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Data Processing Schedule

European Union General Data Protection Regulation (Regulation (EU) 2016/679) Data Processing Schedule Covering Article 28 GDPR (Processor Terms) and Incorporating Standard Contractual Clauses for Controller to Processor Transfers of Personal Data from the EEA to a Third Country

 

This Data Processing Schedule (“Schedule“) forms part of the Software as a Service Agreement  (“Agreement“) between VisitUs Reception Pty Ltd ABN 89 626 272 795 (“VisitUs Reception“) acting on its own behalf and as agent for each Affiliate and (ii) you, the person, entity or organisation engaging VisitUs Reception to perform its services under the Agreement (“Customer“) acting on its own behalf and as agent for each Customer Affiliate.

 

The terms used in this Schedule shall have the meanings set forth in this Schedule. Capitalized terms not otherwise defined herein shall have the meaning given to them in the SaaS Agreement.  Except as modified below, the terms of the SaaS Agreement shall remain in full force and effect.

In consideration of the mutual obligations set out herein, the parties hereby agree that the terms and conditions set out below shall be added as a Schedule to the SaaS Agreement. Except where the context requires otherwise, references in this Schedule to the SaaS Agreement are to the SaaS Agreement as amended by, and including, this Schedule.

 

1.             Definitions

1.1          In this Schedule, the following terms shall have the meanings set out below and cognate terms shall be construed accordingly:

1.1.1              “Applicable Laws” means (a) European Union or Member State laws with respect to any Customer Personal Data in respect towhich any Customer Group Member is subject toEU Data Protection Laws; and (b) any other applicable law with respect to any Customer Personal Data in respect towhich any Customer Group Member is subject toany other Data Protection Laws;

1.1.2              “Customer Affiliate” means an entity that owns or controls, is owned or controlled by or is or under common control or ownership with Customer, where control is defined as the possession, directly or indirectly, of the power to direct or cause the direction of the management and policies of an entity, whether through ownership of voting securities, by contract or otherwise;

1.1.3              “Customer Group Member” means Customer or any Customer Affiliate;

1.1.4              “Customer Personal Data” means any Personal Data Processed by a Contracted Processoron behalf of a Customer Group Member including any Personal Data of Customer Group Member customers, employees or contractors (“Users”) pursuant to or in connection with the SaaS Agreementor any End User Licence Agreement between VisitUs Reception and Users;

1.1.5              “Contracted Processor” means VisitUs Reception or a Subprocessor;

1.1.6              “Data Protection Laws” meansEU Data Protection Laws and,to the extent applicable, the data protection or privacy laws of any other country;

1.1.7              “EEA” means the European Economic Area;

1.1.8              “EU Data Protection Laws” means EU Directive 95/46/EC, as transposed into domestic legislation of each Member State and as amended, replaced or superseded from time to time, including by the GDPR and laws implementing or supplementing the GDPR;

1.1.9              “GDPR” means EU General Data Protection Regulation 2016/679;

1.1.10           “Restricted Transfer“means:

1.1.10.1       a transfer of Customer Personal Data from any Customer Group Member to a Contracted Processor; or

1.1.10.2       an onward transfer of Customer Personal Data from a Contracted Processor toa Contracted Processor, or between two establishments of a Contracted Processor,

in each case,where such transfer would be prohibited by Data Protection Laws(or by the terms of data transfer agreements put in place to address the data transfer restrictions of Data Protection Laws)in the absence of the Standard Contractual Clauses to be established under section6.4.3or12below.

For the avoidance of doubt: (a) without limitation to the generality of the foregoing, the parties to this Schedule intend that transfers of Personal Data from the UK to the EEA or from the EEA to the UK, following any exit by the UK from the European Union shall be Restricted Transfers for such time and to such extent that such transfers would be prohibited by Data Protection Laws of the UK or EU Data Protection Laws (as the case may be) in the absence of the Standard Contractual Clauses to be established under section 6.4.3or 12; and (b) where a transfer of Personal Data is of a type authorised by Data Protection Laws in the exporting country, for example in the case of transfers from within the European Union to a country (such as Switzerland) or scheme (such as the US Privacy Shield) which is approved by the Commission as ensuring an adequate level of protection or any transfer which falls within a permitted derogation, such transfer shall not be a Restricted Transfer;

1.1.11           “Services” means the services and other activities to be supplied to or carried out by or on behalf of VisitUs Receptionfor Customer Group Members pursuant to the SaaS Agreement;

1.1.12           “StandardContractual Clauses” means the contractual clauses set out inAnnex 2, amended as indicated (in square brackets and italics) in that Annex and under section 13.4;

1.1.13           “Subprocessor” means any person (including any third party and any VisitUs Reception Affiliate, but excluding an employee of VisitUs Reception or any of its sub-contractors) appointed by or on behalf of VisitUs Reception or any VisitUs Reception Affiliate to Process Personal Data on behalf of any Customer Group Member in connection with the SaaS Agreement;and

1.1.14           “VisitUs Reception Affiliate” means an entity that owns or controls, is owned or controlled by or is or under common control or ownership with VisitUs Reception, where control is defined as the possession, directly or indirectly, of the power to direct or cause the direction of the management and policies of an entity, whether through ownership of voting securities, by contract or otherwise.

1.2          The terms, “Commission“,”Controller“, “Data Subject“, “Member State“, “Personal Data“, “Personal Data Breach“,”Processing” and “Supervisory Authority“shall have the same meaning as in the GDPR, and their cognate terms shall be construed accordingly.

1.3          The word “include” shall be construed to mean include without limitation, and cognate terms shall be construed accordingly.

2.             Authority

VisitUs Reception warrants and represents that, before any VisitUs Reception Affiliate Processes any Customer Personal Data on behalf of any Customer Group Member, VisitUs Reception’s entry into this Schedule as agent for and on behalf of that VisitUs Reception Affiliate will have been duly and effectively authorised (or subsequently ratified) by that VisitUs Reception Affiliate.

3.             Processing of Customer Personal Data

3.1          VisitUs Reception and each VisitUs Reception Affiliate shall:

3.1.1              comply with all applicable Data Protection Laws in the Processing of Customer Personal Data; and

3.1.2              not Process Customer Personal Data other than onthe relevant Customer Group Member’s documented instructionsunless Processing is required by Applicable Laws to which the relevant Contracted Processoris subject, in which case VisitUs Reception or the relevant VisitUs Reception Affiliate shall to the extent permitted by Applicable Laws inform the relevant Customer Group Member of that legal requirement before the relevant Processing of that Personal Data.

3.2          Each Customer Group Member:

3.2.1              instructs VisitUs Reception and each VisitUs Reception Affiliate (and authorises VisitUs Reception and each VisitUs Reception Affiliate to instruct each Subprocessor) to:

3.2.1.1          Process Customer Personal Data; and

3.2.1.2          in particular, transfer Customer Personal Data to any country or territory,

as reasonably necessary for the provision of the Services and consistent with the SaaS Agreement; and

3.2.2              warrants and represents that it is and will at all relevant times remain duly and effectively authorised to give the instruction set out in section 3.2.1on behalf of each relevant Customer Affiliate.

3.3          Annex 1 to this Schedule sets out certain information regarding the Contracted Processors’ Processing of the Customer Personal Data as required by article 28(3) of the GDPR (and, possibly, equivalent requirements of other Data Protection Laws). Customer may make reasonable amendments to Annex 1 by written notice to VisitUs Reception from time to time as Customer reasonably considers necessary to meet those requirements. Nothing in Annex 1 (including as amended pursuant to this section 3.3) confers any rightor imposes any obligation on any party to this Schedule.

4.             VisitUs Reception and VisitUs Reception Affiliate Personnel

VisitUs Reception and each VisitUs Reception Affiliate shalltake reasonable steps to ensure the reliability of any employee, agent or contractor of any Contracted Processor who may have access to the Customer Personal Data, ensuring in each case that access is strictly limited to those individuals who need to know / access the relevant Customer Personal Data, as strictly necessary for the purposes of the SaaS Agreement, and to comply with Applicable Lawsin the context of that individual’s duties to the Contracted Processor, ensuring that all such individuals are subject to confidentiality undertakings or professional or statutory obligations of confidentiality.

5.             Security

5.1          Takinginto 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, VisitUs Reception and each VisitUs Reception Affiliate shallin relation to the Customer Personal Data implement appropriate technical and organizational measures to ensure a level of security appropriate to thatrisk, including,as appropriate,the measures referred to in Article 32(1) of the GDPR.

5.2          In assessing the appropriate level of security, VisitUs Reception and each VisitUs Reception Affiliate shalltake account in particular of the risks that are presented by Processing, in particular from a Personal Data Breach.

6.             Subprocessing

6.1          Each CustomerGroup Member authorises VisitUs Reception and each VisitUs Reception Affiliate to appoint(and permit each Subprocessor appointed in accordance with this section 6to appoint) Subprocessorsin accordance with this section 6and any restrictions in the SaaS Agreement.

6.2          VisitUs Reception and each VisitUs Reception Affiliate maycontinue to use those Subprocessors already engaged by VisitUs Reception or any VisitUs Reception Affiliate as at the date of this Schedule, subject to VisitUs Reception and each VisitUs Reception Affiliate in each case as soon as practicable meeting the obligations set out in section 6.4.

6.3          VisitUs Reception shall give Customer prior written notice ofthe appointment of any new Subprocessor,including full details of the Processing to be undertaken by the Subprocessor.If, within 5 days of receipt of that notice, CustomernotifiesVisitUs Reception in writing of anyobjections(on reasonable grounds)to the proposed appointment:

Neither VisitUs Reception nor any VisitUs Reception Affiliate shall appoint (or disclose any Customer Personal Data to) that proposed Subprocessor until reasonable steps have been taken to address the objections raised by any Customer Group Member and Customer has been provided with a reasonable written explanation of the steps taken.

6.4          With respect to each Subprocessor, VisitUs Reception or the relevant VisitUs Reception Affiliate shall:

6.4.1              before the Subprocessor first Processes Customer Personal Data (or, where relevant, in accordance with section 6.2), carry out adequate due diligence to ensure that the Subprocessor is capable of providing the level of protection for Customer Personal Data required by the SaaS Agreement;

6.4.2              ensure that the arrangement between on the one hand (a) VisitUs Reception, or (b) the relevant VisitUs Reception Affiliate, or (c)the relevant intermediate Subprocessor; and on the other hand theSubprocessor, is governed by a written contract including terms which offer at least the same level of protection for Customer Personal Data as those set out in this Scheduleand meet the requirements of article 28(3) of the GDPR;

6.4.3              if that arrangement involves a Restricted Transfer, ensure that the Standard Contractual Clauses are at all relevant times incorporated into the agreement between on the one hand (a) VisitUs Reception, or (b) the relevant VisitUs Reception Affiliate, or (c) the relevant intermediate Subprocessor; and on the other hand the Subprocessor, or before the Subprocessor first Processes Customer Personal Data procure that it enters into an agreement incorporating the Standard Contractual Clauses with the relevant Customer Group Member(s)(and Customer shall procure that each Customer Affiliate party to any such Standard Contractual Clauses co-operates with their population and execution);and

6.4.4              provideto Customer for review such copiesof the Contracted Processors’ agreements with Subprocessors (which may be redacted to remove confidential commercial information not relevant to the requirements of this Schedule) as Customer may request from time to time.

6.5          VisitUs Reception and each VisitUs Reception Affiliate shall ensure that each Subprocessor performs the obligations under sections 3.1, 4, 5, 7.1, 8.2, 9and 11.1, as they apply to Processing of Customer Personal Data carried out by that Subprocessor, as if it were party to this Schedule in place of VisitUs Reception.

7.             Data Subject Rights

7.1          Taking into account the nature of the Processing, VisitUs Reception and each VisitUs Reception Affiliate shallassist each Customer Group Member by implementing appropriate technical and organisational measures, insofar as this is possible, for the fulfilment of the CustomerGroup Members’obligations, as reasonably understood by Customer,to respond to requests toexerciseData Subject rights underthe Data Protection Laws.

7.2          VisitUs Reception shall:

7.2.1              promptly notify Customer if any Contracted Processor receives a request from a Data Subject under any Data Protection Law in respect of Customer Personal Data; and

7.2.2              ensure that the Contracted Processor does not respond to that request except on the documented instructions of Customer or the relevant Customer Affiliate or as required by Applicable Laws to which the Contracted Processor is subject, in which case VisitUs Reception shall to the extent permitted by Applicable Laws inform Customer of that legal requirement before the Contracted Processor responds to the request.

8.             Personal Data Breach

8.1          VisitUs Reception shall notify Customer without undue delay upon VisitUs Reception or any Subprocessor becoming aware of a Personal Data Breachaffecting Customer Personal Data,  providing Customer with sufficient information toallow each Customer Group Member to meet any obligations to report or inform Data Subjects of thePersonal Data Breach under the Data Protection Laws.

8.2          VisitUs Reception shallco-operate with Customer and each Customer Group Member and take such reasonable commercial steps as are directed by Customer to assist in the investigation, mitigation and remediation of each such Personal Data Breach.

9.             Data Protection Impact Assessment and Prior Consultation

VisitUs Reception and each VisitUs Reception Affiliate shallprovide reasonable assistance to each Customer Group Member with any data protection impact assessments,and prior consultations withSupervising Authorities or other competent data privacy authorities, which Customer reasonably considers to be required of any Customer Group Member by article 35 or 36 of the GDPRor equivalent provisions of any other Data Protection Law, in each case solely in relation to Processing of Customer Personal Data by,and taking into account the nature of the Processing and information available to, the Contracted Processors.

10.          Deletion or return of Customer Personal Data

10.1       Subject to sections 10.2and 10.3VisitUs Reception and each VisitUs Reception Affiliate shall promptly and in any event within 15 daysof the date of cessation of anyServices involving the Processing of Customer Personal Data(the “CessationDate“),permanentlydelete and procure the deletion of all copies of those Customer Personal Data.

10.2       Subject to section 10.3, Customer may in its absolute discretion by written noticeto VisitUs Reception within 5 days of the Cessation Date require VisitUs Reception and each VisitUs Reception Affiliate to (a) return a complete copy of all Customer Personal Data to Customer by secure file transfer in such format asis reasonablynotified by Customer to VisitUs Reception; and (b) delete and procure the deletion of all other copies of Customer Personal Data Processed by any Contracted Processor. VisitUs Reception and each VisitUs Reception Affiliate shall comply with any such written request within 10 daysof the Cessation Date.

10.3       Each Contracted Processor may retainCustomer Personal Data to the extent required by Applicable Laws and only to the extent and for such period as required by Applicable Laws and always provided that VisitUs Reception and each VisitUs Reception Affiliate shallensure the confidentiality of all such Customer Personal Data and shall ensure that such Customer Personal Data isonly Processed as necessary for the purpose(s) specified in the Applicable Laws requiring its storage and for no other purpose.

10.4       VisitUs Reception shall provide written certification to Customer that it and each VisitUs Reception Affiliate has fully complied with this section 10within of the Cessation Date.

11.          Auditrights

11.1       Subject to sections 11.2and 11.3 VisitUs Reception and each VisitUs Reception Affiliate shall make available to each Customer Group Member on request all information necessary to demonstrate compliance with this Schedule,andshallallow for and contribute to audits, including inspections, by any Customer Group Member or an auditor mandated by any CustomerGroup Member in relation to the Processing of the Customer Personal Data by the Contracted Processors.

11.2       Information and audit rights of the Customer Group Members only arise under section 11.1to the extent that the SaaS Agreement does not otherwise give them information and audit rights meeting the relevant requirements of Data Protection Law (including, where applicable, article 28(3)(h) of the GDPR).

11.3       The Customer or the relevant Customer Affiliate undertaking an audit shall give VisitUs Receptionor the relevant VisitUs Reception Affiliate reasonable notice (being no less than 14 days) of any audit or inspection to be conducted under section 11.1and shall make (and ensure that each of its mandated auditors makes) reasonable endeavours to avoid causing (or, if it cannot avoid, to minimise) any damage, injury or disruption to the Contracted Processors’premises, equipment, personnel and business while its personnel are on those premises in the course of such an audit or inspection. A Contracted Processorneed not give access to its premises for the purposes of such an audit or inspection:

11.3.1           to any individual unless he or she produces reasonable evidence of identity and authority;

11.3.2           outside normal business hours at those premises, unless the audit or inspection needs to be conducted on an emergency basis and Customer or the relevant Customer Affiliate undertaking an audit has given notice to VisitUs Receptionor the relevant VisitUs Reception Affiliate that this is the case before attendance outside those hours begins; or

11.3.3           for the purposes of more than one audit or inspection, in respect of each Contracted Processor, in any calendar year, except for any additional audits or inspections which:

11.3.3.1       Customer or the relevant Customer Affiliate undertaking an audit reasonably considers necessary because of genuine concerns as to VisitUs Reception’s or the relevant VisitUs Reception Affiliate’s compliance with this Schedule; or

11.3.3.2       A Customer Group Memberis required or requested to carry out by Data Protection Law, a Supervisory Authority or any similar regulatory authority responsible for the enforcement of Data Protection Laws in any country or territory,

where Customer or the relevant Customer Affiliate undertaking an audit has identified its concerns or the relevant requirement or request in its notice to VisitUs Receptionor the relevant VisitUs Reception Affiliate of the audit or inspection.]

12.          Restricted Transfers

12.1       Subject to section 12.3, each CustomerGroup Member(as”data exporter”)and each Contracted Processor, as appropriate,[1](as”data importer”)hereby enter into the Standard Contractual Clauses in respect of any Restricted Transferfrom that Customer Group Member to that Contracted Processor.

12.2       The Standard Contractual Clauses shall come into effect under section 12.1on the commencement of the relevantRestricted Transfer.

 

12.3       Section 12.1shall not apply to a Restricted Transfer unless its effect, together with other reasonably practicable compliance steps (which, for the avoidance of doubt, do not include obtaining consents from Data Subjects), is to allow the relevant Restricted Transfer to take place without breach of applicable Data Protection Law.

13.          General Terms

Governing law andjurisdiction

13.1       Without prejudice to clauses7 (Mediation and Jurisdiction)and 9 (Governing Law)of the Standard Contractual Clauses:

13.1.1           the parties to this Schedule hereby submit to the choice of jurisdiction stipulated in the SaaS Agreement with respect to any disputes or claims howsoever arising under this Schedule,including disputesregarding itsexistence, validity or termination or the consequences of its nullity; and

13.1.2           this Schedule and all non-contractual or other obligations arising out of or in connection with it are governed bythe laws of the country or territory stipulated for this purpose in the SaaS Agreement.

Order of precedence

13.2       Nothing in this Schedule reduces VisitUs Reception’s or any VisitUs Reception Affiliate’s obligations under the SaaS Agreement in relation to the protection of Personal Data or permits VisitUs Reception or any VisitUs Reception Affiliate to Process (or permit the Processing of) Personal Data in a manner which is prohibited by the SaaS Agreement.In the event of any conflict or inconsistency between this Schedule and the Standard Contractual Clauses,the Standard Contractual Clausesshall prevail.

13.3       Subject to section 13.2, with regard to the subject matter of this Schedule, in the event of inconsistencies between the provisions of this Schedule and any other agreements between the parties, including the SaaS Agreementand including (except where explicitly agreed otherwise in writing, signed on behalf of the parties) agreements entered into or purported to be entered into after the date of this Schedule, the provisions of this Schedule shall prevail.

Changes in Data Protection Laws, etc.

13.4       VisitUs Receptionmayby at least 30 (thirty) calendar days’ written notice to Customerfrom time to time make any variations tothe Standard Contractual Clauses(including any Standard Contractual Clauses entered into under section 12.1), as they apply to Restricted Transfers which are subject to a particular Data Protection Law, which are required,as a result of anychange in,or decision of a competent authority under, thatData Protection Law, to allow those Restricted Transfers to be made (or continue to be made) without breach of that Data Protection Law.

Severance

13.5       Should any provision of this Schedule be invalid or unenforceable, then the remainder of this Schedule shall remain valid and in force. The invalid or unenforceable provision shall be either (i) amended as necessary to ensure its validity and enforceability, while preserving the parties’ intentions as closely as possible or, if this is not possible, (ii) construed in a manner as if the invalid or unenforceable part had never been contained therein.

This Schedule is entered into and becomes a binding part of the SaaS Agreement with Effective Date of the SaaS Agreement.

 

 

ANNEX 1: DETAILS OF PROCESSING OF CUSTOMER PERSONAL DATA

This Annex 1 includes certain details of the Processing of Customer Personal Data as required by Article 28(3) GDPR.

Subject matter and duration of the Processing of Customer Personal Data

The subject matter and duration of the Processing of the Customer Personal Data are set out in the SaaS Agreement and this Schedule.

The nature and purpose of the Processing of Customer Personal Data

VisitUs Receptionwill Process Visitor or Employee Data (as defined in the Agreement) as necessary to provide the Services (as defined in the Agreement)in accordance with the Agreement, as further specified in VisitUs Reception’sonline documentation relating to the Services, and as further instructed by the Customerand the Customer’spersonneland other end users the Customerallowsto use the Services.

The types of Customer Personal Data to be Processed

The Customer may submit Visitor or Employee Data to the Services, the extent of which is determined and controlled by the Customer in its sole discretion, and which may include, but is not limited to, the following categories of personal data:

  • first and last name
  • title
  • employer
  • contact information (company, email, phone, physical business address)
  • vehicle registration
  • photographs
  • time and date of visit
  • person visiting

The categories of Data Subject to whom the Customer Personal Data relates

The Customer may submit Visitor or Employee Data to the Services, the extent of which is determined and controlled by the Customer in its  sole discretion, and which may include, but is not limited to, Visitor or Employee Data relating to the following categories of data subjects:

  • the Customer’s Personnel who are natural persons
  • visitors to the Customer’s premises, including customers, suppliers, business partners, contractors and the Customer’s Personnel’s personal visitors (including family and friends) who are natural persons

 

The obligations and rights of Customer and Customer Affiliates

The obligations and rights of Customer and CustomerAffiliates are set out in the SaaS Agreement and this Schedule.
ANNEX 2: STANDARD CONTRACTUAL CLAUSES

These Clauses are deemed to be amended from time to time, to the extent that they relate to a Restricted Transfer which is subject to the Data Protection Laws of a given country or territory, to reflect (to the extent possible without material uncertainty as to the result) any change (including any replacement) made in accordance with those Data Protection Laws (i) by the Commission to or of the equivalent contractual clauses approved by the Commission under EU Directive 95/46/EC or the GDPR (in the case of the Data Protection Laws of the European Union or a Member State); or (ii) by an equivalent competent authority to or of any equivalent contractual clauses approved by it or by another competent authority under another Data Protection Law (otherwise).

Standard Contractual Clauses (processors)

For the purposes of Article 26(2) of Directive 95/46/EC for the transfer of personal data to processors established in third countries which do not ensure an adequate level of data protection

Data Exporter and Data Importer HAVE AGREED on the following Contractual Clauses (the Clauses) in order to adduce adequate safeguards with respect to the protection of privacy and fundamental rights and freedoms of individuals for the transfer by the data exporter to the data importer of the personal data specified in Appendix 1.

Background

The data exporter has entered into a data processing schedule (“DPS”) with the data importer. Pursuant to the terms of the DPS, 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/ECand 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

Definitions

For the purposes of the Clauses:

(a)                ‘personal data’, ‘special categories of data’, ‘process/processing’, ‘controller’, ‘processor’, ‘data subject’ and ‘supervisory authority’shall have the same meaning as in Directive 95/46/EC of the European Parliament and of the Council of 24 October 1995 on the protection of individuals with regard to the processing of personal data and on the free movement of such data;

(b)                ‘the data exporter’means the controller who transfers the personal data;

(c)                ‘the data importer’means the processor who agrees to receive from the data exporter personal data intended for processing on its behalf after the transfer in accordance with its instructions and the terms of the Clauses.

(d)                ‘the subprocessor’means any processor engaged by the data importer or by any other subprocessor of the data importer who agrees to receive from the data importer or from any other subprocessor of the data importer personal data exclusively intended for processing activities to be carried out on behalf of the data exporter after the transfer in accordance with his instructions, the terms of the Clauses and the terms of the written subcontract;

(e)                ‘the applicable data protection law‘means the legislation protecting the fundamental rights and freedoms of individuals and, in particular, their right to privacy with respect to the processing of personal data applicable to a data controller in the jurisdiction in which the data exporter is established;

(f)                 ‘technical and organisational security measures’means those measures aimed at protecting personal data against accidental or unlawful destruction or accidental loss, alteration, unauthorised disclosure or access, in particular where the processing involves the transmission of data over a network, and against all other unlawful forms of processing.

Clause 2

Details of the transfer

The details of the transfer and in particular the special categories of personal data where applicable are specified in Appendix 1 which forms an integral part of the Clauses.

Clause 3

Third-party beneficiary clause

  1. The data subject can enforce against the data exporter this Clause, Clause 4(b) to (i), Clause 5(a) to (e), and (g) to (j), Clause 6(1) and (2), Clause 7, Clause 8(2), and Clauses 9 to 12 as third-party beneficiary.
  2. The data subject can enforce against the data importer this Clause, Clause 5(a) to (e) and (g), Clause 6, Clause 7, Clause 8(2), and Clauses 9 to 12, in cases where the data exporter has factually disappeared or has ceased to exist in law unless any successor entity has assumed the entire legal obligations of the data exporter by contract or by operation of law, as a result of which it takes on the rights and obligations of the data exporter, in which case the data subject can enforce them against such entity.
  3. The data subject can enforce against the subprocessor this Clause, Clause 5(a) to (e) and (g), Clause 6, Clause 7, Clause 8(2), and Clauses 9 to 12, in cases where both the data exporter and the data importer have factually disappeared or ceased to exist in law or have become insolvent, unless any successor entity has assumed the entire legal obligations of the data exporter by contract or by operation of law as a result of which it takes on the rights and obligations of the data exporter, in which case the data subject can enforce them against such entity. Such third-party liability of the subprocessor shall be limited to its own processing operations under the Clauses.
  4. The parties do not object to a data subject being represented by an association or other body if the data subject so expressly wishes and if permitted by national law.

Clause 4

Obligations of the data exporter

The data exporter agrees and warrants:

(a)                that the processing, including the transfer itself, of the personal data has been and will continue to be carried out in accordance with the relevant provisions of the applicable data protection law (and, where applicable, has been notified to the relevant authorities of the jurisdiction where the data exporter is established) and does not violate the relevant provisions of that State;

(b)                that it has instructed and throughout the duration of the personal data processing services will instruct the data importer to process the personal data transferred only on the data exporter’s behalf and in accordance with the applicable data protection law and the Clauses;

(c)                that the data importer will provide sufficient guarantees in respect of the technical and organisational security measures specified in Appendix 2 to this contract;

(d)                not used;

(e)                that it will ensure compliance with the security measures;

(f)                 that, if the transfer involves special categories of data, the data subject has been informed or will be informed before, or as soon as possible after, the transfer that its data could be transmitted to a third country not providing adequate protection.

(g)                to forward any notification received from the data importer or any subprocessor pursuant to Clause 5(b) and Clause 8(3) to the data protection supervisory authority if the data exporter decides to continue the transfer or to lift the suspension;

(h)                to make available to the data subjects upon request a copy of the Clauses, with the exception of Appendix 2, and a summary description of the security measures, as well as a copy of any contract for subprocessing services which has to be made in accordance with the Clauses, unless the Clauses or the contract contain commercial information, in which case it may remove such commercial information;

(i)                 that, in the event of subprocessing, the processing activity is carried out in accordance with Clause 11 by a subprocessor providing at least the same level of protection for the personal data and the rights of data subject as the data importer under the Clauses; and

(j)                 that it will ensure compliance with Clause 4(a) to (i).

Clause 5

Obligations of the data importer

The data importer agreesand warrants:

(a)                to process the personal data only on behalf of the data exporter and in compliance with its instructions and the Clauses; if it cannot provide such compliance for whatever reasons, it agrees to inform promptly the data exporter of its inability to comply, in which case the data exporter is entitled to suspend the transfer of data and/or terminate the contract;

(b)                that it has no reason to believe that the legislation applicable to it prevents it from fulfilling the instructions received from the data exporter and its obligations under the contract and that in the event of a change in this legislation which is likely to have a substantial adverse effect on the warranties and obligations provided by the Clauses, it will promptly notify the change to the data exporter as soon as it is aware, in which case the data exporter is entitled to suspend the transfer of data and/or terminate the contract;

(c)                that it has implemented the technical and organisational security measures specified in Appendix 2 before processing the personal data transferred;

(d)                that it will promptly notify the data exporter about:

(i)          any legally binding request for disclosure of the personal data by a law enforcement authority unless otherwise prohibited, such as a prohibition under criminal law to preserve the confidentiality of a law enforcement investigation,

(ii)        any accidental or unauthorised access, and

(iii)       any request received directly from the data subjects without responding to that request, unless it has been otherwise authorised to do so;

(e)                to deal promptly and properly with all inquiries from the data exporter relating to its processing of the personal data subject to the transfer and to abide by the advice of the supervisory authority with regard to the processing of the data transferred;

(f)                 at the request of the data exporter to submit its data processing facilities for audit of the processing activities covered by the Clauses which shall be carried out by the data exporter or an inspection body composed of independent members and in possession of the required professional qualifications bound by a duty of confidentiality, selected by the data exporter, where applicable, in agreement with the supervisory authority;

(g)                to make available to the data subject upon request a copy of the Clauses, or any existing contract for subprocessing, unless the Clauses or contract contain commercial information, in which case it may remove such commercial information, with the exception of Appendix 2 which shall be replaced by a summary description of the security measures in those cases where the data subject is unable to obtain a copy from the data exporter;

(h)                that, in the event of subprocessing, it has previously informed the data exporter and obtainedits prior written consent;

(i)                 that theprocessing services by the subprocessor will be carried out in accordance with Clause 11.

Clause 6

Liability

  1. The parties agree that any data subject, who has suffered damage as a result of any breach of the obligations referredto in Clause 3 or in Clause 11 by any party or subprocessor is entitled to receive compensationfrom the data exporter for the damage suffered.
  2. The data importer may not rely on a breach by a subprocessor of its obligations in order to avoid its own liabilities.

Clause 7

Mediation and jurisdiction

  1. The data importer agrees that if the data subject invokes against it third-party beneficiary rights and/or claims compensation for damages under the Clauses, the data importer will accept the decision of the data subject:

(a)         to refer the dispute to mediation, by an independent person or, where applicable, by the supervisory authority;

(b)        to refer the dispute to the courts in the jurisdiction in which the data exporter is established.

  1. The parties agree that the choice made by the data subject will not prejudice its substantive or procedural rights to seek remedies in accordance with other provisions of national or international law.

Clause 8

Cooperation with supervisory authorities

  1. The data exporter agrees to deposit a copy of this contract with the supervisory authority if it so requests or if such deposit is required under the applicable data protection law.
  2. The parties agree that the supervisory authority has the right to conduct an audit of the data importer, and of any subprocessor, which has the same scope and is subject to the same conditions as would apply to an audit of the data exporter under the applicable data protection law.
  3. The data importer shall promptly inform the data exporter about the existence of legislation applicable to it or any subprocessor preventing the conduct of an audit of the data importer, or any subprocessor, pursuant to paragraph 2. In such a case the data exporter shall be entitled to take the measures foreseen in Clause 5 (b).

Clause 9

Governing Law

The Clauses shall be governed by the law of jurisdiction in which the data exporter is established.

Clause 10

Variation of the contract

The parties undertake not to vary or modify the Clauses. This does not preclude the parties from adding clauses on business related issues where required as long as they do not contradict the Clause.

Clause 11

Subprocessing

  1. The data importer may subcontract any of its processing operations performed on behalf of the data exporter under the Clauses without the prior written consent of the data exporter. The current list of subprocessors the data importer uses are listed on the data importer’s website. The data importer shall inform the data exporter of any intended changes concerning the addition or replacement of other processors by updating the list of subprocessors on its website. Where the data importer subcontracts its obligations under the Clauses, it shall do so only by way of a written agreement with the subprocessor which imposes the same obligations on the subprocessor as are imposed on the data importer under the Clauses. Where the subprocessor fails to fulfil its data protection obligations under such written agreement the data importer shall remain fully liable to the data exporter for the performance of the subprocessor’s obligations under such agreement.
  2. The provisions relating to data protection aspects for subprocessing of the contract referred to in paragraph 1 shall be governed by the law of the jurisdiction in which the data exporter is established.

Clause 12

Obligation after the termination of personal data processing services

  1. The parties agree that on the termination of the provision of data processing services, the data importer and the subprocessor shall, at the choice of the data importer, return all the personal data transferred and the copies thereof to the data exporter or shall destroy all the personal data and certify to the data exporter that it has done so, unless legislation imposed upon the data importer prevents it from returning or destroying all or part of the personal data transferred. In that case, the data importer warrants that it will guarantee the confidentiality of the personal data transferred and will not actively process the personal data transferred anymore.
  2. The data importer and the subprocessor warrant that upon request of the data exporter and/or of the supervisory authority, it will submit its data processing facilities for an audit of the measures referred to in paragraph 1.

 

 

APPENDIX 1 TO THE STANDARD CONTRACTUAL CLAUSES

This Appendix forms part of the Clauses.

 

The Member States may complete or specify, according to their national procedures, any additional necessary information to be contained in this Appendix

 

Data subjects

The personal data transferred concern the following categories of data subjects:

  • the Customer’s Personnel who are natural persons
  • visitors to the Customer’s premises, including customers, suppliers, business partners, contractors and the Customer’s Personnel’s personal visitors (including family and friends) who are natural persons

 

Categories of data

The personal data transferred concern the following categories of data:

  • first and last name
  • title
  • employer
  • contact information (company, email, phone, physical business address)
  • vehicle registration
  • photographs
  • time and date of visit
  • person visiting

 

Special categories of data (if appropriate)

The personal data transferred concern the following special categories of data:

n/a

 

Processing operations

The personal data transferred will be subject to the following basic processing activities:

 

VisitUs Reception will Process Visitor or Employee Data (as defined in the Agreement) as necessary to provide the Services (as defined in the Agreement) in accordance with the Agreement, as further specified in VisitUs Reception’s online documentation relating to the Services, and as further instructed by the Customer and the Customer’s personnel and other end users the Customer allows to use the Services.

 

 

 

 

APPENDIX 2 TO THE STANDARD CONTRACTUAL CLAUSES

This Appendix forms part of the Clauses and must be completed by the parties.

 

Description of the technical and organisational security measures implemented by the data importer in accordance with Clause 5(c):

 

  • Access to VisitUs Reception services are protected by a user specified encrypted password
  • Application system accounts have random 12 digit generated passwords that are routinely changed to ensure maximum security
  • Daily backups of the database containing visitor information is stored on a separate server. The backups are also encrypted to the AES-256 standard.
  • Our servers are regularly scanned for viruses with up to date virus definitions
  • We are also protected by a firewall to prevent possible malicious attacks