Data Processing Agreement

Where applicable, this Data Processing Agreement is hereby incorporated in the SuiteJar Terms of Service (the “General Terms”), found at https://www.suitejar.com/terms-of-service, unless Customer has entered into a superseding written agreement with SuiteJar, in which case, it forms a part of such written agreement. All capitalized terms not defined herein shall have the meaning set forth in the General Terms. Unless Customer has a superseding written agreement with SuiteJar, SuiteJar may amend this Data Processing Agreement from time to time on its Website, as its business evolves. Any revisions will become effective on the date SuiteJar publishes the changes. Customers can review the most current version of the Data Processing Agreement at any time by visiting this page. If Customer uses the Services after the effective date of any changes, that use will constitute the acceptance of the revised Data Processing Agreement.

1. DEFINITIONS AND INTERPRETATION

1.1 (i) “Data Controller” has the meaning set out in GDPR;

(ii) “Data Processor” has the meaning set out in GDPR;

(iii) “Data Protection Regulator” means the applicable supervisory authority with jurisdiction over either party, and in each case any successor body from time to time;

(iv) “Data Subject” has the meaning set out in GDPR;

(v) “Privacy Laws” means all applicable data protection and privacy legislation, regulations and guidance governing the protection of Personal Information including but not limited to Regulation (EU) 2016/679 (the “General Data Protection Regulation” or “GDPR”); and

(vi) “Process”, “Processing” or “Processed” have the meaning set out in GDPR.

2. PROTECTION OF PERSONAL INFORMATION

2.1 Supersedence. This Data Processing Agreement shall supersede any and all provisions of the General Terms inconsistent herewith.

2.2 Data Controller and Data Processor. The Parties acknowledge that the Customer is the Data Controller and SuiteJar is the Data Processor of the Customer Personal Information. SuiteJar will Process Personal Information in accordance with Section 3 of this Data Processing Agreement.

2.3 Customer’s Obligations as Data Controller. The Customer warrants that the Customer Personal Information has been obtained fairly and lawfully and, in all respects in compliance with the Privacy Laws.

2.4 SuiteJar’ Obligations as Data Processor. SuiteJar shall:

2.4.1 Process the Customer Personal Information only in accordance with Section 3 of this Data Processing Agreement and any other reasonable documented instructions as provided by the Customer to SuiteJar from time to time (“Instructions”), including with regard to transfers of Customer Personal Information to a third country, save where:

2.4.1.1 such Instructions are unlawful;

2.4.1.2 such Instructions would cause SuiteJar to breach its own obligations under Privacy Laws or the General Terms or any other agreement with a third party;

2.4.1.3 such Instructions would negate the Survey Respondents’ right under the General Terms to remain anonymous;

2.4.1.4 SuiteJar is under a legal obligation to Process the Customer Personal Information, in which case SuiteJar shall inform the Customer of the legal obligation, except to the extent the law prohibits it from doing so; and/or

2.4.1.5 Such Instructions would impact the overall availability of the Services or the performance of the SuiteJar Platform in an undue manner.

2.4.2 inform the Customer if, in its opinion, an Instruction received from the Customer infringes the Privacy Laws;

2.4.3 ensure that all SuiteJar employees and personnel who are involved in the Processing of Customer Personal Information have committed themselves to confidentiality or are under statutory obligations of confidentiality;

2.4.4 not provide any new third party, with access to the Customer Personal Information or subcontract any of its obligations under the General Terms that involve Processing Customer Personal Information without noticing in advance the Customer and/or publishing the changes in this Data Processing Agreement on the Website. The Customer hereby approves those third parties listed below, or any further third party that is compliant with GDPR requirements regarding transfers of Customer Personal Information to a third country (the “Subprocessors”):

2.4.4.1 AWS – SuiteJar’s internal database/servers are hosted in AWS data centers located in Mumbai, India. SuiteJar and AWS are bound by Standard Contractual Clauses.

2.4.4.2 SendInBlue – SuiteJar uses SendInBlue email services. SendInBlue is headquartered in Paris, France. SuiteJar and SendInBlue are bound by Standard Contractual Clauses.

2.4.4.3 Segment – SuiteJar uses Segment for collecting data for warehousing purposes. Segment is headquartered in San Francisco, USA. SuiteJar and Segment are bound by Standard Contractual Clauses.

2.4.5 ensure that any sub-contract entered into by SuiteJar (where Customer Personal Information is Processed by a Subprocessor) contains provisions which comply with Privacy Laws and in any event are no less onerous than those imposed under Section 2 of this Data Processing Agreement, and where a Subprocessor fails to fulfill its data protection obligations under GDPR, SuiteJar shall remain liable to Customer for the performance of that Subprocessor’s obligations;

2.4.6 implement and maintain appropriate technical and organizational security measures to protect against unauthorized or unlawful Processing of the Customer Personal Information and against accidental loss, disclosure or destruction of, or damage to, the Customer Personal Information, taking into account the state of the art, costs of implementation and nature, scope, context and purposes of Processing, as described in the Privacy Policy, found at https://suitejar.com/policy, and including:

2.4.6.1 the anonymization, pseudonymization and/or encryption of Customer Personal Information;

2.4.6.2 the ability to ensure the ongoing confidentiality, integrity, availability and resilience of Processing systems and services;

2.4.6.3 the ability to restore the availability and access to Customer Personal Information in a timely manner in the event of a physical or technical incident; and

2.4.6.4 a process for regularly testing, assessing and evaluating the effectiveness of technical and organizational measures for ensuring the security of the Processing.

2.4.7 taking into account the nature of the Processing, assist the Customer (at the Customer’s reasonable cost) by appropriate technical and organizational measures, to enable the Customer to comply with its obligations under Privacy Laws in responding to requests from Data Subjects or the Data Protection Regulator, insofar as this is possible, to the extent the anonymity of the Personal Information shall be kept confidential by SuiteJar, and not shared with Customer;

2.4.8 assist the Customer (at the Customer’s reasonable cost), to comply with the following obligations under GDPR, taking into account the nature of Processing and information available to SuiteJar, including:

2.4.8.1 notification and assistance to Customer without undue delay, in accordance with the provision set forth in Section 9 of the Privacy Policy, and notification to the Data Protection Regulator and Data Subjects of a Data Incident, as defined in the Privacy Policy, with regards to Customer Personal Information transmitted, stored or otherwise Processed; and

2.4.8.2 the Customer’s obligations to carry out data protection impact assessments and any subsequent consultation with the Data Protection Regulator;

2.4.9 make available to Customer or an independent third party auditor mandated by the Customer (but not being a competitor of SuiteJar), at the Customer’s reasonable cost, to a maximum of once a year or when a breach of Customer Personal Information is reasonably suspected, all reasonable information that SuiteJar deems necessary to demonstrate compliance with the obligations imposed on SuiteJar under Section 2 of this Data Processing Agreement, and allow for and contribute to audits, including inspections for the sole purpose of demonstrating such compliance; and

2.4.10 unless required by law, at Customer’s request following termination or expiry of the General Terms for whatever reason, at the Customer’s reasonable cost, securely delete all of the Customer Personal Information.

2. DATA PROCESSOR OBLIGATION

The Data Processor agrees to process the Data only in accordance with relevant data protection laws and in particular on the following conditions:

2.1. Data Processing:

The Data Processor shall only process Personal Data according to Instructions from the Data Controller and solely for the Services promised to the Data Controller, and not for its own, independent purposes. The Data Controller has the right to access, modify, delete and transfer their Personal Data.

The Data Processor shall be obliged to perform appropriate technical and organizational measures in such a way that the data processing meets the requirements of the legislation in force at any time and ensures protection of the rights of the Data Subject(s).

The Data Processor is prohibited from selling Personal Data. No Personal Data shall be disclosed/transferred to any third-parties in a manner that would suggest “selling” under applicable law, i.e., CCPA.

2.2. Confidentiality:

The Data Processor shall be obliged to ensure that the persons authorized to process Personal Data have contractually committed to confidentiality obligations or are subject to an appropriate statutory duty of confidentiality.

2.3. Sub-Data Processor

By entering this Agreement, the Data Controller authorizes the use of Sub-data Processor(s) by the Data Processor.

The Data Processor will provide a list of Sub-processors in ANNEX III. The Data Processor will notify the Data Controller via email in case of new additions to the list, if any. However, the Data Controller can refer to the section on ‘Third Parties’ of the DPA from time to time, in case they have opted out of the Processor’s email notification.

Where Sub-processors are located outside the EU, the Data Processor confirms that such Sub-processors:

• are located in the US or a third country or territory recognised by the EU Commission to have an adequate level of protection; or
• have entered into Standard Contractual Clauses with Growth.cx Marketing Services; or
• have other legally recognised appropriate safeguards in place, such as the EU-US Privacy Shield or Binding Corporate Rules.

The Data Controller may object to the use of a new or replacement Sub-processor, by notifying SuiteJar promptly in writing an email to support@suitejar.com within ten (10) Business Days after receipt of the Data Processor’s email notice. Where SuiteJar, is the Processor and not a sub-processor, the following terms apply:

1. If the Data Controller objects to a new or replacement Sub-processor, and that objection is not unreasonable, the Controller may terminate the subscription for the affected service without penalty by providing, before the end of the notice period, written notice of termination that includes an explanation of the grounds for non-approval.
2. If the affected service is part of a suite (or similar single purchase of services), then any termination will apply to the entire suite.
3. No amounts shall be refunded.
4. Deletion or Retrieval of Personal Data

Other than to the extent required to comply with relevant data protection laws, following termination or expiry of the Agreement, the Data Processor will delete all Personal Data (including copies thereof) processed pursuant to this DPA. If the Processor is unable to delete Personal Data for technical or other reasons, the Processor will apply measures to ensure that Personal Data is blocked from any further Processing.

2.4. Audits

The Data Processor will ensure the availability of a “Data Protection Officer” who will be incharge of the Data security and whom the Data Controller can approach by sending an email to support@suitejar.com in case of any queries relating to their Data.

The Data Controller may, prior to the commencement of Processing, and at regular intervals, audit the technical and organizational measures taken by SuiteJar and for such purposes, the Data Controller may:

1. obtain information from the Processor,
2. request the Processor to submit to the Controller an existing attestation or certificate by an independent professional expert, or
3. upon reasonable and timely advance agreement, during regular business hours and without interrupting Processor’s business operations, conduct an on-site inspection of Processor’s business operations or have the same conducted by a qualified third party which shall not be a competitor of the Processor and such third party shall enter into appropriate confidentiality agreements with Processor.

Upon receiving the written request from the Data Controller, the Data Processor will provide with all information necessary for such audit, to the extent that such information is within the Processor’s control and Processor is not precluded from disclosing it by applicable law, a duty of confidentiality, or any other obligation owed to a third party. Provided, the Controller bears any and all costs involved for conducting the same.

2.5. Request from Data Subjects

The Processor will make available to the Controller, Personal Data of Data Subjects and support the Controller to fulfill requests by Data Subjects to exercise their rights under the GDPR in a manner consistent with the functionality of the software product and SuiteJar’s role as a Processor. SuiteJar shall comply with reasonable requests of the Controller.

If SuiteJar receives a request from the Data Subject to exercise its rights under the GDPR, SuiteJar will redirect such Data Subject to the Controller.

2.6. Security

The Processor shall take the appropriate technical and organizational measures to adequately protect Personal Data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to Personal Data, as described under Appendix 2 of the Standard Contractual Clauses. Such measures include, but are not be limited to:

• the prevention of unauthorized persons from gaining access to Personal Data Processing systems (physical access control),
• the prevention of Personal Data Processing systems from being used without authorization (logical access control),
• ensuring that persons entitled to use a Personal Data Processing system gain access only to such Personal Data as they are entitled to accessing in accordance with their access rights, and that, in the course of Processing or use and after storage, Personal Data cannot be read, copied, modified or deleted without authorization (data access control),
• ensuring that Personal Data cannot be read, copied, modified or deleted without authorization during electronic transmission, transport or storage on storage media, and that the target entities for any transfer of Personal Data by means of data transmission facilities can be established and verified (data transfer control),
• ensuring the establishment of an audit trail to document whether and by whom Personal Data has been entered into, modified in, or removed from Personal Data Processing systems (entry control),
• ensuring that Personal Data is Processed solely in accordance with the Instructions (control of instructions),
• ensuring that Personal Data is protected against accidental destruction or loss (availability control).

3. DATA CONTROLLER OBLIGATION

The Data Controller shall be solely responsible for complying with the statutory requirements relating to data protection and privacy, in particular regarding the disclosure and transfer of Personal Data to the Processor and the Processing of Personal Data. The Data Controller:

• represents and warrants to comply with the terms of the Agreement, and all applicable data protection laws.
• represents and warrants that any and all necessary permissions and authorizations have been obtained, necessary to permit SuiteJar, its affiliates and Sub-Processors, to execute their rights or perform their obligations under this Agreement.
• Agrees to be responsible for compliance with all applicable data protection legislation, including requirements with regards to the transfer of Personal Data under this Agreement.
• Agrees to ensure that all affiliates of the Data Controller who use the Services shall comply with the obligations set out in this Agreement.

4. PERSONAL DATA BREACH

The Data Processor will promptly, and without undue delay, notify the Data Controller if a security incident occurs, so long as applicable law allows this notice. The Data Processor may limit the scope of, or refrain from delivering, any disclosures to the extent reasonably necessary to avoid compromising the integrity of its security, an ongoing investigation, or any customer’s or end user’s data.

Neither the Data Controller nor the Data Processor shall be deemed liable to the other Party for any circumstances beyond the control of the Party, which the Party upon entering this Agreement could not have taken into consideration, avoided or overcome. Circumstances at a Sub-processor shall only be considered force majeure, if an obstacle is present at the Sub-processor which is subject to this item, and which the Party could not have avoided or overcome.

5. INTERNATIONAL TRANSFER OF DATA

SuiteJar may transfer Personal Data to the United States and/or to other third countries where SuiteJar or its Sub-processors operate for purposes of offering the services as mentioned in ANNEX III. SuiteJar will follow the requirements of this Agreement regardless of where such Personal Data is stored or processed.

The “Standard Contractual Clauses – Processor, specified in European Commission Decision of 4th June 2021 on standard contractual clauses for the transfer of data to processors established in third countries under the European Data Protection Directive, attached hereto as Exhibit I shall apply to the Personal Data, so transferred.

In addition, SuiteJar may process and disclose Personal Data:

• in connection with any anticipated or actual merger, acquisition, sale, bankruptcy or other reorganization of some or all of its business, subject to the obligation to protect Personal Data consistent with the terms of the Agreement; or
• for legal purposes, including enforcement of its rights, detecting and preventing fraud, protecting against harm to the rights or property of SuiteJar, or the Controller’s users, or the public;  and
• as required by law, including in response to a subpoena, judicial or administrative order, or other binding instrument (each a “Demand”). Except where prohibited by law, SuiteJar will promptly notify the Data Controller of any Demand and provide the Controller reasonable assistance to facilitate timely response to the Demand.

6. TERM & TERMINATION OF AGREEMENT

This Agreement between the Data Controller and the Data Processor shall be valid until it is voluntarily terminated by either Party.

The Data Controller may terminate this Agreement by giving a notice of 10 days to the Data Processor, after sending a written notice to support@suitejar.com.

The Agreement will however, automatically stand terminated with effect to discontinuance of Services between the two parties, either due to non-renewal or cancellation of Services Agreement.

Upon termination of this Agreement, the Data Processor will delete all Personal Data and delete any copies no later than 30 days after termination of this Agreement, upon request.

7. MISCELLANEOUS

The term Agreement means and includes this document and the annexes, exhibits referred to herein and all amendments thereto. If any term, condition, section or provision of this Agreement becomes invalid or is so judged, the remaining terms, conditions, sections and provisions shall be deemed severable and shall remain in force. The failure to exercise, or delay in exercising any right, power or remedy vested in this Agreement shall not constitute a waiver by that party of that or any other right, power or remedy. This Agreement constitutes the entire agreement between the Parties, and supersedes any prior understandings relating to the subject matter hereof, and may be amended or supplemented only in a written form signed by the Parties. A Party shall not be liable for any event that is beyond the reasonable control of that Party, including acts of god, terrorism, explosions, floods, mechanical breakdowns, strikes, labor unrest, breakdown in essential utilities, etc. In this Agreement, paragraph titles are used for identification, convenience and ease of reference.

IN WITNESS WHEREOF, this Agreement is entered into and becomes a binding part of the Services Agreement with effect from the date first set out above.

Exhibit 1

Standard Contractual Clauses (processors)

Background

The data exporter has entered into a data processing Agreement (“Agreement”) with the data importer. Pursuant to the terms of the Agreement, it is contemplated that services provided by the data importer will involve the transfer of personal data to data importer. Data importer is located in a country not ensuring an adequate level of data protection. To ensure compliance with Directive 95/46/EC and applicable data protection law, the controller agrees to the provision of such Services, including the processing of personal data incidental thereto, subject to the data importer’s execution of, and compliance with, the terms of these Clauses.

Clause 1

Purpose and scope

(a) The purpose of these standard contractual clauses is to ensure compliance with the requirements of Regulation (EU) 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 (General Data Protection Regulation) for the transfer of personal data to a third country.

(b) The Parties:

1. the natural or legal person(s), public authority/ies, agency/ies or other body/ies (hereinafter “entity/ies”) transferring the personal data, as listed in Annex I.A. (hereinafter each “data exporter”), and
2. the entity/ies in a third country receiving the personal data from the data exporter, directly or indirectly via another entity also Party to these Clauses, as listed in Annex I.A. (hereinafter each “data importer”) have agreed to these standard contractual clauses (hereinafter: “Clauses”).

(c) These Clauses apply with respect to the transfer of personal data as specified in Annex I.B.

(d) The Appendix to these Clauses containing the Annexes referred to therein forms an integral part of these Clauses.

Clause 2

Effect and invariability of the Clauses

(a) These Clauses set out appropriate safeguards, including enforceable data subject rights and effective legal remedies, pursuant to Article 46(1) and Article 46 (2)(c) of Regulation (EU) 2016/679 and, with respect to data transfers from controllers to processors and/or processors to processors, standard contractual clauses pursuant to Article 28(7) of Regulation (EU) 2016/679, provided they are not modified, except to select the appropriate Module(s) or to add or update information in the Appendix. This does not prevent the Parties from including the standard contractual clauses laid down in these Clauses in a wider contract and/or to add other clauses or additional safeguards, provided that they do not contradict, directly or indirectly, these Clauses or prejudice the fundamental rights or freedoms of data subjects.

(b) These Clauses are without prejudice to obligations to which the data exporter is subject by virtue of Regulation (EU) 2016/679.

Clause 3

Third-party beneficiaries

(a) Data subjects may invoke and enforce these Clauses, as third-party beneficiaries, against the data exporter and/or data importer, with the following exceptions:

1. Clause 1, Clause 2, Clause 3, Clause 6, Clause 7;
2. Clause 8 – Module One: Clause 8.5 (e) and Clause 8.9(b); Module Two: Clause 8.1(b), 8.9(a), (c), (d) and (e); Module Three: Clause 8.1(a), (c) and (d) and Clause 8.9(a), (c), (d), (e), (f) and (g); Module Four: Clause 8.1 (b) and Clause 8.3(b);
3. Clause 9 – Module Two: Clause 9(a), (c), (d) and (e); Module Three: Clause 9(a), (c), (d) and (e);
4. Clause 12 – Module One: Clause 12(a) and (d); Modules Two and Three: Clause 12(a), (d) and (f);
5. Clause 13;
6. Clause 15.1(c), (d) and (e);
7. Clause 16(e);
8. Clause 18 – Modules One, Two and Three: Clause 18(a) and (b); Module Four: Clause 18. (b) Paragraph (a) is without prejudice to rights of data subjects under Regulation (EU) 2016/679.

Clause 4

Interpretation

(a) Where these Clauses use terms that are defined in Regulation (EU) 2016/679, those terms shall have the same meaning as in that Regulation.

(b) These Clauses shall be read and interpreted in the light of the provisions of Regulation (EU) 2016/679.

(c) These Clauses shall not be interpreted in a way that conflicts with rights and obligations provided for in Regulation (EU) 2016/679.

Clause 5

Hierarchy

In the event of a contradiction between these Clauses and the provisions of related agreements between the Parties, existing at the time these Clauses are agreed or entered into thereafter, these Clauses shall prevail.

Clause 6

Description of the transfer(s)

The details of the transfer(s), and in particular the categories of personal data that are transferred and the purpose(s) for which they are transferred, are specified in Annex I.B.

Clause 7

Docking clause

(a) An entity that is not a Party to these Clauses may, with the agreement of the Parties, accede to these Clauses at any time, either as a data exporter or as a data importer, by completing the Appendix and signing Annex I.A.

(b) Once it has completed the Appendix and signed Annex I.A, the acceding entity shall become a Party to these Clauses and have the rights and obligations of a data exporter or data importer in accordance with its designation in Annex I.A.

(c) The acceding entity shall have no rights or obligations arising under these Clauses from the period prior to becoming a Party.

Section II – Obligations of the Parties

Clause 8

Data protection safeguards

The data exporter warrants that it has used reasonable efforts to determine that the data importer is able, through the implementation of appropriate technical and organizational measures, to satisfy its obligations under these Clauses.

8.1 Instructions

(a) The data importer shall process the personal data only on documented instructions from the data exporter. The data exporter may give such instructions throughout the duration of the contract.

(b) The data importer shall immediately inform the data exporter if it is unable to follow those instructions.

8.2 Purpose limitation

The data importer shall process the personal data only for the specific purpose(s) of the transfer, as set out in Annex I.B, unless on further instructions from the data exporter.

8.3 Transparency

On request, the data exporter shall make a copy of these Clauses, including the Appendix as completed by the Parties, available to the data subject free of charge. To the extent necessary to protect business secrets or other confidential information, including the measures described in Annex II and personal data, the data exporter may redact part of the text of the Appendix to these Clauses prior to sharing a copy, but shall provide a meaningful summary where the data subject would otherwise not be able to understand the content or exercise his/her rights. On request, the Parties shall provide the data subject with the reasons for the redactions, to the extent possible without revealing the redacted information. This Clause is without prejudice to the obligations of the data exporter under Articles 13 and 14 of Regulation (EU) 2016/679.

8.4 Accuracy

If the data importer becomes aware that the personal data it has received is inaccurate, or has become outdated, it shall inform the data exporter without undue delay. In this case, the data importer shall cooperate with the data exporter to erase or rectify the data.

8.5 Duration of processing and erasure or return of data

Processing by the data importer shall only take place for the duration specified in Annex I.B. After the end of the provision of the processing services, the data importer shall, at the choice of the data exporter, delete all personal data processed on behalf of the data exporter and certify to the data exporter that it has done so, or return to the data exporter all personal data processed on its behalf and delete existing copies. Until the data is deleted or returned, the data importer shall continue to ensure compliance with these Clauses. In case of local laws applicable to the data importer that prohibit return or deletion of the personal data, the data importer warrants that it will continue to ensure compliance with these Clauses and will only process it to the extent and for as long as required under that local law. This is without prejudice to Clause 14, in particular the requirement for the data importer under Clause 14(e) to notify the data exporter throughout the duration of the contract if it has reason to believe that it is or has become subject to laws or practices not in line with the requirements under Clause 14(a).

8.6 Security of processing

(a) The data importer and, during transmission, also the data exporter shall implement appropriate technical and organizational measures to ensure the security of the data, including protection against a breach of security leading to accidental or unlawful destruction, loss, alteration, unauthorized disclosure or access to that data (hereinafter “personal data breach”). In assessing the appropriate level of security, the Parties shall take due account of the state of the art, the costs of implementation, the nature, scope, context and purpose(s) of processing and the risks involved in the processing for the data subjects. The Parties shall in particular consider having recourse to encryption or pseudonymisation, including during transmission, where the purpose of processing can be fulfilled in that manner. In case of pseudonymisation, the additional information for attributing the personal data to a specific data subject shall, where possible, remain under the exclusive control of the data exporter. In complying with its obligations under this paragraph, the data importer shall at least implement the technical and organizational measures specified in Annex II. The data importer shall carry out regular checks to ensure that these measures continue to provide an appropriate level of security.

(b) The data importer shall grant access to the personal data to members of its personnel only to the extent strictly necessary for the implementation, management and monitoring of the contract. It shall ensure that persons authorized to process the personal data have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality.

(c) In the event of a personal data breach concerning personal data processed by the data importer under these Clauses, the data importer shall take appropriate measures to address the breach, including measures to mitigate its adverse effects. The data importer shall also notify the data exporter without undue delay after having become aware of the breach. Such notification shall contain the details of a contact point where more information can be obtained, a description of the nature of the breach (including, where possible, categories and approximate number of data subjects and personal data records concerned), its likely consequences and the measures taken or proposed to address the breach including, where appropriate, measures to mitigate its possible adverse effects. Where, and in so far as, it is not possible to provide all information at the same time, the initial notification shall contain the information then available and further information shall, as it becomes available, subsequently be provided without undue delay.

(d) The data importer shall cooperate with and assist the data exporter to enable the data exporter to comply with its obligations under Regulation (EU) 2016/679, in particular to notify the competent supervisory authority and the affected data subjects, taking into account the nature of processing and the information available to the data importer.

8.7 Sensitive data

Where the transfer involves personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, or biometric data for the purpose of uniquely identifying a natural person, data concerning health or a person’s sex life or sexual orientation, or data relating to criminal convictions and offences (hereinafter “sensitive data”), the data importer shall apply the specific restrictions and/or additional safeguards described in Annex I.B.

8.8 Onward transfers

The data importer shall only disclose the personal data to a third party on documented instructions from the data exporter. In addition, the data may only be disclosed to a third party located outside the European Union (in the same country as the data importer or in another third country, hereinafter “onward transfer”) if the third party is or agrees to be bound by these Clauses, under the appropriate Module, or if:

1. the onward transfer is to a country benefiting from an adequacy decision pursuant to Article 45 of Regulation (EU) 2016/679 that covers the onward transfer;
2. the third party otherwise ensures appropriate safeguards pursuant to Articles 46 or 47 Regulation of (EU) 2016/679 with respect to the processing in question;
3. the onward transfer is necessary for the establishment, exercise or defense of legal claims in the context of specific administrative, regulatory or judicial proceedings; or
4. The onward transfer is necessary in order to protect the vital interests of the data subject or of another natural person.

Any onward transfer is subject to compliance by the data importer with all the other safeguards under these Clauses, in particular purpose limitation.

8.9 Documentation and compliance

(a) The data importer shall promptly and adequately deal with enquiries from the data exporter that relate to the processing under these Clauses.

(b) The Parties shall be able to demonstrate compliance with these Clauses. In particular, the data importer shall keep appropriate documentation on the processing activities carried out on behalf of the data exporter.

(c) The data importer shall make available to the data exporter all information necessary to demonstrate compliance with the obligations set out in these Clauses and at the data exporter’s request, allow for and contribute to audits of the processing activities covered by these Clauses, at reasonable intervals or if there are indications of noncompliance. In deciding on a review or audit, the data exporter may take into account relevant certifications held by the data importer.

(d) The data exporter may choose to conduct the audit by itself or mandate an independent auditor. Audits may include inspections at the premises or physical facilities of the data importer and shall, where appropriate, be carried out with reasonable notice.

(e) The Parties shall make the information referred to in paragraphs (b) and (c), including the results of any audits, available to the competent supervisory authority on request.

Clause 9

Use of sub-processors

GENERAL WRITTEN AUTHORISATION: The data importer has the data exporter’s general authorisation for the engagement of sub-processor(s) from an agreed list. The data importer shall specifically inform the data exporter in writing of any intended changes to that list through the addition or replacement of sub processors at least one month in advance, thereby giving the data exporter sufficient time to be able to object to such changes prior to the engagement of the sub-processor(s). The data importer shall provide the data exporter with the information necessary to enable the data exporter to exercise its right to object.

(b) Where the data importer engages a sub-processor to carry out specific processing activities (on behalf of the data exporter), it shall do so by way of a written contract that provides for, in substance, the same data protection obligations as those binding the data importer under these Clauses, including in terms of third-party beneficiary rights for data subjects. The Parties agree that, by complying with this Clause, the data importer fulfills its obligations under Clause 8.8. The data importer shall ensure that the sub-processor complies with the obligations to which the data importer is subject pursuant to these Clauses.

(c) The data importer shall provide, at the data exporter’s request, a copy of such a subprocessor agreement and any subsequent amendments to the data exporter. To the extent necessary to protect business secrets or other confidential information, including personal data, the data importer may redact the text of the agreement prior to sharing a copy.

(d) The data importer shall remain fully responsible to the data exporter for the performance of the sub-processor’s obligations under its contract with the data importer. The data importer shall notify the data exporter of any failure by the subprocessor to fulfill its obligations under that contract.

(e) The data importer shall agree a third-party beneficiary clause with the sub-processor whereby – in the event the data importer has factually disappeared, ceased to exist in law or has become insolvent – the data exporter shall have the right to terminate the sub-processor contract and to instruct the sub-processor to erase or return the personal data.

Clause 10

Data subject rights

(a) The data importer shall promptly notify the data exporter of any request it has received from a data subject. It shall not respond to that request itself unless it has been authorized to do so by the data exporter.

(b) The data importer shall assist the data exporter in fulfilling its obligations to respond to data subjects’ requests for the exercise of their rights under Regulation (EU) 2016/679. In this regard, the Parties shall set out in Annex II the appropriate technical and organizational measures, taking into account the nature of the processing, by which the assistance shall be provided, as well as the scope and the extent of the assistance required.

(c) In fulfilling its obligations under paragraphs (a) and (b), the data importer shall comply with the instructions from the data exporter.

Clause 11

Redress

(a) The data importer shall inform data subjects in a transparent and easily accessible format, through individual notice or on its website, of a contact point authorized to handle complaints. It shall deal promptly with any complaints it receives from a data subject.

(b) In case of a dispute between a data subject and one of the Parties as regards compliance with these Clauses, that Party shall use its best efforts to resolve the issue amicably in a timely fashion. The Parties shall keep each other informed about such disputes and, where appropriate, cooperate in resolving them.

(c) Where the data subject invokes a third-party beneficiary right pursuant to Clause 3, the data importer shall accept the decision of the data subject to:

1. lodge a complaint with the supervisory authority in the Member State of his/her habitual residence or place of work, or the competent supervisory authority pursuant to Clause 13;
2. refer the dispute to the competent courts within the meaning of Clause 18.

(d) The Parties accept that the data subject may be represented by a not-for-profit body, organization or association under the conditions set out in Article 80(1) of Regulation (EU) 2016/679.

(e) The data importer shall abide by a decision that is binding under the applicable EU or Member State law.

(f) The data importer agrees that the choice made by the data subject will not prejudice his/her substantive and procedural rights to seek remedies in accordance with applicable laws.

Clause 12

Liability

(a) Each Party shall be liable to the other Party/ies for any damages it causes the other Party/ies by any breach of these Clauses.

(b) The data importer shall be liable to the data subject, and the data subject shall be entitled to receive compensation, for any material or non-material damages the data importer or its sub-processor causes the data subject by breaching the third-party beneficiary rights under these Clauses.

(c) Notwithstanding paragraph (b), the data exporter shall be liable to the data subject, and the data subject shall be entitled to receive compensation, for any material or non-material damages the data exporter or the data importer (or its sub-processor) causes the data subject by breaching the third-party beneficiary rights under these Clauses. This is without prejudice to the liability of the data exporter and, where the data exporter is a processor acting on behalf of a controller, to the liability of the controller under Regulation (EU) 2016/679 or Regulation (EU) 2018/1725, as applicable.

(d) The Parties agree that if the data exporter is held liable under paragraph (c) for damages caused by the data importer (or its sub-processor), it shall be entitled to claim back from the data importer that part of the compensation corresponding to the data importer’s responsibility for the damage.

(e) Where more than one Party is responsible for any damage caused to the data subject as a result of a breach of these Clauses, all responsible Parties shall be jointly and severally liable and the data subject is entitled to bring an action in court against any of these Parties.

(f) The Parties agree that if one Party is held liable under paragraph (e), it shall be entitled to claim back from the other Party/ies that part of the compensation corresponding to its / their responsibility for the damage.

(g) The data importer may not invoke the conduct of a sub-processor to avoid its own liability.

Clause 13

Supervision

(a) [Where the data exporter is established in an EU Member State:] The supervisory authority with responsibility for ensuring compliance by the data exporter with Regulation (EU) 2016/679 as regards the data transfer, as indicated in Annex I.C, shall act as competent supervisory authority.

(b) The data importer agrees to submit itself to the jurisdiction of and cooperate with the competent supervisory authority in any procedures aimed at ensuring compliance with these Clauses. In particular, the data importer agrees to respond to enquiries, submit to audits and comply with the measures adopted by the supervisory authority, including remedial and compensatory measures. It shall provide the supervisory authority with written confirmation that the necessary actions have been taken.

SECTION III – LOCAL LAWS AND OBLIGATIONS IN CASE OF ACCESS BY PUBLIC AUTHORITIES

Clause 14

Local laws and practices affecting compliance with the Clauses

(a) The Parties warrant that they have no reason to believe that the laws and practices in the third country of destination applicable to the processing of the personal data by the data importer, including any requirements to disclose personal data or measures authorizing access by public authorities, prevent the data importer from fulfilling its obligations under these Clauses. This is based on the understanding that laws and practices that respect the essence of the fundamental rights and freedoms and do not exceed what is necessary and proportionate in a democratic society to safeguard one of the objectives listed in Article 23(1) of Regulation (EU) 2016/679, are not in contradiction with these Clauses.

(b) The Parties declare that in providing the warranty in paragraph (a), they have taken due account in particular of the following elements:

1. the specific circumstances of the transfer, including the length of the processing chain, the number of actors involved and the transmission channels used; intended onward transfers; the type of recipient; the purpose of processing; the categories and format of the transferred personal data; the economic sector in which the transfer occurs; the storage location of the data transferred;
2. the laws and practices of the third country of destination– including those requiring the disclosure of data to public authorities or authorizing access by such authorities – relevant in light of the specific circumstances of the transfer, and the applicable limitations and safeguards;
3. any relevant contractual, technical or organizational safeguards put in place to supplement the safeguards under these Clauses, including measures applied during transmission and to the processing of the personal data in the country of destination.

(c) The data importer warrants that, in carrying out the assessment under paragraph (b), it has made its best efforts to provide the data exporter with relevant information and agrees that it will continue to cooperate with the data exporter in ensuring compliance with these Clauses.

(d) The Parties agree to document the assessment under paragraph (b) and make it available to the competent supervisory authority on request.

(e) The data importer agrees to notify the data exporter promptly if, after having agreed to these Clauses and for the duration of the contract, it has reason to believe that it is or has become subject to laws or practices not in line with the requirements under paragraph (a), including following a change in the laws of the third country or a measure (such as a disclosure request) indicating an application of such laws in practice that is not in line with the requirements in paragraph (a).

(f) Following a notification pursuant to paragraph (e), or if the data exporter otherwise has reason to believe that the data importer can no longer fulfill its obligations under these Clauses, the data exporter shall promptly identify appropriate measures (e.g. technical or organizational measures to ensure security and confidentiality) to be adopted by the data exporter and/or data importer to address the situation. The data exporter shall suspend the data transfer if it considers that no appropriate safeguards for such transfer can be ensured, or if instructed by the competent supervisory authority to do so. In this case, the data exporter shall be entitled to terminate the contract, insofar as it concerns the processing of personal data under these Clauses. If the contract involves more than two Parties, the data exporter may exercise this right to termination only with respect to the relevant Party, unless the Parties have agreed otherwise. Where the contract is terminated pursuant to this Clause, Clause 16(d) and (e) shall apply.

Clause 15

Obligations of the data importer in case of access by public authorities

15.1 Notification

(a) The data importer agrees to notify the data exporter and, where possible, the data subject promptly (if necessary with the help of the data exporter) if it:

1. receives a legally binding request from a public authority, including judicial authorities, under the laws of the country of destination for the disclosure of personal data transferred pursuant to these Clauses; such notification shall include information about the personal data requested, the requesting authority, the legal basis for the request and the response provided; or
2. becomes aware of any direct access by public authorities to personal data transferred pursuant to these Clauses in accordance with the laws of the country of destination; such notification shall include all information available to the importer.

(b) If the data importer is prohibited from notifying the data exporter and/or the data subject under the laws of the country of destination, the data importer agrees to use its best efforts to obtain a waiver of the prohibition, with a view to communicating as much information as possible, as soon as possible. The data importer agrees to document its best efforts in order to be able to demonstrate them on request of the data exporter.

(c) Where permissible under the laws of the country of destination, the data importer agrees to provide the data exporter, at regular intervals for the duration of the contract, with as much relevant information as possible on the requests received (in particular, number of requests, type of data requested, requesting authority/ies, whether requests have been challenged and the outcome of such challenges, etc.).

(d) The data importer agrees to preserve the information pursuant to paragraphs (a) to (c) for the duration of the contract and make it available to the competent supervisory authority on request.

(e) Paragraphs (a) to (c) are without prejudice to the obligation of the data importer pursuant to Clause 14(e) and Clause 16 to inform the data exporter promptly where it is unable to comply with these Clauses.

15.2 Review of legality and data minimisation

(a) The data importer agrees to review the legality of the request for disclosure, in particular whether it remains within the powers granted to the requesting public authority, and to challenge the request if, after careful assessment, it concludes that there are reasonable grounds to consider that the request is unlawful under the laws of the country of destination, applicable obligations under international law and principles of international comity. The data importer shall, under the same conditions, pursue possibilities of appeal. When challenging a request, the data importer shall seek interim measures with a view to suspending the effects of the request until the competent judicial authority has decided on its merits. It shall not disclose the personal data requested until required to do so under the applicable procedural rules. These requirements are without prejudice to the obligations of the data importer under Clause 14(e).

(b) The data importer agrees to document its legal assessment and any challenge to the request for disclosure and, to the extent permissible under the laws of the country of destination, make the documentation available to the data exporter. It shall also make it available to the competent supervisory authority on request.

(c) The data importer agrees to provide the minimum amount of information permissible when responding to a request for disclosure, based on a reasonable interpretation of the request.

Clause 16

Non-compliance with the Clauses and termination

(a) The data importer shall promptly inform the data exporter if it is unable to comply with these Clauses, for whatever reason.

(b) In the event that the data importer is in breach of these Clauses or unable to comply with these Clauses, the data exporter shall suspend the transfer of personal data to the data importer until compliance is again ensured or the contract is terminated. This is without prejudice to Clause 14(f).

(c) The data exporter shall be entitled to terminate the contract, insofar as it concerns the processing of personal data under these Clauses, where:

1. the data exporter has suspended the transfer of personal data to the data importer pursuant to paragraph (b) and compliance with these Clauses is not restored within a reasonable time and in any event within one month of suspension;
2. the data importer is in substantial or persistent breach of these Clauses; or
3. the data importer fails to comply with a binding decision of a competent court or supervisory authority regarding its obligations under these Clauses.
   In these cases, it shall inform the competent supervisory of such non-compliance. Where the contract involves more than two Parties, the data exporter may exercise this right to termination only with respect to the relevant Party, unless the Parties have agreed otherwise.

(d) Personal data that has been transferred prior to the termination of the contract pursuant to paragraph (c) shall at the choice of the data exporter immediately be returned to the data exporter or deleted in its entirety. The same shall apply to any copies of the data.

The data importer shall certify the deletion of the data to the data exporter. Until the data is deleted or returned, the data importer shall continue to ensure compliance with these Clauses. In case of local laws applicable to the data importer that prohibit the return or deletion of the transferred personal data, the data importer warrants that it will continue to ensure compliance with these Clauses and will only process the data to the extent and for as long as required under that local law.

(e) Either Party may revoke its agreement to be bound by these Clauses where (i) the European Commission adopts a decision pursuant to Article 45(3) of Regulation (EU) 2016/679 that covers the transfer of personal data to which these Clauses apply; or (ii) Regulation (EU) 2016/679 becomes part of the legal framework of the country to which the personal data is transferred. This is without prejudice to other obligations applying to the processing in question under Regulation (EU) 2016/679.

Clause 17

Governing law

These Clauses shall be governed by the law of the EU Member State in which the data exporter is established. Where such law does not allow for third-party beneficiary rights, they shall be governed by the law of another EU Member State that does allow for third-party beneficiary rights. The Parties agree that this shall be the law of the EU Member State in which the data exporter is established.

Clause 18

Choice of forum and jurisdiction

(a) Any dispute arising from these Clauses shall be resolved by the courts of an EU Member State.

(b) The Parties agree that those shall be the courts of the EU Member State in which the data exporter is established.

(c) A data subject may also bring legal proceedings against the data exporter and/or data importer before the courts of the Member State in which he/she has his/her habitual residence.

(d) The Parties agree to submit themselves to the jurisdiction of such courts.

APPENDIX

ANNEX I

A. LIST OF PARTIES

Data exporter(s):

Data Exporter is the Customer who enters into a Service Agreement with the Data Importer to obtain a SuiteJar Account as defined in the Terms of Service and has access to use the Services including its Affiliates.

Data importer(s):

The data importer is SuiteJar who provides Services to the Data Exporter pursuant to Terms of Service.

B. DESCRIPTION OF TRANSFER

• Categories of data subjects whose personal data is transferred

Include the Data Controller’s employees, contractors, customers, prospects, suppliers and subcontractors.

• Categories of personal data transferred

This includes contact information, the extent of which is determined and controlled by the Customer in its sole discretion, and other Personal Data such as navigational data (including website usage information), email data, system usage data, application integration data, and other electronic data submitted, stored, sent, or received by end users via the Services.

• Sensitive data transferred (if applicable) and applied restrictions or safeguards that fully take into consideration the nature of the data and the risks involved, such as for instance strict purpose limitation, access restrictions (including access only for staff having followed specialised training), keeping a record of access to the data, restrictions for onward transfers or additional security measures.

The parties do not anticipate the transfer of special categories of data from whom the Survey Responses or Personal Data is collected by the Data Controller.

• The frequency of the transfer (e.g. whether the data is transferred on a one-off or continuous basis).

Transfer takes place only during the duration of the Terms of Service subject to Clause 8 of this Data Protection Agreement.

• Nature of the processing

The subject-matter of Processing of Personal Data by Data Processor is the provision of the Services to the Data Controller that involves the Processing of Personal Data, as specified in the Terms of Service.

• Purpose(s) of the data transfer and further processing

Personal Data will be processed for purposes of providing the Services set out in the Terms of Service.

• The period for which the personal data will be retained, or, if that is not possible, the criteria used to determine that period.

Personal data will be retained only during the provision of Services pursuant to Terms of Service. Upon termination or expiry of the SuiteJar account, Upon termination or expiration of the Agreement, Personal Data will not be retained, including any copies thereof except those required for audit and legal purposes.

• For transfers to (sub-) processors, also specify subject matter, nature and duration of the processing

As applicable to the Data Processor.

C. COMPETENT SUPERVISORY AUTHORITY

DATA PROTECTION COMMISSION

21 FITZWILLIAM SQUARE SOUTH

DUBLIN 2

D02 RD28

IRELAND

ANNEX II – TECHNICAL AND ORGANIZATIONAL MEASURES INCLUDING TECHNICAL AND ORGANIZATIONAL MEASURES TO ENSURE THE SECURITY OF THE DATA

1. Data Protection Officer/Executives

• Each party will designate a person who will be incharge of communication between the parties via email so as to execute any specific instructions. These officers will serve as the primary point of contact at either party’s end.

2. Security Practices

• Data Processor takes regular backups of customer data to prevent any major data loss during a security incident.
• All data stored is encrypted so that the customer’s personal data is stored securely.
• Servers and data are managed by Amazon Web Services (AWS – Cloud Computing Services).
• Security policies and security groups are intact so that only authorized people have access to Servers.

Please see our security page for more information.

3. Measures of pseudonymisation and encryption of personal data

Encryption

• Data Processor makes HTTPS encryption (encrypts your data in transit using secure TLS Cryptographic Protocols) available on every one of its login interfaces and for free & paid customers, alike.

4. Measures for ensuring ongoing confidentiality, integrity, availability and resilience of processing systems and services

a. Access Control

• Processor maintains and updates a record of security privileges of its personnel that have access to Customer Data, networks and network services.
• Processor ensures that each personnel having access to its systems has a single unique identifier/log-in.
• Processor has user account creation and deletion procedures, with appropriate approvals, for granting and revoking access to Data systems and networks, based on the job role.

b. Integrity and Confidentiality

• The site that is used to access resources will be logged out automatically everyday. Only authorized personnel inside the organization can access these e portals.

c. Authentication

• The Data Processor has enabled Multi Factor Authentication as a second layer to ensure that only authorized personnel access the platform.

d. Operations Security

• Processor maintains policies describing its security measures and the relevant procedures and responsibilities of its personnel who have access to Customer Data and to its systems and networks.
• Processor maintains multiple copies of Customer Data from which Customer Data can be recovered in case of a breach.
• Processor maintains logs and monitors access to administrator and operator activity and data recovery events.

5. Measures for ensuring the ability to restore the availability and access to personal data in a timely manner in the event of a physical or technical incident

Security Incident Management & Business Continuity

• Processors will maintain a record of all security incidents, their respective RCA findings & risk mitigation adopted.
• In case a security incident happens due to unforeseen circumstances, the Processor will inform the Point of Contact of the Controller via Email within 48 hours.
• Risk Mitigation will be carried out to ensure restoration of data from the Data Backup, to support continuity of business.

6. Processes for regularly testing, assessing and evaluating the effectiveness of technical and organizational measures in order to ensure the security of the processing

• The Data Processor conducts VAPT on an annual basis.
• Information Security audit is planned and conducted along with the organizational level audit (annual internal audit.

7. Measures for the protection of data during transmission

• All the data transferred from in and out of SuiteJar is secured with HTTPS.

8. Measures for the protection of data during storage

• SuiteJar uses Advanced Encryption Standard (AES) algorithm in Galois/Counter Mode (GCM) with 256-bit secret keys to encrypt the data at rest.

9. Measures for ensuring physical security of locations at which personal data are processed

Physical and Environmental Security

• Data centers maintained by AWS are secure by design and its controls make that possible.
• The workplace however, is guarded all the time and people with access can only enter. Please see our security page for more information.

10. Measures for certification/assurance of processes and products

• Data Processor is certified for ISO 27001:2013. This demonstrates the direction and commitment of the Data Processor to information security in order to protect its own information assets and those provided by the Data Controller.

11. Measures for ensuring data quality

• The quality assurance process of the Data Processor, besides performing functional validation and verification, also runs a thorough security check on all application updates. The validation process is carried out by our dedicated app security team who aim to discover and rectify all vulnerabilities in the application. Application updates are not approved by Data Processor’s quality assurance team unless all liable vulnerabilities are identified.

12. Measures for ensuring limited data retention

• When an account is deleted, all data associated with the account is destroyed within a week. Data Processor also offers data export options which Data Controllers can use if they want a backup of their data before deletion. For more information regarding data deletion, please refer to our Privacy policy.

13. Organization of Information Security

• Processor has appointed a Security Officer responsible for coordinating and monitoring the security rules and procedures.
• The Security Officer is bound by confidentiality obligations.

14. Human Resources Security

• A background check will be conducted on the employee(s) that will have access to servers to rule out any criminal involvement.
• Processor will make sure to train its employees that will be handling Controller’s Data about their roles and security guidelines that will have to be adhered to from time to time.
• In case of any violation by its employees, Processor will take disciplinary action that could also include termination of the employee from the Processor’s organization.

15. System Acquisition, Development and Maintenance

• Processor has policies for secure development, system engineering and support. Processor conducts appropriate tests for system security as part of acceptance testing processes.

For transfers to (sub-) processors, also describe the specific technical and organizational measures to be taken by the (sub-) processor to be able to provide assistance to the controller and, for transfers from a processor to a sub-processor, to the data exporter.

• The data shall be encrypted during its transmission and while at rest.
• Https communication is ensured.

ANNEX III – LIST OF SUB-PROCESSORS