Data Processing Agreement
This Customer Data Processing Agreement reflects the requirements of the European Data Protection Regulation (“GDPR”) as it comes into effect on May 25, 2018. Octobat´s products and services offered in the European Union are GDPR ready and this Data Processing Agreement provides you with the necessary documentation of this readiness.
This Data Processing Agreement (“Data Processing Agreement”) is an addendum to the Customer Terms of Service (“Agreement”) between Octobat SAS, trading as Octobat, and the Customer. All capitalized terms not defined in this Data Processing Agreement shall have the meanings set forth in the Agreement. Customer enters into this Data Processing Agreement on behalf of itself and, to the extent required under Data Protection Laws, in the name and on behalf of its Authorized Affiliates (defined below).
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.
“Authorized Affiliate” means any of Customer Affiliate(s) permitted to or otherwise receiving the benefit of the Services pursuant to the Agreement.
“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.
“Controller” means an entity that determines the purposes and means of the processing of Personal Data.
“Customer Data” means any data that Octobat and/or its Affiliates processes on behalf of Customer in the course of providing the Services under the Agreement.
“Data Protection Laws” means all data protection and privacy laws and regulations applicable to the processing of Personal Data under the Agreement, including, where applicable, EU Data Protection Law.
“EU Data Protection Law” means (i) prior to May 25, 2018, Directive 95/46/EC of the European Parliament and of the Council on the protection of individuals with regard to the processing of Personal Data and on the free movement of such data (“Directive”) and on and after May 25, 2018, 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”); and (ii) Directive 2002/58/EC concerning the processing of Personal Data and the protection of privacy in the electronic communications sector and applicable national implementations of it (in each case, as may be amended, superseded or replaced).
“Personal Data” means any Customer Data relating to an identified or identifiable natural person to the extent that such information is protected as personal data under applicable Data Protection Law.
“Processor” means an entity that processes Personal Data on behalf of the Controller.
“Processing” has the meaning given to it in the GDPR and “process”, “processes” and “processed” shall be interpreted accordingly.
“Security Incident” means any unauthorized or unlawful breach of security that leads to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of or access to Personal Data.
“Services” means any product or service provided by Octobat to Customer pursuant to and as more particularly described in the Agreement.
“Sub-processor” means any Processor engaged by Octobat or its Affiliates to assist in fulfilling its obligations with respect to providing the Services pursuant to the Agreement or this Data Processing Agreement. Sub-processors may include third parties or any Octobat Affiliate.
2. Scope & Applicability
2.1 This Data Processing Agreement applies where and only to the extent that Octobat processes Customer Data that originates from the EEA and/or that is otherwise subject to EU Data Protection Law on behalf of Customer as Data Processor in the course of providing Services pursuant to the Agreement.
2.2 Role of the Parties. As between Octobat and Customer, Customer is the Controller of Personal Data and Octobat shall process Personal Data only as a Processor on behalf of Customer. Nothing in the Agreement or this Data Processing Agreement shall prevent Octobat from using or sharing any data that Octobat would otherwise collect and process independently of Customer’s use of the Services.
2.3 Customer Obligations. Customer agrees that (i) it shall comply with its obligations as a Controller under Data Protection Laws in respect of its processing of Personal Data and any processing instructions it issues to Octobat; and (ii) it has provided notice and obtained (or shall obtain) all consents and rights necessary under Data Protection Laws for Octobat to process Personal Data and provide the Services pursuant to the Agreement and this Data Processing Agreement.
2.4 Octobat Processing of Personal Data. As a Processor, Octobat shall process Personal Data only for the following purposes: (i) processing to perform the Services in accordance with the Agreement; (ii) processing to perform any steps necessary for the performance of the Agreement; and (iii) to comply with other reasonable instructions provided by Customer to the extent they are consistent with the terms of this Agreement and only in accordance with Customer’s documented lawful instructions. The parties agree that this Data Processing Agreement and the Agreement set out the Customer’s complete and final instructions to Octobat in relation to the processing of Personal Data and processing outside the scope of these instructions (if any) shall require prior written agreement between Customer and Octobat.
2.5 Nature of the Data. Octobat handles Customer Data provided by Customer. Such Customer Data may contain special categories of data depending on how the Services are used by Customer. The Customer Data may be subject to the following process activities: (i) storage and other processing necessary to provide, maintain and improve the Services provided to Customer; (ii) to provide customer and technical support to Customer; and (iii) disclosures as required by law or otherwise set forth in the Agreement.
2.6 Octobat Data. Notwithstanding anything to the contrary in the Agreement (including this Data Processing Agreement), Customer acknowledges that Octobat shall have a right to use and disclose data relating to and/or obtained in connection with the operation, support and/or use of the Services for its legitimate business purposes, such as billing, account management, technical support, product development and sales and marketing. To the extent any such data is considered personal data under Data Protection Laws, Octobat is the Controller of such data and accordingly shall process such data in compliance with Data Protection Laws.
3.1 Security Measures. Octobat will endeavour to take adequate technical and organisational measures against loss or any form of unlawful processing (such as unauthorised disclosure, deterioration, alteration or disclosure of personal data) in connection with the performance of processing personal data under this Data Processing Agreement. Octobat does not guarantee that the security measures are effective under all circumstances. Octobat will endeavour to ensure that the security measures are of a reasonable level, having regard to the state of the art, the sensitivity of the personal data and the costs related to the security measures. The Controller will only make the personal data available to Octobat if it is assured that the necessary security measures have been taken. The Controller is responsible for ensuring compliance with the measures agreed by and between the Parties.
3.2 Confidentiality of Processing. Octobat shall ensure that any person who is authorized by Octobat to process Personal Data (including its staff, agents and subcontractors) shall be under an appropriate obligation of confidentiality (whether a contractual or statutory duty).
3.3 Security Incident Response. Upon becoming aware of a Security Incident, Octobat shall notify Customer without undue delay and shall provide timely information relating to the Security Incident as it becomes known or as is reasonably requested by Customer.
3.4 Updates to Security Measures. Customer acknowledges that the Security Measures are subject to technical progress and development and that Octobat 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 Services purchased by the Customer.
3.5 Octobat shall maintain records of its security standards. Upon Customer’s written request, Octobat shall provide (on a confidential basis) copies of relevant external ISMS certifications, audit report summaries and/or other documentation reasonably required by Customer to verify Octobat’s compliance with this Data Processing Agreement. Octobat shall further provide written responses (on a confidential basis) to all reasonable requests for information made by Customer, including responses to information security and audit questionnaires, that Customer (acting reasonably) considers necessary to confirm Octobat’s compliance with this Data Processing Agreement, provided that Customer shall not exercise this right more than once per year.
4.1 Authorized Sub-processors. Customer agrees that Octobat may engage Sub-processors to process Personal Data on Customer’s behalf. Octobat shall provide Customer reasonable advance notice (for which email shall suffice) if it adds or removes Sub-processors.
4.2 Sub-processor Obligations. Octobat shall: (i) enter into a written agreement with the Sub-processor imposing data protection terms that require the Sub-processor to protect the Personal Data to the standard required by Data Protection Laws; and (ii) remain responsible for its compliance with the obligations of this Data Processing Agreement and for any acts or omissions of the Sub-processor that cause Octobat to breach any of its obligations under this Data Processing Agreement.
4.3 Objection to Sub-processors. Customer may object in writing to Octobat’s appointment of a new Sub-processor on reasonable grounds relating to data protection by notifying Octobat promptly in writing within five (5) calendar days of receipt of Octobat’s notice in accordance with Section 3.3. Such notice shall explain the reasonable grounds for the objection. In such event, the parties shall discuss such concerns in good faith with a view to achieving commercially reasonable resolution. If this is not possible, either party may terminate the applicable Services that cannot be provided by Octobat without the use of the objected-to-new Sub-processor.
5.1 To the extent that Customer is unable to independently access the relevant Personal Data within the Services, Octobat shall (at Customer’s expense) taking into account the nature of the processing, provide reasonable cooperation to assist Customer by appropriate technical and organizational measures, in so far as is possible, to respond to any requests from individuals or applicable data protection authorities relating to the processing of Personal Data under the Agreement. In the event that any such request is made directly to Octobat, Octobat shall not respond to such communication directly without Customer’s prior authorization, unless legally compelled to do so. If Octobat is required to respond to such a request, Octobat shall promptly notify Customer and provide it with a copy of the request unless legally prohibited from doing so.
5.2 To the extent Octobat is required under Data Protection Law, Octobat shall (at Customer’s expense) provide reasonably requested information regarding Octobat’s processing of Personal Data under the Agreement to enable the Customer to carry out data protection impact assessments or prior consultations with data protection authorities as required by law.
6. Return or Deletion of Data
6.1 Upon cancellation of the Services, all Personal Data shall be deleted, save that this requirement shall not apply to the extent Octobat is required by applicable law to retain some or all of the Personal Data, or to Personal Data it has archived on back-up systems, which such Personal Data Octobat shall securely isolate and protect from any further processing, except to the extent required by applicable law.
7. International Transfers
7.1 The Processor may process and/or transfer personal data to countries outside the European Union provided that such country guarantees an adequate level of protection and that it satisfies all applicable laws and regulations. Upon request, the Processor shall notify the Controller as to which country or countries the personal data will be processed in.
8.1 Except for the changes made by this Data Processing Agreement, the Terms & Conditions Agreement remains unchanged and in full force and effect. If there is any conflict between this Data Processing Agreement and the Agreement, this Data Processing Agreement shall prevail to the extent of that conflict.
8.2 In no event shall any party limit its liability with respect to any individual’s data protection rights under this Data Processing Agreement or otherwise.
Effective date: May 25, 2018