docs(legal): rewrite privacy statement and ToS, add subprocessor list

[brandontaslater]

Refresh legal documentation and add subprocessor list

📝 Docs · 🔧 Chore

Replaces legacy legal agreements with refreshed versions dated April 30, 2026.

Adds a public subprocessor list to improve transparency around data handling and AI processing commitments.

Complexity

🟡 Moderate · 4 files changed, 538 insertions(+), 614 deletions(-)

While this PR only modifies documentation, it establishes the foundational legal and privacy framework for the platform. The changes involve high-consequence commitments regarding AI data usage, subprocessor transparency, and data retention that must align perfectly with the technical implementation of the service.

Tests

🧪 Not applicable as this PR contains only documentation changes.

Review focus

Pay particular attention to the following areas:

• AI training commitments — verify that the "no-training" clauses in the ToS and Privacy Policy accurately reflect our current and planned technical architecture.
• Subprocessor accuracy — ensure the list of third parties (Google, Neo4j, Sentry, etc.) is exhaustive and correctly describes their roles.
• Retention timelines — check that the 30/60/90 day data deletion windows described in Section 8.6 of the ToS match our automated infrastructure cleanup cycles.

[github-actions]

📚 Documentation Preview

Preview deployed to: https://opentrace.github.io/docs/preview/25-merge/

[opentrace]

🔧 Changes Requested

The legal rewrite is a significant upgrade in terms of technical precision. The distinctions between Customer Code, Connected Data, and Derived Artifacts are clearly defined, which is crucial for our architecture. The "no-training" commitments for AI models are robustly stated across all documents.

I've flagged a recurring formatting issue where table headers were left empty, with labels placed in the first data row. This needs to be corrected to ensure the tables render correctly across various Markdown processors and remain accessible to screen readers.

See inline suggestions for the specific formatting fixes.

Minor observations

1. Navigation consistency: mkdocs.yml:74
   The otignore.md file is listed under the "Data Sources" section in the navigation but is located in the root of the docs/ folder. It might be worth moving the file to docs/integrations/ to keep the file structure aligned with the navigation hierarchy.

2. Contact Email:
   I noticed support@opentrace.com was entirely replaced by privacy@ and legal@ addresses. This is fine for these specific documents, but ensure we have a plan to keep these mailboxes monitored as closely as the general support queue.