Data Processing Agreement for Link Essentials

DATA PROCESSING AGREEMENT (VERSION 3.0)

Standard Contractual Clauses

For the purposes of Article 28(3) of Regulation 2016/679 (the GDPR)

between

The Customer

The Customer's contact information and other details are as specified in the Quote.

(the data controller)

and

Bizbrains A/S
CVR: DK33510837
Havneparken 1, st.
7100 Vejle
Denmark

(the data processor)

each a ‘party’; together ‘the parties’

HAVE AGREED on the following Contractual Clauses (the Clauses) in order to meet the requirements of the GDPR and to ensure the protection of the rights of the data subject.

 
1. PREAMBLE

1. These Contractual Clauses (the Clauses) set out the rights and obligations of the data controller and the data processor, when processing personal data on behalf of the data controller. The data controller and the data processor have entered into an agreement concerning a software system delivered by the data processor to the data controller (the Main Agreement).

2. The Clauses have been designed to ensure the parties’ compliance with Article 28(3) of Regulation 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation).

3. In the context of the provision of the services agreed in the Main Agreement, the data processor will process personal data on behalf of the data controller in accordance with the Clauses.

4. Four appendices are attached to the Clauses and form an integral part of the Clauses.

5. Appendix A contains details about the processing of personal data, including the purpose and nature of the processing, type of personal data, categories of data subject and duration of the processing.

6. Appendix B contains the data controller’s conditions for the data processor’s use of sub-processors and a list of sub-processors authorised by the data controller.

7. Appendix C contains the data controller’s instructions with regards to the processing of personal data, the minimum security measures to be implemented by the data processor and how audits of the data processor and any sub-processors are to be performed.

8. Appendix D contains provisions for other activities which are not covered by the Clauses.

9. The Clauses along with appendices shall be retained in writing, including electronically, by both parties.

10. The Clauses shall not exempt the data processor from obligations to which the data processor is subject pursuant to the General Data Protection Regulation (the GDPR) or other legislation.

 
2. THE RIGHTS AND OBLIGATIONS OF THE DATA CONTROLLER

1. The data controller is responsible for ensuring that the processing of personal data takes place in compliance with the GDPR (see Article 24 GDPR), the applicable EU or Member State data protection provisions and the Clauses.

2. The data controller has the right and obligation to make decisions about the purposes and means of the processing of personal data.

3. The data controller shall be responsible, among other, for ensuring that the processing of personal data, which the data processor is instructed to perform, has a legal basis.

3. THE DATA PROCESSOR ACTS ACCORDING TO INSTRUCTIONS

1. The data processor shall process personal data only on documented instructions from the data controller, unless required to do so by Union or Member State law to which the processor is subject. Such instructions shall be specified in appendices A and C. Subsequent instructions can also be given by the data controller throughout the duration of the processing of personal data, but such instructions shall always be documented and kept in writing, including electronically, in connection with the Clauses.

2. The data processor shall immediately inform the data controller if instructions given by the data controller, in the opinion of the data processor, contravene the GDPR or the applicable EU or Member State data protection provisions.

4. CONFIDENTIALITY

1. The data processor shall only grant access to the personal data being processed on behalf of the data controller to persons under the data processor’s authority who have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality and only on a need to know basis. The data processor must ensure, that the persons it has authorised to process personal data are kept under periodic review. On the basis of this review, such access to personal data can be withdrawn, if access is no longer necessary, and personal data shall consequently not be accessible anymore to those persons.

2. The data processor shall at the request of the data controller demonstrate that the concerned persons under the data processor’s authority are subject to the abovementioned confidentiality.

5. SECURITY OF PROCESSING

1. Article 32 GDPR stipulates that, taking into account the state of the art, the costs of implementation and the nature, scope, context and purposes of processing as well as the risk of varying likelihood and severity for the rights and freedoms of natural persons, the data controller and data processor shall implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk.

The data controller shall evaluate the risks to the rights and freedoms of natural persons inherent in the processing and implement measures to mitigate those risks. Depending on their relevance, the measures may include the following:

a. Pseudonymisation and encryption of personal data;

b. the ability to ensure ongoing confidentiality, integrity, availability and resilience of processing systems and services;

c. the ability to restore the availability and access to personal data in a timely manner in the event of a physical or technical incident;

d. a process for regularly testing, assessing and evaluating the effectiveness of technical and organisational measures for ensuring the security of the processing.

2. According to Article 32 GDPR, the data processor shall also – independently from the data controller – evaluate the risks to the rights and freedoms of natural persons inherent in the processing and implement measures to mitigate those risks. To this effect, the data controller shall provide the data processor with all information necessary to identify and evaluate such risks.

3. Furthermore, the data processor shall assist the data controller in ensuring compliance with the data controller’s obligations pursuant to Articles 32 GDPR, by inter alia providing the data controller with information concerning the technical and organisational measures already implemented by the data processor pursuant to Article 32 GDPR along with all other information necessary for the data controller to comply with the data controller’s obligation under Article 32 GDPR.

If subsequently – in the assessment of the data controller – mitigation of the identified risks require further measures to be implemented by the data processor, than those already implemented by the data processor pursuant to Article 32 GDPR, the data controller shall specify these additional measures to be implemented in Appendix C.

 6. USE OF SUB-PROCESSORS

1. The data processor shall meet the requirements specified in Article 28(2) and (4) GDPR in order to engage another processor (a sub-processor).

2. The data processor has the data controller’s general authorisation for the engagement of sub-processors. The data processor shall notify the data controller via e-mail, using the e-mail address set out in the Quote, of any intended changes concerning the addition or replacement of sub-processors, thereby giving the data controller the opportunity to object to such changes in writing prior to the engagement of the concerned sub-processor(s). The data controller's objection must be specific, reasonable and justifiable. Absence of any objections from the data controller shall be considered as an authorisation of the sub-processing. The list of sub-processors already authorised by the data controller can be found in Appendix B.

3. Where the data processor engages a sub-processor for carrying out specific processing activities on behalf of the data controller, the same data protection obligations as set out in the Clauses shall be imposed on that sub-processor by way of a contract or other legal act under EU or Member State law, in particular providing sufficient guarantees to implement appropriate technical and organisational measures in such a manner that the processing will meet the requirements of the Clauses and the GDPR.

The data processor shall therefore be responsible for requiring that the sub-processor at least complies with the obligations to which the data processor is subject pursuant to the Clauses and the GDPR.

4. A copy of such a sub-processor agreement and subsequent amendments shall – at the data controller’s request – be submitted to the data controller, thereby giving the data controller the opportunity to ensure that the same data protection obligations as set out in the Clauses are imposed on the sub-processor. Clauses on business related issues that do not affect the legal data protection content of the sub-processor agreement, shall not require submission to the data controller.

5. The data processor shall agree a third-party beneficiary clause with the sub-processor where – in the event of bankruptcy of the data processor – the data controller shall be a third-party beneficiary to the sub-processor agreement and shall have the right to enforce the agreement against the sub-processor engaged by the data processor, e.g. enabling the data controller to instruct the sub-processor to delete or return the personal data.

6. If the sub-processor does not fulfil his data protection obligations, the data processor shall remain fully liable to the data controller as regards the fulfilment of the obligations of the sub-processor. This liability applies to the same extent and scope etc. as for the data processor's own acts and omissions. This does not affect the rights of the data subjects under the GDPR – in particular those foreseen in Articles 79 and 82 GDPR – against the data controller and the data processor, including the sub-processor.

 7. TRANSFER OF DATA TO THIRD COUNTRIES OR INTERNATIONAL ORGANISATIONS

1. Any transfer of personal data to third countries or international organisations by the data processor shall only occur on the basis of documented instructions from the data controller and shall always take place in compliance with Chapter V GDPR.

2. By signing these Clauses, the data controller accepts that the data processor may transfer personal data to a country outside the EEA. The data processor will be required to ensure that such transfer is at all times lawful, including i.e. that there is an adequate level of protection prior to the transfer of the personal data to a country outside the EEA.

3. In case transfers to third countries or international organisations, which the data processor has not been instructed to perform by the data controller, is required under EU or Member State law to which the data processor is subject, the data processor shall inform the data controller of that legal requirement prior to processing unless that law prohibits such information on important grounds of public interest.

4. Without documented instructions from the data controller, the data processor therefore cannot within the framework of the Clauses:

a. transfer personal data to a data controller or a data processor in a third country or in an international organization

b. transfer the processing of personal data to a sub-processor in a third country

c. have the personal data processed in by the data processor in a third country

5. The Clauses shall not be confused with standard data protection clauses within the meaning of Article 46(2)(c) and (d) GDPR, and the Clauses cannot be relied upon by the parties as a transfer tool under Chapter V GDPR.

8. ASSISTANCE TO THE DATA CONTROLLER

1. Taking into account the nature of the processing, the data processor shall against separate remuneration assist the data controller by appropriate technical and organisational measures, insofar as this is possible, in the fulfilment of the data controller’s obligations to respond to requests for exercising the data subject’s rights laid down in Chapter III GDPR. If the data processor receives requests from the data subjects, the data processor shall forward these requests to the data controller without undue delay. The data processor must not respond to requests from the data subjects without the prior and documented instructions of the data controller.

The data processor shall against separate remuneration, insofar as this is possible, assist the data controller in the data controller’s compliance with:

a. the right to be informed when collecting personal data from the data subject
b. the right to be informed when personal data have not been obtained from the data subject
c. the right of access by the data subject
d. the right to rectification
e. the right to erasure (‘the right to be forgotten’)
f. the right to restriction of processing
g. notification obligation regarding rectification or erasure of personal data or restriction of processing
h. the right to data portability
i. the right to object
j. the right not to be subject to a decision based solely on automated processing, including profiling

2. In addition to the data processor’s obligation to assist the data controller pursuant to Clause 6.3., the data processor shall furthermore, taking into account the nature of the processing and the information available to the data processor, assist the data controller in ensuring compliance with:

a. the data controller’s obligation to without undue delay and, where feasible, not later than 72 hours after having become aware of it, notify the personal data breach to the competent supervisory authority, unless the personal data breach is unlikely to result in a risk to the rights and freedoms of natural persons;

b. the data controller’s obligation to without undue delay communicate the personal data breach to the data subject, when the personal data breach is likely to result in a high risk to the rights and freedoms of natural persons;

c. the data controller’s obligation to carry out an assessment of the impact of the envisaged processing operations on the protection of personal data (a data protection impact assessment) against separate remuneration;

d. the data controller’s obligation to consult the competent supervisory authority, prior to processing where a data protection impact assessment indicates that the processing would result in a high risk in the absence of measures taken by the data controller to mitigate the risk. The Data Processor will be entitled to receive separate remuneration for such assistance.

3. The parties shall define in Appendix C the appropriate technical and organisational measures by which the data processor is required to assist the data controller as well as the scope and the extent of the assistance required. This applies to the obligations foreseen in Clause 9.1. and 9.2.

9. NOTIFICATION OF PERSONAL DATA BREACH

1. In case of any personal data breach, the data processor shall, without undue delay after having become aware of it, notify the data controller of the personal data breach.

2. The data processor’s notification to the data controller shall, if possible, take place within 24 hours after the data processor has become aware of the personal data breach to enable the data controller to comply with the data controller’s obligation to notify the personal data breach to the competent supervisory authority, cf. Article 33 GDPR.

3. In accordance with Clause 9(2)(a), the data processor shall assist the data controller in notifying the personal data breach to the competent supervisory authority, meaning that the data processor is required to assist in obtaining the information listed below which, pursuant to Article 33(3) GDPR, shall be stated in the data controller’s notification to the competent supervisory authority:

a. The nature of the personal data including where possible, the categories and approximate number of data subjects concerned and the categories and approximate number of personal data records concerned;

b. the likely consequences of the personal data breach;

c. the measures taken or proposed to be taken by the controller to address the personal data breach, including, where appropriate, measures to mitigate its possible adverse effects.

4. The parties shall define in Appendix C all the elements to be provided by the data processor when assisting the data controller in the notification of a personal data breach to the competent supervisory authority.

10. ERASURE AND RETURN OF DATA

1. On termination of the provision of personal data processing services, the data processor must, at the Data Controller's option, either (i) delete all personal data processed on behalf of the Data Controller and certify to the Data Controller that it has done so, or (ii) return all the personal data to the Data Controller and delete existing copies, unless European Union and/or Member State law requires storage of the personal data.

11. AUDIT AND INSPECTION

1. The data processor shall make available to the data controller all information necessary to demonstrate compliance with the obligations laid down in Article 28 and the Clauses and allow for and contribute to audits, including inspections, conducted by the data controller or another auditor mandated by the data controller.

2. Procedures applicable to the data controller’s audits, including inspections, of the data processor and sub-processors are specified in appendices C.7. and C.8.

3. The data processor shall be required to provide the supervisory authorities, which pursuant to applicable legislation have access to the data controller’s and data processor’s facilities, or representatives acting on behalf of such supervisory authorities, with access to the data processor’s physical facilities on presentation of appropriate identification.

12. THE PARTIES' AGREEMENT ON OTHER TERMS

1. The parties may agree other clauses concerning the provision of the personal data processing service specifying e.g. liability, as long as they do not contradict directly or indirectly the Clauses or prejudice the fundamental rights or freedoms of the data subject and the protection afforded by the GDPR.

13. COMMENCEMENT AND TERMINATION

1. The Clauses shall become effective on the date of both parties’ signature.

2. Both parties shall be entitled to require the Clauses renegotiated if changes to the law or inexpediency of the Clauses should give rise to such renegotiation.

3. The Clauses will automatically terminate upon termination or expiry of the Main Agreement.

4. The Clauses shall apply for the duration of the provision of personal data processing services. For the duration of the provision of personal data processing services, the Clauses cannot be terminated unless other Clauses governing the provision of personal data processing services have been agreed between the parties.

5. If the provision of personal data processing services is terminated, and the personal data is deleted or returned to the data controller pursuant to Clause 11.1. and Appendix C.4., the Clauses may be terminated by written notice by either party.

14. VENUE AND GOVERNING LAW

1. These Clauses is governed by Danish law, unless otherwise is required by mandatory rules in Union law or mandatory rules in Member State law to which the data processor is subject. Any dispute arising out of or in connection with the provisions of these Clauses must be settled as described in the Main Agreement.

15. DATA CONTROLLER AND PROCESSOR CONTACTS/CONTACT POINTS

1. The data processor may contact the data controller using the ordinary contact information set out in the Quote, and the data controller may contact the data processor using the contact/contact points set out below.

2. The parties shall be under obligation continuously to inform each other of changes to contacts/contact points.

Name Bizbrains Support
Telephone +45 33 60 16 01
E-mail support@bizbrains.com
 

APPENDIX A INFORMATION ABOUT THE PROCESSING

A.1. The purpose of the data processor’s processing of personal data on behalf of the data controller is:

The purpose of the processing activities is to carry out the services set out in the Quote.

A.2. The data processor’s processing of personal data on behalf of the data controller shall mainly pertain to (the nature of the processing):

The data processor's delivery of the agreed services as further described in the Quote. The processing comprises e.g. (but not exhaustive) the following:

a) Storage, use and display to the extent that this forms part of the services delivered in accordance with the Quote
b) Use in connection with delivery of consultancy services (e.g., testing, support, teaching or adaptation of IT systems) or exchanged documents
c) Other processing activities related to the services

A.3. The processing includes the following types of personal data about data subjects:

The processing of personal data includes common categories of personal data, including name, function, contact details, usernames, user rights, history of use for IT systems, address and order-related information.

The data controller shall ensure, that the description of the types of personal data always matches and is kept updated with the data controller's use of the system.

A.4. Processing includes the following categories of data subject:

a) The data controller's employees
b) Registered users of the data controller's system
c) The data controller's business partners and their representatives
d) Orders
e) End-customers
f) Order recipients

The data controller shall ensure, that the list of data subjects always matches and is kept updated with the data controller's use of the system.

A.5. The data processor’s processing of personal data on behalf of the data controller may be performed when the Clauses commence. Processing has the following duration:

The processing is carried out as long as the Quote between the parties remain in force.

APPENDIX B AUTHORISED SUB-PROCESSORS

B.1. Approved sub-processors
On commencement of the Clauses, the data controller authorises the engagement of the following sub-processors:

Please take notice that an up-to-date list of these approved sub-processors can be found on our dedicated webpage at Sub-processors

The data controller shall on the commencement of the Clauses authorise the use of the abovementioned sub-processors for the processing described for that party. The data processor shall not be entitled – without notifying the data controller – to engage a sub-processor for a ‘different’ processing than the one which has been agreed upon or have another sub-processor perform the described processing.

B.2. Prior notice for the authorisation of sub-processors

The data processor shall notify the data controller via e-mail, using the e-mail address set out in the Quote, of any intended changes, additions or replacements of sub-processors. Any objections from the data controller must be specific, reasonable and justifiable. Absence of any objections from the data controller shall be considered as an authorisation of the sub-processing.

APPENDIX C INSTRUCTION PERTAINING TO THE USE OF PERSONAL DATA

C.1. The subject of/instruction for the processing

The data processor is solely instructed to perform the processing activities and process personal data for the purposes set out in Appendix A.

The processing must always comply with the GDPR, the applicable EU or Member State data protection provisions and the Clauses.

C.2. Security of processing

Taking into account the state of the art, the costs of implementation and the nature, scope, context and purposes of processing as well as the risk of varying likelihood and severity for the rights and freedoms of natural persons, the data processor must implement appropriate technical and organisational measures to ensure a level of security appropriate to these risks.

C.3. Assistance to the data controller

The data processor shall insofar as this is possible – within the scope and the extent of the assistance specified – assist the data controller in accordance with Clause 9.1. and 9.2. by implementing the appropriate technical and organisational measures.

C.4. Storage period/erasure procedures

Upon termination of the provision of personal data processing services, the data processor shall either delete or return the personal data in accordance with Clause 11.1., unless the data controller – after the signature of the contract – has modified the data controller’s original choice. Such modification shall be documented and kept in writing, including electronically, in connection with the Clauses.

C.5. Processing location

Processing of the personal data under the Clauses cannot be performed at any other locations than the data processor's location or the sub-processors' locations.

C.6. Instruction on the transfer of personal data to third countries

The Data Controller approves transfers to third countries as set out in Clause 7.2.

C.7. Procedures for the data controller’s audits, including inspections, of the processing of personal data being performed by the data processor

The data processor shall annually (at the data processor's own expense) obtain an auditor's report from a state authorised public accountant concerning the data processor's compliance with the GDPR, the applicable EU or Member State data protection provisions and the Clauses.

The parties have agreed that the following types of auditor's report may be used in compliance with the Clauses:

ISAE 3402 or ISAE 3000 report or any other auditing standards which may supersede said standards.

The auditor's report shall be submitted to the data controller for information once finalized.

Based on the results of such an audit, the data controller may request further measures to be taken to ensure compliance with the GDPR, the applicable EU or Member State data protection provisions and the Clauses.

The data controller or the data controller’s representative shall in addition have access to inspect, including physically inspect, the places, where the processing of personal data is carried out by the data processor, including physical facilities as well as systems used for and related to the processing. Such an inspection shall be performed, when the data controller deems it required.

The data controller's costs, if applicable, relating to the physical inspection shall be defrayed by the data controller. The data processor shall, however, be under obligation to set aside the resources (mainly time) reasonably required for the data controller to be able to perform the inspection.

 
APPENDIX D THE PARTIES’ TERMS OF AGREEMENT ON OTHER SUBJECTS

D.1. Liability
The data processor is only liable for damage caused by processing which is due to a failure to comply with the obligations in the data protection legislation which are aimed specifically at data processors, or if the data processor has failed to follow, or has acted in contravention of, the data controller's lawful instructions. Liability is subject to the limitations of liability laid down in the Quote, including the Terms.