Data Processing Agreement
This Data Processing Agreement (“DPA”) is incorporated into, and is subject to the terms and conditions of, the Agreement between Cyver Technologies Inc. (“Superglue”) and the customer entity that is a party to the Agreement as a Member (“Customer”) (both also “Parties” or each a “Party”).
All capitalized terms not defined in this DPA shall have the meanings set forth in the Agreement. For the avoidance of doubt, all references to the “Agreement” shall include this DPA.
In the event of conflict between the terms of the main Agreement and this DPA, the terms of this DPA shall take precedence over the Agreement and any other associated contractual document between the Parties, to the extent of any such conflict.
The parties agree as follows:
“Affiliate” means an entity that directly or indirectly Controls, is Controlled by or is under common Control with an entity.
“Control” means an ownership, voting or similar interest representing fifty percent (50%) or more of the total interests then outstanding of the entity in question. The term “Controlled” shall be construed accordingly.
“Customer Data” means any personal data that Superglue processes on behalf of Customer via the Service, as more particularly described in this DPA.
“Controller to Processor Module” means the standard contractual clauses between controllers and processors, as approved by the European Commission Implementing Decision (EU) 2021/914 of 4 June 2021, that can be found here.
“Data Protection Laws” means all data protection laws and regulations applicable to a party’s processing of Customer Data under the Agreement, including, where applicable, European Data Protection Laws and Non-European Data Protection Laws.
“European Data Protection Laws” means all data protection laws and regulations applicable to Europe, including (i) Regulation 2016/679 of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (General Data Protection Regulation) (“GDPR”); (ii) Directive 2002/58/EC concerning the processing of personal data and the protection of privacy in the electronic communications sector; (iii) applicable national implementations of (i) and (ii); (iv) the GDPR as it forms part of UK law by virtue of section 3 of the UK European Union (Withdrawal) Act 2018 and the UK Data Protection Act 2018 (together, “UK Data Protection Laws”); and (v) the Swiss Federal Data Protection Act of 19 June 1992 and its Ordinance (“Swiss DPA”).
“Europe” means, for the purposes of this DPA, the European Economic Area and its member states (“EEA”), Switzerland and the United Kingdom (“UK”).
“Non-European Data Protection Laws” means the California Consumer Privacy Act (“CCPA”); the Canadian Personal Information Protection and Electronic Documents Act (“PIPEDA”); the Brazilian General Data Protection Law (“LGPD”), Federal Law no. 13,709/2018; and the Privacy Act 1988 (Cth) of Australia, as amended (“Australian Privacy Law”).“Processor to Processor Module” means standard contractual clauses between processors, as approved by the European Commission Implementing Decision (EU) 2021/914 of 4 June 2021, that can be found here.
“SCCs” means either (i) the standard contractual clauses between controllers and processors adopted by the European Commission in its Implementing Decision 2010/87/EU of 5 February 2010; (ii) the standard contractual clauses between controllers and processors adopted by the European Commission in its Implementing Decision (EU) 2021/91 of 4 June 2021; or (iii) the standard contractual clauses between processors adopted by the European Commission in its Implementing Decision (EU) 2021/91 of 4 June 2021; as applicable in accordance with Section 6.3.
“Security Incident” means any unauthorized or unlawful breach of security that leads to the accidental or unlawful destruction, loss, or alteration of, or unauthorized disclosure of or access to, Customer Data on systems managed or otherwise controlled by Superglue.
“Sensitive Data” means (a) social security number, tax file number, passport number, driver’s license number, or similar identifier (or any portion thereof); (b) credit or debit card number (other than the truncated (last four digits) of a credit or debit card); (c) employment, financial, credit, genetic, biometric or health information; (d) racial, ethnic, political or religious affiliation, trade union membership, information about sexual life or sexual orientation, or criminal record; (e) account passwords; or (f) other information that falls within the definition of “special categories of data” under applicable Data Protection Laws.
“Sub-processor” means any processor engaged by Superglue or its Affiliates to assist in fulfilling its obligations with respect to providing the Service pursuant to the Agreement or this DPA. Sub-processors may include third parties or Affiliates of Superglue but shall exclude Superglue employees, contractors, or consultants.
The terms “personal data”, “controller”, “data subject”, “processor” and “processing” shall have the meaning given to them under applicable Data Protection Laws or if not defined thereunder, the GDPR, and “process”, “processes" and “processed”, with respect to any Customer Data, shall be interpreted accordingly.
2. Roles and Responsibilities
2.1 Parties’ roles. If European Data Protection Laws or the LGPD applies to either party’s processing of Customer Data, the parties acknowledge and agree that with regard to the processing of Customer Data, Superglue is a processor acting on behalf of Customer (whether itself a controller or a processor). For the avoidance of doubt, this DPA shall not apply to instances where Superglue is the controller (as defined by European Data Protection Laws) unless otherwise described in Annex C (Jurisdiction-Specific Terms) of this DPA.
2.2 Purpose limitation. Superglue shall process Customer Data, as further described in Annex A (Details of Data Processing) of this DPA, only in accordance with Customer’s documented lawful instructions as set forth in this DPA, as necessary to comply with applicable law, or as otherwise agreed in writing (“Permitted Purposes”). The parties agree that the Agreement, including this DPA, along with the Customer’s configuration of or use of any settings, features, or options in the Service (as the Customer may be able to modify from time to time) constitute the Customer’s complete and final instructions to Superglue in relation to the processing of Customer Data (including for the purposes of the SCCs), and processing outside the scope of these instructions (if any) shall require prior written agreement between the parties.
2.3 Prohibited data. Customer will not provide (or cause to be provided) any Sensitive Data to Superglue for processing under the Agreement, and Superglue will have no liability whatsoever for Sensitive Data, whether in connection with a Security Incident or otherwise. For the avoidance of doubt, this DPA will not apply to Sensitive Data.
2.4 Customer compliance. Customer represents and warrants that (i) it has complied, and will continue to comply, with all applicable laws, including Data Protection Laws, in respect of its processing of Customer Data and any processing instructions it issues to Superglue; and (ii) it has provided, and will continue to provide, all notice and has obtained, and will continue to obtain, all consents and rights necessary under Data Protection Laws for Superglue to process Customer Data for the purposes described in the Agreement. Customer shall have sole responsibility for the accuracy, quality, and legality of Customer Data and the means by which Customer acquired Customer Data. Without prejudice to the generality of the foregoing, Customer agrees that it shall be responsible for complying with all laws (including Data Protection Laws) applicable to any Campaigns (as defined in the Agreement) or other content created, sent, or managed through the Service, including those relating to obtaining consents (where required) to send emails, the content of the emails and its email deployment practices.
2.4 Customer Processor Obligations. If Customer is acting as a processor, Customer will fulfill Superglues obligations to Customer’s controllers after the Processor to Processor Module.
2.5 Lawfulness of Customer’s instructions. Customer will ensure that Superglue’s processing of the Customer Data in accordance with Customer’s instructions will not cause Superglue to violate any applicable law, regulation, or rule, including, without limitation, Data Protection Laws. Superglue shall promptly notify Customer in writing, unless prohibited from doing so under European Data Protection Laws, if it becomes aware or believes that any data processing instruction from Customer violates European Data Protection Laws. Where Customer acts as a processor on behalf of a third-party controller (or other intermediary to the ultimate controller), Customer warrants that its processing instructions as set out in the Agreement and this DPA, including its authorizations to Superglue for the appointment of Sub-processors in accordance with this DPA, have been authorized by the relevant controller. Customer shall serve as the sole point of contact for Superglue and Superglue need not interact directly with (including to provide notifications to or seek authorization from) any third-party controller other than through regular provision of the Service to the extent required under the Agreement. Customer shall be responsible for forwarding any notifications received under this DPA to the relevant controller, where appropriate.
3.1 Authorized Sub-processors. Customer agrees that Superglue may engage Sub-processors to process Customer Data on Customer’s behalf. The Sub-processors currently engaged by Superglue and authorized by Customer are available online. Superglue shall notify Customer if it adds or removes Sub-processors at least 10 days prior to any such changes if Customer opts in to receive such notifications by informing Superglue.
3.2 Sub-processor obligations. Superglue shall: (i) enter into a written agreement with each Sub-processor containing data protection obligations that provide at least the same level of protection for Customer Data as those in this DPA, to the extent applicable to the nature of the service provided by such Sub-processor; and (ii) remain responsible for such Sub-processor’s compliance with the obligations of this DPA and for any acts or omissions of such Sub-processor that cause Superglue to breach any of its obligations under this DPA. Customer acknowledges and agrees that, where applicable, Superglue fulfills its obligations under Clause 9 of the 2021 Controller-to-Processor Clauses and 2021 Processor-to-Processor Clauses (as applicable) by complying with this Section 3 and that Superglue may be prevented from disclosing Sub-processor agreements to Customer due to confidentiality restrictions but Superglue shall, upon request, use reasonable efforts to provide Customer with all relevant information it reasonably can in connection with Sub-processor agreements.
4.1 Security Measures. Superglue shall implement and maintain appropriate technical and organizational security measures that are designed to protect Customer Data from Security Incidents and designed to preserve the security and confidentiality of Customer Data in accordance with Superglue’s security standards described in Annex B (“Technical and organizational (Security) Measures”) of this DPA.
4.2 Confidentiality of processing. Superglue shall ensure that any person who is authorized by Superglue to process Customer Data (including its staff, agents, and subcontractors) shall be under an appropriate obligation of confidentiality (whether a contractual or statutory duty).
4.3 Updates to Security Measures. Customer is responsible for reviewing the information made available by Superglue relating to data security and making an independent determination as to whether the Service meets Customer’s requirements and legal obligations under Data Protection Laws. Customer acknowledges that the Security Measures are subject to technical progress and development and that Superglue may update or modify the Security Measures from time to time, provided that such updates and modifications do not result in the degradation of the overall security of the Service provided to Customer.
4.4 Security Incident response. Upon becoming aware of a Security Incident, Superglue shall: (i) notify Customer without undue delay, and where feasible, in any event no later than 48 hours from becoming aware of the Security Incident; (ii) provide timely information relating to the Security Incident as it becomes known or as is reasonably requested by Customer; and (iii) promptly take reasonable steps to contain and investigate any Security Incident. Superglue’s notification of or response to a Security Incident under this Section 4.4 shall not be construed as an acknowledgment by Superglue of any fault or liability with respect to the Security Incident.
4.5 Customer responsibilities. Notwithstanding the above, Customer agrees that except as provided by this DPA, Customer is responsible for its secure use of the Service, including securing its account authentication credentials, protecting the security of Customer Data when in transit to and from the Service, and taking any appropriate steps to securely encrypt or backup any Customer Data uploaded to the Service.
5. Security Reports and Audits
5.1 Audit rights. Superglue shall make available to Customer all information reasonably necessary to demonstrate compliance with this DPA and allow for and contribute to audits, including inspections by Customer in order to assess compliance with this DPA. Customer acknowledges and agrees that it shall exercise its audit rights under this DPA (including this Section 5.1 and where applicable, the SCCs) and any audit rights granted by Data Protection Laws, by instructing Superglue to comply with the audit measures described in Sections 5.2 and 5.3 below.
5.2 Security reports. Customer acknowledges that Superglue is regularly audited by independent third party auditors and internal auditors respectively. Upon written request, Superglue shall supply (on a confidential basis) a summary copy of its most current audit report(s) (“Report”) to Customer, so that Customer can verify Superglue’s compliance with the audit standards against which it has been assessed and this DPA.
5.3 Security due diligence. In addition to the Report, Superglue shall respond to all reasonable requests for information made by Customer to confirm Superglue’s compliance with this DPA, including responses to information security, due diligence, and audit questionnaires, by making additional information available regarding its information security program upon Customer’s written request to firstname.lastname@example.org, provided that Customer shall not exercise this right more than once per calendar year.
6. International Transfers
6.1 Data center locations. Subject to Section 6.2, Customer acknowledges that Superglue may transfer and process Customer Data to and in the United States and anywhere else in the world where Superglue, its Affiliates or its Sub-processors maintain data processing operations. Superglue shall at all times ensure that such transfers are made in compliance with the requirements of Data Protection Laws and this DPA.
6.2 Australian data. To the extent that Superglue is a recipient of Customer Data protected by the Australian Privacy Law, the parties acknowledge and agree that Superglue may transfer such Customer Data outside of Australia as permitted by the terms agreed upon by the parties and subject to Superglue complying with this DPA and the Australian Privacy Law.
6.3 European Data transfers. To the extent Superglue is a recipient of Personal Data protected by EU Data Privacy Laws, Superglue agrees to be bound by and Process such Personal Data in compliance with the SCCs, which are incorporated in full by reference and form an integral part of this DPA. For the purposes of the descriptions in the SCCs Superglue agrees that it is a “data importer” and Customer is the “data exporter” (notwithstanding that Customer may itself be an entity located in a third country). In case of conflict between the SCCs and this DPA, the SCCs shall prevail. The Parties further agree that the SCCs will apply to Personal Data that is transferred by Customer via the Service from Europe to outside Europe, either directly or via onward transfer, to Superglue located in a country not recognized as providing an adequate level of protection for personal data (as described in EU Data Privacy Law). The SCCs can be found here and here.
6.4 Compliance with the SCCs. The parties agree that if Superglue cannot ensure compliance with the SCCs, it shall promptly inform Customer of its inability to comply. If Customer intends to suspend the transfer of European Data and/or terminate the affected parts of the Service, it shall first provide notice to Superglue and provide Superglue with a reasonable period of time to cure such non-compliance, during which time Superglue and Customer shall reasonably cooperate to agree what additional safeguards or measures, if any, may be reasonably required. Customer shall only be entitled to suspend the transfer of data and/or terminate the affected parts of the Service for non-compliance with the SCCs if Superglue has not or cannot cure the non-compliance within a reasonable period.
6.5 Alternative transfer mechanism. To extent that and for so long as the SCCs as implemented in accordance with Section 6.3 cannot be relied on to lawfully transfer personal data in compliance with UK Data Protection Laws, the standard data protection clauses for processors adopted pursuant to or permitted under Article 46 of the UK GDPR (“UK SCCs”) shall be incorporated by reference and deemed completed with the relevant information set out in the Annexes of this DPA. Additionally, to the extent Superglue adopts an alternative lawful data transfer mechanism for the transfer of European Data not described in this DPA (“Alternative Transfer Mechanism”), the Alternative Transfer Mechanism shall apply instead of the transfer mechanisms described in this DPA (but only to the extent such Alternative Transfer Mechanism complies with applicable European Data Protection Laws and extends to the countries to which European Data is transferred). In addition, if and to the extent that a court of competent jurisdiction or supervisory authority orders (for whatever reason) that the measures described in this DPA cannot be relied on to lawfully transfer European Data (within the meaning of applicable European Data Protection Laws), Superglue may implement any additional measures or safeguards that may be reasonably required to enable the lawful transfer of European Data.
7. Return or Deletion of Data
Deletion or return on termination. Upon termination or expiration of the Agreement, Superglue shall (at Customer’s election) delete or return to Customer all Customer Data (including copies) in its possession or control, except that this requirement shall not apply to the extent Superglue is required by applicable law to retain some or all of the Customer Data, or to Customer Data it has archived on back-up systems, which Customer Data Superglue shall securely isolate, protect from any further processing and eventually delete in accordance with Superglue’s deletion policies, except to the extent required by applicable law. The parties agree that the certification of deletion of Customer Data described in Clause 8.5 and 16(d) of the 2021 Controller-to-Processor Clauses and 2021 Processor-to-Processor Clauses (as applicable) shall be provided by Superglue to Customer only upon Customer’s written request.
8. Data Subject Rights and Cooperation
8.1 Data subject requests. As part of the Service, Superglue provides Customer with a number of self-service features, that Customer may use to retrieve, correct, delete, or restrict the use of Customer Data, which Customer may use to assist it in connection with its (or its third-party controller’s) obligations under the Data Protection Laws with respect to responding to requests from data subjects via Customer’s account at no additional cost. In addition, Superglue shall, considering the nature of the processing, provide reasonable additional assistance to Customer to the extent possible to enable Customer (or its third-party controller) to comply with its data protection obligations with respect to data subject rights under Data Protection Laws. In the event that any such request is made to Superglue directly, Superglue shall not respond to such communication directly except as appropriate (for example, to direct the data subject to contact Customer) or legally required, without Customer’s prior authorization. If Superglue is required to respond to such a request, Superglue shall, where the Customer is identified or identifiable from the request, promptly notify Customer and provide Customer with a copy of the request unless Superglue is legally prohibited from doing so. For the avoidance of doubt, nothing in the Agreement (including this DPA) shall restrict or prevent Superglue from responding to any data subject or data protection authority requests in relation to personal data for which Superglue is a controller.
8.2 Data protection impact assessment. To the extent required under applicable Data Protection Laws, Superglue shall (considering the nature of the processing and the information available to Superglue) provide all reasonably requested information regarding the Service to enable Customer to carry out data protection impact assessments or prior consultations with data protection authorities as required by Data Protection Laws. Superglue shall comply with the foregoing by: (i) complying with Section 5 (Security Reports and Audits); (ii) providing the information contained in the Agreement, including this DPA; and (iii) if the foregoing sub-sections (i) and (ii) are insufficient for Customer to comply with such obligations, upon request, providing additional reasonable assistance (at Customer’s expense).
9. Jurisdiction-Specific Terms
To the extent Superglue processes Customer Data originating from and protected by Data Protection Laws in one of the jurisdictions listed in Annex C, then the terms specified in Annex C with respect to the applicable jurisdiction(s) (“Jurisdiction-Specific Terms”) apply in addition to the terms of this DPA. In the event of any conflict or ambiguity between the Jurisdiction-Specific Terms and any other terms of this DPA, the applicable Jurisdiction-Specific Terms will take precedence, but only to the extent of the Jurisdiction-Specific Terms’ applicability to Superglue.
10. Limitation of Liability
10.1 Each party’s and all of its Affiliates’ liability taken together in the aggregate arising out of or related to this DPA (including the SCCs) shall be subject to the exclusions and limitations of liability set forth in the Agreement.
10.2 Any claims made against Superglue or its Affiliates under or in connection with this DPA (including, where applicable, the SCCs) shall be brought solely by the Customer entity that is a party to the Agreement.
10.3 In no event shall any party limit its liability with respect to any individual’s data protection rights under this DPA or otherwise.
11. Relationship with the Agreement
11.1 This DPA shall remain in effect for as long as Superglue carries out Customer Data processing operations on behalf of Customer or until termination of the Agreement (and all Customer Data has been returned or deleted in accordance with Section 7 above).
11.2 The parties agree that this DPA shall replace any existing data processing agreement or similar document that the parties may have previously entered into in connection with the Service.
11.4 Except for any changes made by this DPA, the Agreement remains unchanged and in full force and effect.
11.5 No one other than a party to this DPA, its successors and permitted assignees shall have any right to enforce any of its terms.
11.6 This DPA shall be governed by and construed in accordance with the governing law and jurisdiction provisions in the Agreement, unless required otherwise by applicable Data Protection Laws.
Annex A – Details of Data Processing
(a) Categories of data subjects:
The categories of data subjects whose personal data is processed include (i) Members (i.e., individual end users with access to a Superglue account) and (ii) Contacts (i.e., Member’s partners and other individuals about whom a Member has given us information or has otherwise interacted with a Member via the Service).
(b) Categories of personal data:
Customer may upload, submit, or otherwise provide certain personal data to the Service, the extent of which is typically determined and controlled by Customer in its sole discretion, and may include the following types of personal data:
- Members: Identification and contact data (name, address, title, contact details, username); employment details (employer, job title, geographic location, area of responsibility).
- Contacts: Identification and contact data (name, date of birth, gender, general, occupation or other demographic information, address, title, contact details, including email address); personal interests or preferences.
(c) Sensitive data processed (if applicable):
Superglue does not want to, nor does it intentionally, collect or process any Sensitive Data in connection with the provision of the Service.
(d) Frequency of processing:
Continuous and as determined by Customer.
(e) Subject matter and nature of the processing:
Superglue provides a messaging service, automation and partner engagement platform and other related services, as more particularly described in the Agreement. The subject matter of the data processing under this DPA is the Customer Data. Customer Data will be processed in accordance with the Agreement (including this DPA) and may be subject to the following processing activities:
- Storage and other processing necessary to provide, maintain and improve the Service provided to Customer pursuant to the Agreement; and/or
- Disclosures in accordance with the Agreement and/or as compelled by applicable law.
(f) Purpose of the processing:
Superglue shall only process Customer Data for the Permitted Purposes, which shall include: (i) processing as necessary to provide the Service in accordance with the Agreement; (ii) processing initiated by Customer in its use of the Service; and (iii) processing to comply with any other reasonable instructions provided by Customer (e.g., via email or support tickets) that are consistent with the terms of the Agreement.
(g) Duration of processing and period for which personal data will be retained:
Superglue will process Customer Data as outlined in Section 7 (Return or Deletion of Data) of this DPA.
Annex B – Technical and organizational (Security) Measures
To the agreement regarding data protection laws about order data processing.
1. Trustworthiness (Article 32, Paragraph 1, Section b GDPR)
1.1. Entry Control
Measures to deny entry to unauthorized individuals to the data processing systems, with which data is being processed:
- Definition of individuals with authorized access;
- Binding access-authentication via keys for all individuals;
- Further safeguards through safety locks outside of office hours;
- Documentation of key allocation and defined procedure in case of loss;
- Visitor supervision by accompanying visitors and outside personnel.
1.2. Physical Access Control
Measures that prohibit unauthorized individuals from using the data processing systems:
- Access protection of all data processing systems via user authentication;
- Simple authentication of PC-workstations via passwords;
- Prohibition of physical storage of passwords (e.g. sticky notes) and instructions/information concerning their specification;
- Definition of authorized individuals:
-Existence of role concepts (predefined access roles),
- Individual allocation of (personal) access rights,
- Limitation of the circle of authorized individuals to a necessary minimum,
- Regular review of individual access rights regarding their necessity;
- Measures at the user’s workspace:
- Automatic locking of the workspace when inactive for more than 5 minutes using the operating system’s own safety mechanisms,
- Protection of workspaces during temporary absences against unauthorized usage (e.g. via a manual system lock).
- Weak features are disabled (e.g. WPS, WPA),
- Password policy for strong Wi-Fi passwords,
- Separate guest Wi-Fi;
- Login credentials are managed within a password manager.
1.3. Data Access Control
Measures that ensure that individuals with authorized access to data processing systems can only access the data included in their access authorisation:
- Allocation of dedicated work spaces and identifiers exclusively for specific functions;
- Existence of regulations and procedures to add, change and delete user profiles and user roles;
- Usage of passwords and predefined password rules;
- Access of authorized individuals only to data of their individual user profile;
- Limitation of the scope of access to a required minimum, necessary for the fulfillment of current tasks and functions (logical, temporal etc.);
- Recording of data access, for example: reading, writing, changing and deleting of transactions (user recognition, transaction details);
- Regular, random analyses for misuse detection as well as analysis of protocols in the event of damage.
1.4. Separation Control
Measures that ensure that data which has been collected for different purposes, can be processed separately:
- Implementation and documentation of functional separation (e.g. dual control);
- Existence of guidelines and work instructions;
- Implementation of programming regulations (e.g. separate testing and live environments);
- Regulations of system and program review;
- Technical and organizational regulations and measures to ensure the separate processing (saving, changing, deleting and transferring etc.) and storage of data with different contract purposes (e.g. logical separation of individual data sets for each customer of the employee).
A check whether specific data processing can be carried out without explicit personal identifiers has been made.
- Implementation of pseudonymisation for usage analytics of public websites.
2. Integrity (Article 32, Paragraph 1, Section b GDPR)
2.1. Transfer Control
Measures that ensure that data cannot be read, copied, changed or removed without authorization during its transport or storage on data carriers; the measures also ensure that it can be checked and identified where data is intended to be transferred to by data transfer establishments:
- Recording of every transfer (sender and recipient);
- No collection or processing of data subject to the Telecommunications Act outside of the European Union;
- Encryption of data transfers between clients and servers;
- Transfer in the backend:
- Protected connection to the backend systems,
- Protected connections between different backend systems,
- Data requiring a high level of protection are encrypted;
- Safety gateways at network handover points:
- Existence of network- & hardware-firewalls,
- Existence of personal- & desktop-firewalls,
- Constant activation of the firewalls,
- Impossibility of firewall deactivation by the users;
- Limitation of usage of mobile data mediums to a minimum.
- Secure storage of data
- Data requiring a high level of protection are encrypted while stored in a database,
- Data requiring a high level of protection are also encrypted while stored in a backup;
2.2. Input Control
Measures to ensure that retroactive checks can be conducted if and by whom data has been entered, changed or deleted within the IT-systems:
- Assignment of rights to enter, change and delete data based on an authorisation concept;
- Recording of data entries, changes and deletions;
- Traceability of data entries, changes and deletions via individual usernames.
3. Availability- and Capacity (Article 32, Paragraph 1, Section b DSGVO)
3.1. Availability- and Capacity Control
Measures to ensure that data is protected against random destruction or loss:
- Existence and implementation of an implementation plan of regular data backups:
- Conducting daily backups,
- Designation of a person responsible for the backups and their deputy,
- Regular check of the feasibility of backup recoveries;
- Existence of an emergency plan with steps to be undertaken and designation of individuals to be informed, especially amongst the customers, in case of an incident;
- Existence of a current virus protection program;
- Permanent monitoring of operational parameters.
4. Procedures for the regular review, assessment and evaluation (Article 32, Paragraph 1, Section d GDPR; Article 25, Paragraph 1 GDPR)
4.1. Data Protection Management
A data protection management system exists and is separately documented.
Measures to ensure that in case of personal data breach, the breach is immediately, and preferably within 72 hours after the breach, reported to the responsible supervisory authority according to article 55 by the responsible person (section 33 GDPR):
- Determination of possible cases of a data breach;
- Description of the process in case of a data breach;
- Description of the responsibilities;
- Description of the technical procedure to repair the data breach.
4.3. Privacy Default Settings
Suitable technical and organizational measures to ensure that, by default settings, the scope of personal data being processed is limited to a minimum required for that individual, specific purpose:
- Minimisation of the volume of the collected data;
- Reduction of the scope of data processing;
- Reduction of storage periods;
- Complication of data accessibility.
4.4. Order Control
Measures to ensure that personal data which is being processed during an order, can only be processed according to the instructions of the customer:
- Selection of the contractor according to due diligence obligations (especially regarding data security);
- Written instructions to the contractor (e.g. via data processor annex);
- Execution of a formal order placement;
- Agreement of effective control rights towards the contractor;
- Obligation of the contractor’s employees to data secrecy;
- Regular reviews of the contractor and its activities.
4.5. TOM change process
Process for the regular review of the TOMs and the documentation of its changes.
- Quarterly review of the TOMs for their up-to-dateness by the technical (CTO) and organizational (Managing Director) person responsible in the company and addition of newly introduced measures;
- Documentation of changes in the TOM Change Report.
Annex C - Jurisdiction-Specific Terms
- Objection to Sub-processors. Customer may object in writing to Superglue’s appointment of a new Sub-processor within five (5) calendar days of receiving notice in accordance with Section 3.1 of the DPA, provided that such objection is based on reasonable grounds relating to data protection. In such event, the parties shall discuss such concerns in good faith with a view to achieving a commercially reasonable resolution. If no such resolution can be reached, Superglue will, at its sole discretion, either not appoint such Sub-processor, or permit Customer to suspend or terminate the affected Service in accordance with the termination provisions in the Agreement without liability to either party (but without prejudice to any fees incurred by Customer prior to suspension or termination).
- Government data access requests. As a matter of general practice, Superglue does not voluntarily provide government agencies or authorities (including law enforcement) with access to or information about Superglue accounts (including Customer Data). If Superglue receives a compulsory request (whether through a subpoena, court order, search warrant, or other valid legal process) from any government agency or authority (including law enforcement) for access to or information about a Superglue account (including Customer Data) belonging to a Customer whose primary contact information indicates the Customer is located in Europe, Superglue shall: (i) review the legality of the request; (ii) inform the government agency that Superglue is a processor of the data; (iii) attempt to redirect the agency to request the data directly from Customer; (iv) notify Customer via email sent to Customer’s primary contact email address of the request to allow Customer to seek a protective order or other appropriate remedy; and (v) provide the minimum amount of information permissible when responding to the agency or authority based on a reasonable interpretation of the request. As part of this effort, Superglue may provide Customer’s primary and billing contact information to the agency. Superglue shall not be required to comply with this paragraph 2 if it is legally prohibited from doing so, or it has a reasonable and good-faith belief that urgent access is necessary to prevent an imminent risk of serious harm to any individual, public safety, or Superglue’s property, the Superglue Site, or Service, but where Superglue is legally prohibited from notifying Customer of requests it shall use its best efforts to obtain a waiver of the prohibition.
- Except as described otherwise, the definitions of: “controller” includes “Business”; “processor” includes “Service Provider”; “data subject” includes “Consumer”; “personal data” includes “Personal Information”; in each case as defined under the CCPA.
- For this “California” section of Annex C only, “Permitted Purposes” shall include processing Customer Data only for the purposes described in this DPA and in accordance with Customer’s documented lawful instructions as set forth in this DPA, as necessary to comply with applicable law, as otherwise agreed in writing, including, without limitation, in the Agreement, or as otherwise may be permitted for “service providers” under the CCPA.
- Superglue’s obligations regarding data subject requests, as described in Section 8 (Data Subject Rights and Cooperation) of this DPA, extend to rights requests under the CCPA.
- Notwithstanding any use restriction contained elsewhere in this DPA, Superglue shall process Customer Data to perform the Service, for the Permitted Purposes and/or in accordance with Customer’s documented lawful instructions, or as otherwise permitted or required by applicable law.
- Notwithstanding any use restriction contained elsewhere in this Annex C, Superglue may de-identify or aggregate Customer Data as part of performing the Service specified in this DPA and the Agreement.
- Where Sub-processors process the Personal Information of Customer contacts, Superglue takes steps to ensure that such Sub-processors are Service Providers under the CCPA with whom Superglue has entered into a written contract that includes terms substantially similar to this “California” section of Annex C or are otherwise exempt from the CCPA’s definition of “sale”. Superglue conducts appropriate due diligence on its Sub-processors.
- Superglue takes steps to ensure that Superglue’s Sub-processors, as described in Section 3 (Sub-processing) of the DPA, are third parties under PIPEDA, with whom Superglue has entered into a written contract that includes terms substantially similar to this DPA. Superglue conducts appropriate due diligence on its Sub-processors.
- Superglue will implement technical and organizational measures as set forth in Section 4 (Security) of the DPA.