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Data Processing Agreement

Data Processing Agreement
This DPA is entered into between us and the Customer and is incorporated into and governed by the terms of the Terms of Service.

1. Definitions

Any capitalised term not defined in this DPA shall have the meaning given to it in the Terms of Service.

“Terms of Service”

means the agreement between us and the Customer for the provision of the Services;

“Controller”

means the Customer;

“Data Subject”

shall have the same meaning as in Directive 95/46/EC of the European Parliament and of the Council of 24 October 1995 (as amended from time to time, or replaced by subsequent legislation);

“DPA”

means this data processing agreement together with its Schedule 1and the Security Documentation;

“Personal Data”

shall have the same meaning as in Directive 95/46/EC of the European Parliament and of the Council of 24 October 1995 (as amended from time to time, or replaced by subsequent legislation);

“Processor”

means us;

“Security Documentation”

means the security documents as amended from time to time, or as otherwise made available by the Processor to the Controller;

“Standard Contractual Clauses”

means the EU model clauses for Personal Data transfer from controllers to processors c2010-593 – Decision 2010/87EU;

“Subsidiary”

means any entity that directly or indirectly controls, is controlled by, or is under common control of a party. “Control,” for purposes of this definition, means direct or indirect ownership or control of more than 50% of the voting interests of a party;

“Sub-Processor”

means any person or entity engaged by us (including a Subsidiary) to process Personal Data in the provision of the Services to the Customer.

2. Purpose

The Processor has agreed to provide the Services to the Controller in accordance with the terms of the Terms of Service. In providing the Services, the Processor shall process Customer Data on behalf of the Controller. Customer Data may include Personal Data. The Processor will process and protect such Personal Data in accordance with the terms of this DPA.

3. Scope

In providing the Services to the Controller pursuant to the terms of the Terms of Service, the Processor shall process Personal Data only to the extent necessary to provide the Services in accordance with both the terms of the Terms of Service and the Controller’s instructions documented in the Terms of Service and this DPA.

4. Processor Obligations

The Processor may collect, process or use Personal Data only within the scope of this DPA.

The Processor confirms that it shall process Personal Data on behalf of the Controller.

The Processor shall promptly inform the Controller, if in the Processor’s opinion, any of the instructions regarding the processing of Personal Data provided by the Controller, breach any applicable data protection laws.

The Processor shall ensure that all employees, agents, officers and contractors involved in the handling of Personal Data: (i) are aware of the confidential nature of the Personal Data and are contractually bound to keep the Personal Data confidential; (ii) have received appropriate training on their responsibilities as a data processor; and (iii) are bound by the terms of this DPA.

The Processor shall implement appropriate technical and organisational procedures to protect Personal Data, 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 Processor shall implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk, including inter alia as appropriate: (i) the ability to ensure the on-going confidentiality, integrity, availability and resilience of processing systems and services; (ii) the ability to restore the availability and access to Personal Data in a timely manner in the event of a physical or technical incident; (iii) a process for regularly testing, assessing and evaluating the effectiveness of technical and organisational measures for ensuring the security of the processing. In accessing the appropriate level of security, account shall be taken in particular of the risks that are presented by processing, in particular from accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to Personal Data transmitted, stored or otherwise processed.

The technical and organisational measures detailed in the Security Documentation shall be at all times adhered to as a minimum security standard. The Controller accepts and agrees that the technical and organisational measures are subject to development and review and that the Processor may use alternative suitable measures to those detailed in the attachments to this DPA provided that such updates and modifications do not result in the degradation of the overall security of the Services.

Where Personal Data relating to an EU Data Subject is transferred outside of the EEA it shall be processed only by entities which: (i) are located in a third country or territory recognised by the EU Commission to have an adequate level of protection; or (ii) have entered into Standard Contractual Clauses with the Processor; or (iii) have other legally recognised appropriate safeguards in place, such as the EU-US Privacy Shield or Binding Corporate Rules.

Taking into account the nature of the processing and the information available to the Processor, the Processor shall assist the Controller by having in place appropriate technical and organisational measures, insofar as this is possible, for the fulfilment of the Controller’s obligation to respond to requests for exercising the Data Subject’s rights and the Controller’s compliance with the Controller’s data protection obligations in respect of the processing of Personal Data.

5. Controller Obligations

The Controller represents and warrants that it shall comply with the terms of the Terms of Service, this DPA and all applicable data protection laws.

The Controller represents and warrants that it has obtained any and all necessary permissions and authorisations necessary to permit the Processor, its Subsidiaries and Sub-Processors, to execute their rights or perform their obligations under this DPA.

The Controller is responsible for compliance with all applicable data protection legislation, including requirements with regards to the transfer of Personal Data under this DPA and the Terms of Service.

All Subsidiaries of the Controller who use the Services shall comply with the obligations of the Controller set out in this DPA.

The Controller has their own obligations to implement their own appropriate technical and organisational procedures to protect Personal Data, 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 Controller shall implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk, including inter alia as appropriate: (i) the pseudonymisation and encryption of Personal Data; (ii) the ability to ensure the on-going confidentiality, integrity, availability and resilience of processing systems and services; (iii) the ability to restore the availability and access to Personal Data in a timely manner in the event of a physical or technical incident; (iv) a process for regularly testing, assessing and evaluating the effectiveness of technical and organisational measures for ensuring the security of the processing. In accessing the appropriate level of security account shall be taken in particular of the risks that are presented by processing, in particular from accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to Personal Data transmitted, stored or otherwise processed.

The Controller shall take steps to ensure that any natural person acting under the authority of the Controller who has access to Personal Data does not process the Personal Data except on instructions from the Controller.

The Controller may require correction, deletion, blocking and/or making available the Personal Data during or after termination of the Agreement. The Processor will process the request to the extent it is lawful, and will reasonably fulfil such request in accordance with its standard operational procedures to the extent possible.

The Controller acknowledges and agrees that some instructions from the Controller, including destruction or return of data from the Processor, may result in additional fees. In such case, the Processor will notify the Controller of such fees in advance unless otherwise agreed.

6. Sub-Processors

The Controller acknowledges and agrees that: (i) Subsidiaries of the Processor may be used as Sub-processors; and (ii) the Processor and its Subsidiaries respectively may engage Sub-processors in connection with the provision of the Services.

All Sub-processors who process Personal Data in the provision of the Services to the Controller shall comply with the obligations of the Processor similar to those set out in this DPA.

Where Sub-processors are located outside of the EEA, the Processor confirms that such Sub-processors: (i) are located in a third country or territory recognised by the EU Commission to have an adequate level of protection; or (ii) have entered into Standard Contractual Clauses with the Processor; or (iii) have other legally recognised appropriate safeguards in place, such as the EU-US Privacy Shield or Binding Corporate Rules.

The Processor shall make available to the Controller the current list of Sub-processorson request which shall include the identities of Sub-processors and their country of location.

7. Liability

The limitations on liability set out in the Terms of Service apply to all claims made pursuant to any breach of the terms of this DPA.

The parties agree that the Controller shall be liable for any breaches of this DPA caused by the acts and omissions or negligence of its Subsidiaries as if such acts, omissions or negligence had been committed by the Controller itself.

The Controller shall not be entitled to recover more than once in respect of the same claim.

8. Audit

The Processor shall make available to the Controller all information reasonably necessary to demonstrate compliance with its processing obligations and allow for and contribute to audits and inspections.

Any audit conducted under this DPA shall consist entirely of examination of the most recent reports, certificates and/or extracts prepared by the processor. In the event that provision of the same is not deemed sufficient in the reasonable opinion of the Controller, the Controller may at its own expense conduct a more extensive audit which will be: (i) limited in scope to matters specific to the Controller and agreed in advance with the Processor; (ii) carried out during UK business hours and upon reasonable notice which shall be not less than 4 weeks unless an identifiable material issue has arisen; and (iii) conducted in a way which does not interfere with the Processor’s day-to-day business. The Processor will charge a fee for assisting with any audit.

This clause shall not modify or limit the rights of audit of the Controller, instead it is intended to clarify the procedures in respect of any audit undertaken pursuant thereto.

9. Data Deletion

The Controller will enable the Processor to delete Personal Data using the functionality provided by the Service.

On termination, the Controller has the option to request the return or deletion of Personal Data. This request must be made 14 days prior to termination of the contract. The Processor will make the data available for download by the Controller in a machine-readable format.

Following permanent deletion from the live systems, partial data may reside on the Processor’s archival systems. If requested by the Controller, the Processor may be able to assist with recovery of partial data from these archives during this period. A fee will be charged for this service.

10. Notification of Data Breach

The Processor shall notify the Controller without undue delay after becoming aware of (and in any event within 72 hours of discovering) any accidental or unlawful destruction, loss, alteration or unauthorised disclosure or access to any Personal Data (“Data Breach”).

The Processor will take all commercially reasonable measures to secure the Personal Data, to limit the effects of any Data Breach and to assist the Controller in meeting the Controller’s obligations under applicable law.

The Processor’s notification of, or response to, a Data Breach under this Section 10 will not be construed as an acknowledgement by the Processor of any fault or liability with respect to the Data Breach.

The Processor will not assess the content of the Controller’s data in order to identify information subject to any specific Controller data breach. Controller is solely responsible for complying with data breach notification laws applicable to the Controller and fulfilling any third party notification obligations related to any Data Breach(es).

11. Compliance, Cooperation and Response

In the event that the Processor receives a request from a Data Subject in relation to Personal Data, the Processor will refer the Data Subject to the Controller unless otherwise prohibited by law. The Controller shall reimburse the Processor for all costs incurred resulting from providing reasonable assistance in dealing with a Data Subject request or assisting the Controller in complying with its duties. In the event that the Processor is legally required to respond to the Data Subject, the Controller will fully cooperate with the Processor as applicable.

The Processor will notify the Controller promptly of any request or complaint regarding the processing of Personal Data, which adversely impacts the Controller, unless such notification is not permitted under applicable law or a relevant court order.

The Processor may make copies of and/or retain Personal Data in order to comply with it’s legal or regulatory requirement including, but not limited to, retention requirements.

The parties acknowledge that it is the duty of the Controller to notify the Processor within a reasonable time, of any changes to applicable data protection laws, codes or regulations which may affect the contractual duties of the Processor. The Processor shall respond within a reasonable timeframe in respect of any changes that need to be made to the terms of this DPA or to the technical and organisational measures to maintain compliance. If the parties agree that amendments are required, but the Processor is unable to accommodate the necessary changes, the Controller may terminate the part or parts of the Services which give rise to the non-compliance. To the extent that other parts of the Services provided are not affected by such changes, the provision of those Services shall remain unaffected.

The Controller and the Processor and, where applicable, their representatives, shall cooperate, on request, with a supervisory data protection authority in the performance of their respective obligations under this DPA.

The parties agree that the Processor will be entitled to charge the Controller additional fees to reimburse the Processor for its staff time, costs and expenses in assisting the Controller, when the Controller requests the Processor to provide assistance pursuant to this DPA. In such cases, the Processor will notify the Controller of its fees for providing assistance, in advance.

12. Term and Termination

The term of this DPA shall coincide with the commencement of the Agreement and this DPA shall terminate automatically together with termination or expiry of the Agreement.

13. General

This DPA sets out the entire understanding of the parties with regards to the subject matter herein.

Should a provision of this DPA be invalid or become invalid then the legal effect of the other provisions shall be unaffected. A valid provision is deemed to have been agreed which comes closest to what the parties intended commercially and shall replace the invalid provision. The same shall apply to any omissions.

This DPA shall be governed by the laws of England and Wales. The courts of England shall have exclusive jurisdiction for the settlement of all disputes arising under this DPA.

This agreement, and any documents referred to in it, constitute the whole agreement between the parties and supersede any previous arrangement, understanding or agreement between them relating to the subject matter they cover.

Data Processing Agreement – Schedule 1

Overview of data processing activities to be performed by the Processor

1. Controller

The Controller transfers Personal Data identified in sections 3, 4 and 5 below, as it relates to the processing operations identified in section 6 below.

The Controller is the Customer.

2. Processor

The Processor received data identified in sections 3, 4 and 5 below, as it relates to the processing operations identified in section 6 below.

The Processor is:
The Resource Development Centre Ltd (RDC) a private limited company registered in England with number 487 0179 21, with its registered office at 5-6 Arkwright, Coppull Business Centre, Mill Lane, Coppull, Chorley, PR7 5BW. United Kingdom.

3. Data Subjects

The Personal Data transferred includes but is not limited to the following categories of Data Subjects:

· Individuals about whom data is uploaded to the Service by (or at the direction of) the Controller or by Users, Subsidiaries and other participants whom the Controller has granted the right to access the Service in accordance with the provisions of the Agreement.

4. Categories of Data

The Personal Data transferred includes but is not limited to the following categories of data:

· Data relating to individuals uploaded to the Service by (or at the direction of) the Controller or by Users, Subsidiaries and other participants whom the Controller has granted the right to access the Service in accordance with the provisions of the Agreements

5. Special categories of Data

Personal Data transferred includes but is not limited to the following special categories of data:

· No sensitive or special categories of data are permitted to be transferred and shall not be contained in the content of attachments to emails.

6. Processing operations

The Personal Data transferred will be subject to the following basic processing activities:

· Personal Data will be processed to the extent necessary to provide the Service in accordance with both the terms of the Data Processing Agreement, Terms of Service and the Controller’s instructions. The Processor processes Personal Data only on behalf of the Controller. Processing operations include, but are not limited to the provision of the Service – this operation relates to all aspects of Personal Data processed.

· Technical support, issue diagnosis and error correction to ensure the efficient and proper running of the systems and to identify, analyse and resolve technical issues both generally in the provision of the Service and specifically in answer to a Controller query. This operation may relate to all aspects of Personal Data processed but will be limited to metadata where possible.

· URL scanning for the purposes of the provision of targeted threat protection and similar service which may be provided under the Terms of Service. This operation relates to attachments and links in emails and will relates to any Personal Data within those attachments or links which could include all categories of Personal Data.

Data Encryption In Transit and At Rest

We work hard to maintain best practices for encryption and disable support for older encryption standards that are no longer considered strong. This is one reason that we drop support for older browsers aggressively.

Data centre security

Your data is hosted by Compuweb Communication Services Ltd (CWCS). CWCS take physical and network security seriously. Physical access is strictly controlled both at the perimeter and at building ingress points by professional security staff, video surveillance, intrusion detection systems, and other electronic means. Access to their data centre floors requires two-factor authentication a minimum of two times.

CWCS maintain multiple certifications for its data centres, including ISO 27001 compliance. These certificates are available on request.

Access control

You choose who to invite to your account and the permissions they have. Our team do not have access to login to your account. On rare occasions, it may be that we can better assist in investigating a problem you are having if we can access some part of your data in readable form. We would always ask your permission before taking this action.

Internal controls

Keeping systems safe is part of our daily life here. We have strict internal policies and processes to keep our team and their kit safe, to protect our assets, and to limit access to sensitive systems and infrastructure to key staff on a needs-only basis.

Backup and availability

Data is also constantly backed up to ensure we can restore access to your data and the service in the unlikely event that the data replicas in all locations fail at once. Our monitoring alerts us to any trouble and we have staff on-call to quickly resolve unexpected incidents.

Updates and external review

We provide regular updates and as you access your account via your browser you’re always on the latest version. We monitor security advisories and other security community output closely. We work promptly to upgrade the service to respond to potential new threats and vulnerabilities as they are discovered. We work with certified independent specialists on a regular basis to undertake systems penetration testing and source code reviews.

Payment card data

The service we use for payment collection has PCI-DSS certification. We do not store credit cards on our systems.

Concerns or want to contact us?

For concerns that are urgent or sensitive, please email us at info@rdc-uk.com