General Data Processor Agreement

The Subscription Terms of Service referred to can be found here.

Parties

The agreement is between:
[COMPANY NAME]
[COMPANY ADDRESS]
[COMPANY VAT]
[COMPANY CONTACT]
(referred to as “Customer” or “Data Controller”)
and:
AgileLeanHouse A/S
Fyrre Allé 3
DK-6040 Egtved, Denmark
VAT: DK30279751
(referred to as “ALH” or “Data Processor”)
Each of these is referred to as “party”, together “the parties”.

The Parties have agreed to the following clauses in order to ensure the parties’ compliance with Article 28(3) of Regulation 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons concerning the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation).

1. Definitions

  1. This Agreement covers the services Software as a Service Tools that Agile Lean House provides (SaaS Tools), including the online productivity and collaboration tools accessed at https://AgileLeanApps.com.
  2. Agreement shall mean this existing agreement.

2. Preamble

  1. These Contractual Clauses (the Clauses) set out the rights and obligations of the data controller and the data processor when processing personal data on behalf of the data controller.
  2. The Clauses have been designed to ensure the parties’ compliance with Article 28(3) of Regulation 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons concerning the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation).
  3. In the context of the provision of SaaS Tools, the data processor will process personal data on behalf of the data controller in accordance with the Clauses.
  4. The Clauses shall take priority over any similar provisions contained in other agreements between the parties.
  5. The page Privacy, Data Protection and GDPR policy contain details about the processing of personal data, including the purpose and nature of the processing, type of personal data, categories of data subject and duration of the processing.
  6. Section 6 in the “Subscription Terms of Service”  contains the data controller’s conditions for the data processor’s use of sub-processors and a list of sub-processors authorized by the data controller.
  7. The Clauses along with appendices shall be retained in writing, including electronically, by both parties.
  8. The Clauses shall not exempt the data processor from obligations to which the data processor is subject under the General Data Protection Regulation (the GDPR) or other legislation.

3. Rights and obligations of the data controller

  1. The data controller is responsible for ensuring that the processing of personal data takes place in compliance with the GDPR (see Article 24 GDPR), the applicable EU or Member State data protection provisions and the Clauses.
  2. The data controller has the right and obligation to make decisions about the purposes and means of the processing of personal data.
  3. The data controller shall be responsible for ensuring that the processing of personal data, which the data processor is instructed to perform, has a legal basis.

4. The data processor acts according to instructions

  1. The data processor shall process personal data only on documented instructions from the data controller unless required to do so by Union or Member State law to which the processor is subject. Subsequent instructions can also be given by the data controller throughout the duration of the processing of personal data, but such instructions shall always be documented and kept in writing, including electronically, in connection with the Clauses.
  2. The data processor shall immediately inform the data controller if instructions given by the data controller, in the opinion of the data processor, contravene the GDPR or the applicable EU or Member State data protection provisions.

5. Confidentiality

  1. The data processor shall only grant access to the personal data being processed on behalf of the data controller to persons under the data processor’s authority who have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality and only on a need to know basis. The list of persons to whom access has been granted shall be kept under periodic review. Based on this review, such access to personal data can be withdrawn, if access is no longer necessary, and personal data shall consequently not be accessible anymore to those persons.
  2. The data processor shall at the request of the data controller demonstrate that the concerned persons under the data processor’s authority are subject to the abovementioned confidentiality.

6. Security of processing

  1. Article 32 GDPR stipulates that taking into account the state of the art, the costs of implementation and the nature, scope, context and purposes of processing as well as the risk of varying likelihood and severity for the rights and freedoms of natural persons, the data controller and data processor shall implement appropriate technical and organizational measures to ensure a level of security appropriate to the risk.
  2. The data controller shall evaluate the risks to the rights and freedoms of natural persons inherent in the processing and implement measures to mitigate those risks. Depending on their relevance, the measures may include the following:
    1. Pseudonymisation and encryption of personal data;
    2. The ability to ensure ongoing confidentiality, integrity, availability, and resilience of processing systems and services;
    3. The ability to restore the availability and access to personal data on time in the event of a physical or technical incident;
    4. A process for regularly testing, assessing, and evaluating the effectiveness of technical and organizational measures for ensuring the security of the processing.
  3. According to Article 32 GDPR, the data processor shall also – independently from the data controller – evaluate the risks to the rights and freedoms of natural persons inherent in the processing and implement measures to mitigate those risks. To this effect, the data controller shall provide the data processor with all information necessary to identify and evaluate such risks.
  4. Furthermore, the data processor shall assist the data controller in ensuring compliance with the data controller’s obligations pursuant to Articles 32 GDPR, by inter alia providing the data controller with information concerning the technical and organizational measures already implemented by the data processor pursuant to Article 32 GDPR along with all other information necessary for the data controller to comply with the data controller’s obligation under Article 32 GDPR.
  5. If subsequently – in the assessment of the data controller – mitigation of the identified risks require further measures to be implemented by the data processor, than those already implemented by the data processor pursuant to Article 32 GDPR, the data controller shall specify these additional measures to be implemented.

7. Use of sub-processors

  1. The data processor shall meet the requirements specified in Article 28(2) and (4) GDPR in order to engage another processor (a sub-processor).
  2. The data processor shall therefore not engage another processor (sub-processor) for the fulfillment of the Clauses without the prior general written authorization of the data controller.
  3. The data processor has the data controller’s general authorization for the engagement of sub-processors. The data processor shall inform the data controller in writing of any intended changes concerning the addition or replacement of sub-processors at least 30 days in advance, thereby allowing the data controller to object to such changes before the engagement of the concerned sub-processor(s).
  4. Where the data processor engages a sub-processor for carrying out specific processing activities on behalf of the data controller, the same data protection obligations as set out in the Clauses shall be imposed on that sub-processor by way of a contract or other legal act under EU or Member State law, in particular providing sufficient guarantees to implement appropriate technical and organizational measures in such a manner that the processing will meet the requirements of the Clauses and the GDPR.
  5. The data processor shall therefore be responsible for requiring that the sub-processor at least complies with the obligations to which the data processor is subject pursuant to the Clauses and the GDPR.
  6. A copy of such a sub-processor agreement and subsequent amendments shall – at the data controller’s request – be submitted to the data controller, thereby allowing the data controller to ensure that the same data protection obligations as set out in the Clauses are imposed on the sub-processor. Clauses on business-related issues that do not affect the legal data protection content of the sub-processor agreement, shall not require submission to the data controller.
  7. The data processor shall agree on a third-party beneficiary clause with the sub-processor where – in the event of bankruptcy of the data processor – the data controller shall be a third-party beneficiary to the sub-processor agreement and shall have the right to enforce the agreement against the sub-processor engaged by the data processor, e.g. enabling the data controller to instruct the sub-processor to delete or return the personal data.
  8. If the sub-processor does not fulfill his data protection obligations, the data processor shall remain fully liable to the data controller as regards the fulfillment of the obligations of the sub-processor. This does not affect the rights of the data subjects under the GDPR – in particular, those foreseen in Articles 79 and 82 GDPR – against the data controller and the data processor, including the sub-processor.

8. Transfer of data to third countries or international organizations

  1. Any transfer of personal data to third countries or international organizations by the data processor shall only occur based on documented instructions from the data controller and shall always take place in compliance with Chapter V GDPR.
  2. In case transfers to third countries or international organizations, which the data processor has not been instructed to perform by the data controller, is required under EU or Member State law to which the data processor is subject, the data processor shall inform the data controller of that legal requirement before processing unless that law prohibits such information on important grounds of public interest.
  3. Without documented instructions from the data controller, the data processor, therefore, cannot within the framework of the Clauses:
    1. transfer personal data to a data controller or a data processor in a third country or an international organization
    2. transfer the processing of personal data to a sub-processor in a third country
    3. have the personal data processed by the data processor in a third country
  4. The data controller’s instructions regarding the transfer of personal data to a third country shall be set out in writing.
  5. The Clauses shall not be confused with standard data protection clauses within the meaning of Article 46(2)(c) and (d) GDPR, and the Clauses cannot be relied upon by the parties as a transfer tool under Chapter V GDPR.

9. Assistance to the data controller

  1. Taking into account the nature of the processing, the data processor shall assist the data controller by appropriate technical and organizational measures, insofar as this is possible, in the fulfillment of the data controller’s obligations to respond to requests for exercising the data subject’s rights laid down in Chapter III GDPR. This entails that the data processor shall, insofar as this is possible, assist the data controller in the data controller’s compliance with:
    1. the right to be informed when collecting personal data from the data subject
    2. the right to be informed when personal data have not been obtained from the data subject
    3. the right of access by the data subject
    4. the right to rectification
    5. the right to erasure (‘the right to be forgotten’)
    6. the right to restriction of processing
    7. notification obligation regarding rectification or erasure of personal data or restriction of processing
    8. the right to data portability
    9. the right to object
    10. the right not to be subject to a decision based solely on automated processing, including profiling
  2. In addition to the data processor’s obligation to assist the data controller pursuant to Clause 6.3., the data processor shall furthermore, taking into account the nature of the processing and the information available to the data processor, assist the data controller in ensuring compliance with:
    1. The data controller’s obligation to without undue delay and, where feasible, not later than 72 hours after having become aware of it, notify the personal data breach to the competent supervisory authority, unless the personal data breach is unlikely to result in a risk to the rights and freedoms of natural persons;
    2. The data controller’s obligation to without undue delay communicate the personal data breach to the data subject when the personal data breach is likely to result in a high risk to the rights and freedoms of natural persons;
    3. The data controller’s obligation to assess the impact of the envisaged processing operations on the protection of personal data (a data protection impact assessment);
    4. The data controller must consult the competent supervisory authority, prior to processing where a data protection impact assessment indicates that the processing would result in a high risk in the absence of measures taken by the data controller to mitigate the risk.

10. Notification of personal data breach

  1. In case of any personal data breach, the data processor shall, without undue delay after having become aware of it, notify the data controller of the personal data breach.
  2. The data processor’s notification to the data controller shall, if possible, take place within 72 hours after the data processor has become aware of the personal data breach to enable the data controller to comply with the data controller’s obligation to notify the personal data breach to the competent supervisory authority, cf. Article 33 GDPR.
  3. The data processor shall assist the data controller in notifying the personal data breach to the competent supervisory authority, meaning that the data processor is required to assist in obtaining the information listed below which, pursuant to Article 33(3) GDPR, shall be stated in the data controller’s notification to the competent supervisory authority:
    1. The nature of the personal data including where possible, the categories and approximate number of data subjects concerned and the categories and approximate number of personal data records concerned;
    2. The likely consequences of the personal data breach;
    3. The measures taken or proposed to be taken by the controller to address the personal data breach, including, where appropriate, measures to mitigate its possible adverse effects.

11. Erasure and return of data

  1. On termination of the provision of personal data processing services, the data processor shall be under obligation to delete all personal data processed on behalf of the data controller and certify to the data controller that it has done so.

12. Audit and inspection

  1. The data processor shall upon request from the data controller make available to the data controller sufficient information necessary to demonstrate compliance with the obligations laid down in Article 28 and the Clauses.
  2. The data controller carries all costs related to any audit and inspection. Included in this is the right of the data processor to invoice the data controller for all time spent by the data processor according to his normal rates.
  3. The data processor shall be required to provide the supervisory authorities, which pursuant to applicable legislation have access to the data controller’s and data processor’s facilities, or representatives acting on behalf of such supervisory authorities, with access to the data processor’s physical facilities on presentation of appropriate identification.

13. Liability

  1. The data processor is responsible towards the data controller for actions and omissions resting to the performed data processing under the normal conditions of the jurisdiction with the exception of this section 13. in the Agreement.
  2. The data processor is never liable for the data controller’s indirect losses including follow-on damage, lost profit, lost production, lost goodwill, lost data, loss by a third party or other indirect losses by the data controller or any third party.
  3. Independent of any liability on the part of the data processor, any compensation can never exceed the payment from the data controller to the data processor for the service in question for the preceding 6 months.

14. Commencement and termination

  1. The Clauses shall become effective on the date of both parties’ signature.
  2. Both parties shall be entitled to require the Clauses renegotiated if changes to the law or inexpediency of the Clauses should give rise to such renegotiation.
  3. The Clauses shall apply for the duration of the provision of personal data processing services. For the duration of the provision of personal data processing services, the Clauses cannot be terminated unless other Clauses governing the provision of personal data processing services have been agreed upon between the parties.
  4. If the provision of personal data processing services is terminated, and the personal data is deleted the Clauses may be terminated by written notice by either party.

15. Governing Law and Venue

  1. This Agreement shall be governed by the substantive law of Denmark.
  2. Should any of the clauses in this Agreement conflict with the governing law, this shall not cause the whole Agreement to be regarded as defunct, only the offending clause shall be regarded as defunct, any topics covered by such a clause shall be covered by common governing law.
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