Data Protection Agreement
This Data Protection Agreement (« Agreement ») is entered into between EventHQ Inc. and the undersigned Customer identified in the applicable Appendix I at Controller section and the signature block below (« Customer ») as of the last date beneath Customerʼs and EventHQ Inc.ʼs signature blocks below (« Addendum Effective Date »). This Agreement forms part of the agreement between Customer and EventHQ Inc. covering Customerʼs use of the Services (as defined below).
Clause 1: Purpose and scope
(a) The purpose of this Agreement is to ensure compliance with Article 28(3) and (4) 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.
(b) The controllers and processors listed in Appendix I have agreed to these Clauses in order to ensure compliance with Article 28(3) and (4) of Regulation (EU) 2016/679.
(c) These Clauses apply to the processing of personal data as specified in Appendix II.
(d) Appendixes I to III are an integral part of the Clauses.
(e) These Clauses are without prejudice to obligations to which the Customer is subject by virtue of Regulation (EU) 2016/679.
(f) These Clauses do not by themselves ensure compliance with obligations related to international transfers in accordance with Chapter V of Regulation (EU) 2016/679. They are herein completed by Standard Contractual Clauses for personal data transfers outside the European Union/European Economic Area (EU/EEA) if needed.
Clause 2: Invariability of the Clauses
(a) The Parties undertake not to modify the Clauses, except for adding information to the Appendixes or updating information in them.
(b) This does not prevent the Parties from including these Clauses in a broader contract, or from adding other clauses or additional safeguards provided that they do not directly or indirectly contradict the Clauses or detract from the fundamental rights or freedoms of data subjects.
Clause 3: Interpretation
(a) Where these Clauses use the terms defined in Regulation (EU) 2016/679, those terms have the same meaning as in that Regulation.
(b) These Clauses must be read and interpreted in the light of the provisions of Regulation (EU) 2016/679.
(c) These Clauses are not to be interpreted in a way that runs counter to the rights and obligations provided for in Regulation (EU) 2016/679 or in a way that prejudices the fundamental rights or freedoms of the data subjects.
Clause 4: Hierarchy
In the event of a contradiction between these Clauses and the provisions of related agreements between the Parties existing at the time when these Clauses are agreed or entered into thereafter, these Clauses will prevail.
Clause 5: Docking clause
(a) Any entity that is not a Party to these Clauses may, with the agreement of all the Parties, accede to these Clauses at any time as a controller or a processor by completing the Appendixes and signing Appendix I.
(b) Once the Appendixes in (a) are completed and signed, the acceding entity will be treated as a Party to these Clauses and have the rights and obligations of a controller or a processor, in accordance with its designation in Appendix I.
(c) The acceding entity will have no rights or obligations resulting from these Clauses from the period prior to becoming a Party.
Clause 6: Description of processing(s)
The details of the processing operations, in particular the categories of personal data and the purposes of processing for which the personal data is processed on behalf of the Customer, are specified in Appendix II.
Clause 7: Roles of the Parties
7.1. Instructions
(a) EventHQ Inc. processes personal data only on documented instructions from the Customer, unless required to do so by Union or Member State law to which EventHQ Inc. is subject. In this case, EventHQ Inc. will inform the Customer of that legal requirement before processing, unless the law prohibits this on important grounds of public interest. Subsequent instructions may also be given by the Customer throughout the duration of the processing of personal data. These instructions are always to be documented.
(b) EventHQ Inc. immediately informs the Customer if, in EventHQ Inc.ʼs opinion, instructions given by the Customer infringe Regulation (EU) 2016/679 or the applicable Union or Member State data protection provisions.
7.2. Purpose limitation
EventHQ Inc. processes the personal data only for the specific purpose(s) of the processing, as set out in Appendix II, unless it receives further instructions from the Customer.
7.3. Duration of the processing of personal data
Processing by EventHQ Inc. only takes place for the duration specified in Appendix II.
7.4. Security of processing
(a) EventHQ Inc. implements the technical and organizational measures specified in Appendix III to ensure the security of the personal data. This includes protecting the data against a breach of security leading to accidental or unlawful destruction, loss, alteration, unauthorized disclosure or access to the data (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 purposes of processing and the risks involved for the data subjects.
(b) No provision of this Agreement includes the right to, and Customer may not, directly or indirectly, enable any person or entity other than authorized users to access or use the Services, or use (or permit others to use) the Services other than as described in the applicable Agreement.
(c) EventHQ Inc. grants access to the personal data undergoing processing to members of its personnel only to the extent strictly necessary for implementing, managing and monitoring the contract. EventHQ Inc. ensures that persons authorized to process the personal data received have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality.
7.5. Sensitive data
(a) If the processing 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 personʼs sex life or sexual orientation, or data relating to criminal convictions and offences (“sensitive data”), EventHQ Inc. applies specific restrictions and/or additional safeguards.
(b) Without limiting its responsibilities under this Agreement, Customer is responsible for ensuring that no sensitive data is submitted to EventHQ Inc. when not necessary for the processing activities available in Appendix II.
7.6 Compliance with documented instructions
(a) The Parties are able to demonstrate compliance with these Clauses.
(b) EventHQ Inc. deals promptly and adequately with inquiries from the Customer about the processing of data in accordance with these Clauses.
7.7 Audit
(a) Upon request, EventHQ Inc. makes available to the Customer all information necessary to demonstrate compliance with the obligations that are set out in these Clauses and stem directly from Regulation (EU) 2016/679. At the Customerʼs request, EventHQ Inc. also permits and contributes to audits of the processing activities covered by these Clauses.
(b) For any intended audit or inspection, the Customer undertakes to notify EventHQ Inc. by providing a reasonable prior written notice at least fourteen (14) business days before the audit or the inspection.
(c) The Customer may choose to conduct the audit by itself or mandate an independent auditor. In deciding on a review or an audit, the Customer may take into account relevant certifications held by EventHQ Inc..
(d) The Parties makes the information referred to in this Clause, including the results of any audits, available to the competent supervisory authority/ies on request.
7.8. General authorization for the use of sub-processors
(a) EventHQ Inc. has the Customerʼs general authorization for the engagement of sub- processors from an agreed list available below in Appendix II.
(b) EventHQ Inc. will endeavor to give the Customer written notice of any intended changes of that list through the addition or replacement of sub-processors at least thirty (30) days in advance, thereby giving the Customer fifteen (15) days to object on reasonable grounds to such changes prior to the engagement of the concerned sub-processor(s) by sending an email to support@eventhq.com.
(c) The Customer acknowledges that certain sub-processors are essential to providing the Services and that objecting to the use of a sub-processor may prevent EventHQ Inc. from offering the Services to the Customer. If the Customer does not object to the engagement of a sub-processor in accordance within fifteen (15) days of notice by EventHQ Inc., that sub- processor will be deemed an authorised sub-processor for the purposes of this Agreement.
(d) Where EventHQ Inc. engages a sub-processor for carrying out specific processing activities (on behalf of the Customer), it will do so by way of a contract which imposes on the sub- processor, in substance, the same data protection obligations as the ones imposed on EventHQ Inc. in accordance with these Clauses. EventHQ Inc. will ensure that the sub-processor complies with the obligations to which EventHQ Inc. is subject pursuant to these Clauses and to Regulation (EU) 2016/679.
(e) At the Customerʼs request, EventHQ Inc. provides a copy of such a sub-processor agreement and any subsequent amendments to the Customer. To the extent necessary to protect business secret or other confidential information, including personal data, EventHQ Inc. may redact the text of the agreement prior to sharing the copy.
(f) EventHQ Inc. remains fully responsible to the Customer for the performance of the sub- processorʼs obligations in accordance with its contract with EventHQ Inc.. EventHQ Inc. will notify the Customer of any failure by the sub-processor to fulfill its contractual obligations.
7.9. Personal data transfers outside the EU/EEA
(a) Any transfer of personal data to a country or an international organization outside the EU/EEA by EventHQ Inc. is operated only on the basis of performing the services for and to the Customer or in order to fulfill a specific requirement under Union or Member State law to which EventHQ Inc. is subject and shall take place in compliance with Chapter V of Regulation (EU) 2016/679.
(b) If the storage and/or processing of Personal Data as described in Appendix II involves a transfer of personal data to EventHQ Inc. outside of the EU/EEA, and Regulation (EU) 2016/679 applies to the transfer, then Standard Contractual Clauses for the transfer of personal data to third countries (hereinafter “SCCs”) are to be incorporated into and form a part of this Agreement in accordance.
(c) The Customer agrees that where EventHQ Inc. engages a sub-processor in accordance with Clause 7.7. for carrying out specific processing activities (on behalf of the Customer) and those processing activities involve a transfer of personal data within the meaning of Chapter V of Regulation (EU) 2016/679, EventHQ Inc. and the sub-processor can ensure compliance with Chapter V of Regulation (EU) 2016/679 by, in particular:
1. implementing appropriate safeguards such as SCCs adopted by the Commission in accordance with Article 46(2) of Regulation (EU) 2016/679, provided the conditions for the use of those SCCs are met, or
2. being subject to binding corporate rules in accordance with Article 47 of Regulation (EU) 2016/679, or
3. ensuring that such transfer is covered by a decision of adequacy by the European Commission in accordance with Article 45 of Regulation (EU) 2016/679, or
4. complying to the derogations for specific situations in accordance with Article 49 of Regulation (EU) 2016/679.
Clause 8: Assistance to the Customer
8.1 Data subjects rights
(a) EventHQ Inc. promptly notifies the Customer of any request it has received from the data subject. It will not respond to the request itself, unless authorized to do so by the Customer.
(b) EventHQ Inc. assists the Customer in fulfilling its obligations to respond to data subjectsʼ requests to exercise their rights, taking into account the nature of the processing. In fulfilling its obligations in accordance with (a) and (b), EventHQ Inc. complies with the Customerʼs instructions.
8.2 Cooperation with the Customer
EventHQ Inc. furthermore assists the Customer in ensuring compliance with the following obligations, taking into account the nature of the data processing and the information available to EventHQ Inc.:
(a) the obligation to carry out an assessment of the impact of the envisaged processing operations on the protection of personal data (a ‘data protection impact assessmentʼ) where a type of processing is likely to result in a high risk to the rights and freedoms of natural persons;
(b) the obligation to consult the competent supervisory authority/ies 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 Customer to mitigate the risk;
(c) the obligation to ensure that personal data is accurate and up to date, by informing the Customer without delay if EventHQ Inc. becomes aware that the personal data it is processing is inaccurate or has become outdated;
(d) the obligations under Article 32 Regulation (EU) 2016/679.
Clause 9: Notification of personal data breach
In the event of a personal data breach concerning data processed by EventHQ Inc., EventHQ Inc. notifies the Customer without undue delay after having become aware of the breach. Such notification shall contain, at least:
(a) a description of the nature of the breach (including, where possible, the categories and approximate number of data subjects and data records concerned);
(b) the details of a contact point where more information concerning the personal data breach can be obtained;
(c) its likely consequences and the measures taken or proposed to be taken to address the breach, including to mitigate its possible adverse effects.
Where, and insofar as, it is not possible to provide all this information at the same time, the initial notification will contain the information then available and further information will, as it becomes available, subsequently be provided without undue delay.
EventHQ Inc. cooperates with and assists the Customer for the Customer to comply with its obligations under Articles 33 and 34 Regulation (EU) 2016/679, where applicable, taking into account the nature of processing and the information available to EventHQ Inc..
Clause 10: Non-compliance with the Clauses and termination
10.1 Suspension of the processing activity
(a) Without prejudice to any provisions of Regulation (EU) 2016/679, in the event that EventHQ Inc. is in breach of its obligations under these Clauses, the Customer may instruct EventHQ Inc.
to suspend the processing of personal data until the latter complies with these Clauses or the contract is terminated. EventHQ Inc. promptly informs the Customer in case it is unable to comply with these Clauses, for whatever reason.
(b) The Customer shall be entitled to terminate the contract insofar as it concerns processing of personal data in accordance with these Clauses if:
(1) the processing of personal data by EventHQ Inc. has been suspended by the Customer pursuant to point (a) and if compliance with these Clauses is not restored within a reasonable time and in any event within one month following suspension;
(2) EventHQ Inc. is in substantial or persistent breach of these Clauses or its obligations under Regulation (EU) 2016/679 ;
(3) EventHQ Inc. fails to comply with a binding decision of a competent court or the competent supervisory authority/ies regarding its obligations pursuant to these Clauses or to Regulation (EU) 2016/679.
(c) EventHQ Inc. shall be entitled to terminate the contract insofar as it concerns processing of personal data under these Clauses where, after having informed the Customer that its instructions infringe applicable legal requirements in accordance with Clause 7.1 (b), the Customer insists on compliance with the instructions.
10.2 Destruction or return of the Customerʼs personal data
Following termination of the Services, EventHQ Inc., at the choice of the Customer, deletes all personal data processed on behalf of the Customer and certify to the Customer that it has done so on request, or, returns all the personal data to the Customer and deletes existing copies unless Union or Member State law requires storage of the personal data. Until the data is deleted or returned, EventHQ Inc. shall continue to ensure compliance with these Clauses.
Appendix I: List of parties
Controller(s): [Identity and contact details of the Customer(s), and, where applicable, of the Customerʼs data protection officer]
1. Name: __________ Address: __________
Contact personʼs name, position and contact details: __________ Signature: __________
Accession date: __________
Processor(s):
1. Name: EventHQ Inc.
Address: 3524 Silverside Road Suite 35B Wilmington, 19810 DE, USA
Contact personʼs name, position and contact details: Chameli Kuduva Renganathan, CEO (legal@eventhq.com)
Signature: __________ Accession date: __________
Appendix II: Description of the processing
Categories of data subjects whose personal data is processed:
Subscribers Users Customers Prospects
Customers' end-users Suppliers
Contractors
Categories of personal data processed:
Identification data Professional data Connection data Images & video data Contact data Internet data
Economic and financial data Location data
National identification number
Nature of the processing:
Event Registration
Creation and management of user account Payment & billing management
Customer support and social communications
Bug and security monitoring Data and Product Hosting
Purpose(s) for which the personal data is processed on behalf of the Customer:
To plan and host digital or live events and send related communications To grant individuals access to the service
administer and manage accounts
To process payment for using the services provided by EventHQ
To provide customer care and interact with individuals on social platforms To prevent and investigate system abuse
Data and Product Hosting
Duration of the processing:
Processing activity Retention period
Event Registration As long as necessary for the performance of the service
Creation and management of user account As long as necessary for the performance of the service
Payment & billing management As long as necessary for the performance of the service
Customer support and social communications As long as necessary for the performance of the service
Bug and security monitoring As long as necessary for the performance of the service
Data and Product Hosting As long as necessary for the performance of the service
For processing by (sub-) processors, also specify subject matter, nature and duration of the processing:
Subprocessor Processing Country Privacy contact
Twillio External communication API USA privacy@twilio.com
Mailgun Technologies Inc. Transactional Email API USA, European Union privacy@mailgun.com
Microsoft Azure
Paddle.com Inc. Payment & billing management USA, European Union privacy@paddle.com
DevRev
Appendix III: Technical and organizational measures including technical and organizational measures to ensure the security of the data and assistance to the customer
A: Security measures taken by EventHQ Inc.
Measures for user identification and authorisation Unique identifier per user
Prohibition of shared accounts Strong password policy Logical access restriction
Access on a need-to-know basis Regular access review
Measures for ensuring events traceability User access journaling
System access & attempts log
Measures for certification/assurance of processes and products Antivirus on systems
Antivirus on devices Software license monitoring Software security updates Risk assessment program
Measures for ensuring ongoing confidentiality, integrity, availability and resilience of processing systems and services
Asset inventory
Firewall on internet traffic
Remote access authorization process Logical data segregation
Virtual private cloud
Vulnerability monitoring and patching
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
Frequent data backup
Backup encryption Disaster recovery plan
Measures of pseudonymisation and encryption of personal data HTTPS encryption in transit
TLS 1.2 or 1.3 used in transit AES encryption at rest
Measures for ensuring the continuity of the protection of personal data when transferred to other organizations
Security assessment process
Security clauses and contractual obligations
Measures for certifying continuous cybersecurity of personal data in the organization by an external auditor
SOC I and/or II
Measures for ensuring physical security of locations at which personal data are processed Physical access control
Measures for internal IT and IT security governance and management Security ownership and roles
Security policies and procedures Security training
Employees confidentiality obligations Employees background check Cybersecurity insurance
Measures for ensuring system configuration, including default configuration Malicious code detection
Code review and testing (OWASP)
Prohibition of personal data on non-production environment Privacy by design and by default
Measures for allowing data portability and ensuring erasure Right request management process
Secured data erasure Secured device destruction
Issuance of destruction certificate
EventHQ Inc. may update or modify such measures from time to time, provided that such updates and modifications do not materially decrease the overall security of the Service.
B: Security measures taken by sub-processors
Subprocessor Security commitment
Twillio https://www.twilio.com/legal/security-overview
Mailgun Technologies Inc. https://www.mailgun.com/security/
Microsoft Azure
Paddle.com Inc. https://www.paddlehr.com/data-security
DevRev
