service boundary; Microsoft names the model family in its documentation rather than a per-request model id | Meeting recaps and transcripts of client calls held in Ideal State’s Teams; summaries and drafts over engagement files in Ideal State’s Microsoft 365 | Within Ideal State’s Microsoft 365 tenant, under the Microsoft row above: prompts, responses and the content they draw on stay in the tenant and follow its retention | Microsoft Product Terms: prompts, responses and data accessed through Microsoft Graph are not used to train foundation models |
AI features built into the providers above are switched off for engagement data: Airtable AI and monday AI are not used on engagement bases or boards, and DocuSign’s AI data controls are off.
Tools that are not Sub-processors
Some tools run on the consultant’s own device and send no client content to their vendor, so they are not Sub-processors and do not appear above. ShareGate Migrate, which we use to move content between Microsoft 365 tenants, works this way: content travels from the source tenant through the consultant’s machine to the destination and never touches ShareGate’s servers, its telemetry is switched off, and no diagnostic package containing client content is sent to its vendor. A migration tool that would carry client content through its own servers is added to the list above, with the notice described, before it is used.
Providers named in earlier versions of our Terms and not on this list: OpenAI (no current Ideal State service sends client data to OpenAI; Azure OpenAI in a client’s own subscription runs under the client’s agreement with Microsoft) and Movebot (not in use). Either is added here, with the notice described, before any service uses it.
Changes to this list
| Date | Change |
|---|---|
| November 12, 2026 | First publication, with the Terms of Use of the same date |