Last updated: 19 may, 2019
This tomHRM Data Processing Agreement and its Annexes (“DPA”) reflects the parties’ agreement with respect to the Processing of Personal Data by tomHRM on behalf of Customer in connection with the tomHRM Subscription Services under the tomHRM Terms and Conditions between tomHRM and Customer (the “Agreement”).
This DPA is supplemental to, and forms an integral part of, the Agreement and is effective upon its incorporation into the Agreement, which incorporation may be specified in the Agreement, an Order or an executed amendment to the Agreement. In case of any conflict or inconsistency with the terms of the Agreement, this DPA shall take precedence over the terms of the Agreement to the extent of such conflict or inconsistency.
The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.
• Controller means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the Processing of Personal Data.
• Agreement means this Data Processing Agreement and all Schedules;
• Company Personal Data: means any Personal Data Processed by a Contracted Processor on behalf of Company pursuant to or in connection with the Principal Agreement;
• Contracted Processor: means a Sub-processor;
• Data Protection Laws: means EU Data Protection Laws and, to the extent applicable, the data protection or privacy laws of any other country;
• EEA means the European Economic Area;
• 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means EU Directive 95/46/EC, as transposed into domestic legislation of each Member State and as amended, replaced or superseded from time to time, including by the GDPR and laws implementing or supplementing the GDPR;
• GDPR: means EU General Data Protection Regulation 2016/679;
• Data Transfer means: a transfer of Company Personal Data from the Company to a Contracted Processor; or an onward transfer of Company Personal Data from a Contracted Processor to a Subcontracted 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);
• Privacy Shield: means Commission Implementing Decision of 12.7.2016 pursuant to Directive 95/46/EC of the European Parliament and of the Council on the adequacy of the protection provided by the EU-US Privacy Shield (C(2016) 4176 final);
• Services: means the subscription tomHRM services the Company provides.
• Sub-processor: means any person appointed by or on behalf of Processor to process Personal Data on behalf of the Company in connection with the Agreement.
• Supplier’s Representative: means a natural or legal person established in the European Union or the United Kingdom who is designated by the Supplier and represents the Supplier with regard to its respective obligations under the GDPR, as applicable
• “Supervisory Authority” means an independent public authority which is established by an EU Member State, pursuant to the GDPR.
2. BACKGROUND AND PURPOSE
2.1. The Parties have agreed to the provision of the Terms, which governs the Controller’s limited,
non-exclusive and terminable right to the use of the Primary Service.
2.2. In this connection, the Processor processes Personal data on behalf of the Controller and by
Controller’s Instructions, and for that purpose the Parties have entered into this Agreement in accordance to the Article 28 of the Directive.
2.3. The purpose of this Agreement is to ensure that the co-operation of the Processor and the Controller in the field of Processing of Personal Data of Data subjects complies with the Directive.
3. APPOINTMENT AND INSTRUCTIONS
3.1. The Processor is authorized by the Controller to process Personal data disclosed to Processor by
the Controller on behalf of the Controller on the terms and conditions set out in this Agreement.
3.2. The Processor may only process Personal data subject to the Instructions, including with regard
to transfers of Personal data to a third country or an international organization, unless required to do so by Union or Member State law to which the processor is subject. In such a case, the Processor shall inform the Controller of that legal requirement before processing, unless that law prohibits such information on important grounds of public interest.
3.3. All Instructions shall comply with the Directive and any other applicable law and the Processor
reserves the right to refuse any Instruction noncompliant with the Directive or any other applicable law or if such Instruction, in Processor’s opinion, infringes the Directive or other Union or Member State data protection provisions. In such case Processor may postpone the execution of such and Instruction and shall immediately inform the Controller.
3.4. This Agreement, including appendices, constitutes the complete and final Instructions for the
Processing of Personal Data for purpose an in scope as set in this Agreement and in connection
with Primary Service.
3.5. The Processor may process Personal Data outside the scope of the Instructions in cases where
required by EU law or national law to which the Processor is subject.
3.6. If Personal Data are processed outside the scope of the Instructions, the Processor shall notify
the Controller of the reason. The notification must be made before processing is carried out and
must include a reference to the legal requirements forming the basis of the processing.
3.7. Notification should not be made if such notification would be contrary to EU law or national law.
3.8. By this Agreement Controller thereby appoints Processor to process Personal data disclosed to
him by the Controller on behalf of the Controller in scope as is necessary to provide Primary Service or otherwise subsequently agreed to by the Parties in writing.
4.1. The Agreement applies until either (a) termination of the Agreement(s) on provision of the Primary Service or (b) termination of this Agreement.
4.2. Regardless of the termination of the Processor Agreement, clause 13 of the agreement regarding confidentiality as well as clauses 9, 10 and 11 will remain in force after termination of the Processor Agreement.
5. DATA PROCESSING
5.1. The Processor shall process Personal Data on behalf of the Controller solely for the purpose of
providing Primary Service within the scope and for the purpose specified in Appendix 1.
5.2. Subject-matter and duration of the processing, the nature and purpose of the processing, the type of personal data and categories of data subjects are specified in Appendix 1.
5.3. Personal Data of EU Data subjects processed on behalf of the Controller by the Processor will be processed exclusively within European Union. Only exception is processing of Personal Data by specified in Appendix 3, where the Personal Data are processed in the USA under EU-US Privacy Shield.
5.4. All Personal Data processed on behalf of the Controller by the Processor will be processed under appropriate technical and organizational security measures as specified in the Article 6.1. of this Agreement.
5.5. If a Data subject applies directly to the Processor to request the access, rectification, restriction, erasure or portability of Data Subject’s Personal Data, or if Data Subject objects to the Processing, or its right not to be subject to an automated individual decision making, the Processor shall forward such request to the Controller immediately.
5.6. The Processor shall not rectify, erase or restrict any Personal data processed on behalf of the
Controller without documented Instruction of the Controller or unless Data Retention Period expires. The Processor shall not rectify, erase or restrict any Personal data processed on behalf of the Controller even if such Instruction is given in case any Union or Member State law requires storage of the such Personal data.
5.7. The Processor shall not use any Personal data disclosed by the Controller for the Processing
under this Agreement for any other purpose than specified in Appendix 1.
5.8. The Processor shall not disclose such Personal data to third parties, except sub-processors authorized by the Controller, specified in appendix 3 of this Agreement.
5.9. The Processor shall not make any copies or duplicate Personal data disclosed to him by the Controller without authorization of the Controller, except such copies or duplicates are part of backups described in the Terms or are required by the Directive or other Union or Member State law (i.e. statutory retention rules).
5.10. The Processor shall upon end of provision of Primary Service, completion of contractual work as
laid down in the Terms and this Agreement, or when requested by the Controller (mainly by the
Instruction) delete all Personal data and delete existing copies unless Union or Member State law requires storage of the personal data.
5.11. The Processor shall not transfer Personal Data to third countries or international organizations
unless specifically stated in this Agreement.
6. PROCESSOR’S OBLIGATIONS
6.1. Technical and organizational security measures
6.1.1. The Processor is responsible for implementing necessary technical and organizational measures to ensure an appropriate security level. The measures must be implemented with due regard to the current state of the art, costs of implementation and the nature,
scope, context and purposes of the processing and the risk of varying likelihood and severity to the rights and freedoms of natural persons. The Processor shall take the category of Personal data described in Appendix 1 into consideration in the determination of such measures.
6.1.2. Processor has implemented the technical and organizational security measures as specified in appendix 2 to this Agreement.
6.1.3. The Processor shall implement the suitable technical and organizational measures in such
a manner that the processing by the Processor of Personal data meets the requirements of
the applicable Personal data regulation.
6.1.4. Should the Processor implement any new technical or organizational security measures in the meaning of this Article, especially in connection with improvement and development of the Primary Service, technical progress and development of technical and organizational security measures, changes in the organization of the Processor, changes in any applicable law etc., the specification in the appendix 2 will be updated if necessary. Any change in the technical or organizational security measures must not reduce the level of technical or organizational security measures as specified at the date of signature of this Agreement.
6.1.5. The Parties agree that the provided safeguards and all technical and organizational
measures to ensure an appropriate security level of Personal data as specified in appendix
2 are adequate at the date of conclusion of this Agreement.
6.2. Employee conditions
6.2.1. The Processor shall ensure that employees who process Personal Data for the Processor
have undertaken to observe confidentiality or are subject to an appropriate statutory duty
6.2.2. The Processor shall ensure that access to the Personal data is limited to those employees
for whom it is necessary to process Personal data in order to meet the Processor´s obligations to the Controller under the Terms.
6.2.3. The Processor shall ensure that employees processing Personal Data for the Processor
only process such data in accordance with the Instructions.
6.3. Documentation for compliance with obligations
6.3.1. Upon written request, the Processor shall document to the Controller that the Processor:
a) meets its obligations under this Agreement and the Instructions.
b) meets the provisions of the Directive, in respect of the Personal data processed on behalf of the Controller.
6.3.2. The Processor’s documentation must be provided within reasonable time.
6.4. Records of processing activities
6.4.1. The Processor shall maintain a record of the processing of Personal data.
6.4.2. The record must include the following information:
a) Categories of processing carried out on behalf of the Controller.
b) Processors’ employees who process the Personal data.
c) If relevant, Sub-Processors who process the Personal data.
d) A general description of technical and organizational measures in connection with the
e) If relevant, specification of third countries or international organizations to which the
personal data are transferred as well as documentation for appropriate safeguards.
f) Contact details of the Processor’s and Sub-Processor’s contact person or Data processing adviser (if appointed).
6.4.3. Upon request, the Processor shall make the records available to the Controller or any relevant supervisory authority within reasonable time.
6.5. Security breach
6.5.1. The Processor shall notify the Controller of any Personal data breach, which may potentially lead to accidental or unlawful destruction, alteration, unauthorized disclosure of, or access to, Personal data processed by the Processor for the Controller (hereinafter as “Security Breach”).
6.5.2. Security Breaches must be reported to the Controller without undue delay.
6.5.3. The Processor shall maintain a record of all Security Breaches. The record must as a minimum document the following:
a) the actual circumstances of the Security Breach;
b) the effects of the Security Breach; and
c) the remedial measures taken.
6.5.4. Upon written request, the record must be made available to the Controller or the supervisory authorities.
6.6. Audits and Inspections
6.6.1. The Processor allows for and contributes to audits, including inspections, conducted by the
Controller or another auditor mandated by the Controller.
6.6.2. Any audit or inspection by the Controller or auditor mandated by the Controller may be carried out by prior consultation with the Processor. In such consultation duration, scope, subject and date and time of the respective audit or inspection must be mutually agreed.
6.6.3. The right of audit or inspection stipulated in this Agreement does not extend to any facilities operated by sub-processors, sub-contractors or any third party, even if used in connection with providing Primary Service or Data Processing.
6.6.4. Any audit or inspection by the Controller or auditor mandated by the Controller may be carried out only to verify compliance of the Data Processing carried out by the Processor with this Agreement, the Directive or other applicable law.
6.6.5. All information and documents disclosed by the Processor to the Controller in connection
with audit or inspection are part of Processor’s trade secret and are subject to the confidentiality as stipulated in clause 13, if not stipulated otherwise. Such information and documents may be disclosed only to the authorized supervisory authority.
6.7.1. The Processor shall to the necessary and reasonable extent assist the Controller in the
performance of its obligations in the processing of the Personal Data covered by this
Agreement, including in connection with:
a) responses to Data subjects on exercise of their rights, especially data subject’s rights
laid down in Chapter III of the Directive;
b) ensuring compliance with the obligations of the Controller pursuant to Articles 32 to 36
of the Directive taking into account the nature of processing and the information available to the Processor;
c) Security Breaches;
d) impact assessments;
e) prior consultation of the supervisory authorities,
6.7.2. In this connection, the Processor shall obtain the information to be included in a notification
to the supervisory authority provided that the Processor is best suited to do so.
6.7.3. The Processor is entitled to payment for time spent and materials consumed for assistance pursuant to clause 6.7.
6.7.4. Appropriate technical and organizational measures implemented by the Processor in order to assist the Controller with the fulfilment of his obligation to respond to requests for exercising the data subject’s rights (right of access by the data subject, right to rectification, right to erasure, right to restriction of processing, right to data portability, Right to object and automated individual decision-making) laid down in Articles 15 to 22 of the Directive are specified in Appendix 2 of this Agreement.
7. CONTROLLER’S OBLIGATIONS
7.1. Lawfulness of processing
7.1.1. The Controller shall ensure and guarantees that during the whole duration of this Agreement:
• all Personal Data disclosed by the Controller to the Processor for Processing anyhow related to the Primary Service were collected by legal and legitimate manners
according to the Directive, or any other applicable law;
• consent of the Data Subject is given for Processing of the respective Personal data by the Processor, such consent is given freely and in accordance to the Article
7 of the Directive and that the consent is valid for the whole time of Processing
and was not withdrawn by the Data subject;
• other conditions of lawful processing according to the Article 6 of the Directive apply if consent of the Data Subject was not given;
• No Personal data falling into special category of Personal data as specified in the
Article 9 of the Directive were disclosed to the Processor.
7.1.2. In case any condition stipulated in the clause 7.1.1. is not met at any time of the Data
Processing by the Processor or during the duration of this Agreement, Controller must
notify the Processor in the most expedient time possible under the circumstances and
without reasonable delay and, where feasible, not later than 72 hours after having become aware of such deficiency. Controller also must exclude such Personal Data from Processing by himself (mainly by erasing such Personal Data from the Controllers Primary Service) and if not possible provide to Processor all necessary assistance to except such Personal Data from Processing.
7.2. Employee conditions and third parties
7.2.1. The Controller shall ensure that employees who process Personal data and have access
to the Primary Service on behalf of the Controller undertaken to observe confidentiality or
are subject to an appropriate statutory duty of confidentiality.
7.2.2. The Controller shall ensure that any third party having access to the Primary Service on
behalf of the Controller undertaken to observe confidentiality or are subject to an appropriate statutory duty of confidentiality.
7.2.3. The Controller is fully liable to the Processor for the performance of any employee or third
party to whom access to Primary Service is given by the Controller.
7.3. Documentation for compliance with obligations
7.3.1. Upon written request, the Controller shall document to the Processor that:
a) Controller meets its obligations under this Agreement and the Terms;
b) Controller meets the provisions of the Directive or other applicable law, in respect of the
Personal Data disclosed to Processor;
c) Data Subject’s consent is valid and was given for Processing of the respective Personal
Data by the Processor, such consent was given freely and in accordance to the Article 7 of the Directive.
7.3.2. The Controller’s documentation must be provided within reasonable time.
7.4. Security breach
7.4.1. The Controller shall notify the Processor of any Security Breach as stipulated in clause
7.4.2. Security Breaches must be reported to the Processor without undue delay.
7.4.3. The Controller shall maintain a record of all Security Breaches. The record must as a minimum document the following:
d) the actual circumstances of the Security Breach;
e) the effects of the Security Breach; and
f) the remedial measures taken.
7.4.4. Upon written request, the record must be made available to the Processor or the supervisory authorities.
7.5.1. The Controller shall to the necessary and reasonable extent assist the Processor in the
performance of its obligations in the processing of the Personal Data covered by this
Agreement, including in connection with:
a) responses to data subjects on exercise of their rights, especially data subject’s rights
laid down in Chapter III of the Directive;
b) Security Breaches;
c) impact assessments;
d) prior consultation of the supervisory authorities,
7.5.2. In this connection, the Controller shall obtain the information to be included in a notification to the supervisory authority provided that the Controller is best suited to do so.
8.1. The Processor may only use a third party (“Sub-Processor”) for the processing of Personal data for the Controller provided that it is specified in Appendix 3 of this Agreement.
8.2. The Processor and the Sub-Processor(s) have concluded a written agreement imposing the same data protection obligations on the Sub-Processor as those of the Processor (including in pursuance of this Agreement) as referred to in paragraph 3 of the Directive regarding Data processing, ensuring protection of processed Personal data and compliance with the Directive, 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 Directive. Sub-processor also acts only under the Instructions of the Controller as stated in this Agreement.
8.3. The Processor reserves right to change or add Sub-Processors. The Processor shall notify the
Controller of any such event. The notification shall be done at least 30 days prior to the event. If
the Controller doesn’t agree to the new Sub-Processor, he has the right to terminate the Primary
Service immediately and is entitled to a refund for the remaining paid period of the Primary Service.
8.4. All communication with the Sub-Processor is handled by the Processor, unless otherwise specifically agreed.
8.5. The Processor is directly responsible for the Sub-Processor’s processing of Personal Data in the same manner as had the processing been carried out by the Processor.
9. FEES, COSTS
9.1. The Parties are only entitled to payment for the performance of the Primary Service in accordance with Terms, unless otherwise stipulated in this Agreement.
10.1. The regulation of breach in the Terms on delivery of the Primary Service also applies to this
Agreement as were this Agreement an integral part thereof. If this is not considered in the Terms on delivery of the Primary Service, the general remedies for breach laid down in applicable law will apply to this Agreement.
11. LIABILITY AND LIMITATION OF LIABILITY
The Parties are liable according to the general rules of applicable law, however, tomHRM is liable according to the scope set out in the Terms.
12. FORCE MAJEURE
12.1. The Processor cannot be held liable for situations normally referred to as force majeure, including, but not limited to, war, riots, terrorism, insurrection, strike, fire, epidemic or pandemic, and natural disasters.
12.2. Force majeure may only be asserted for the number of working days for which the force majeure situation lasts.
13.1. Information regarding the content of this Agreement, the underlying Primary Service or the other Party’s business which is either, in connection with the disclosure to the receiving Party, designated as confidential information, or which, by its nature or otherwise, should be considered as confidential, must be treated as confidential and subject to at least the same degree of care and discretion as the Party’s own confidential information. Data, including Personal data, are always confidential information.
13.2. However, the duty of confidentiality does not apply to information, which is or becomes publicly
available without this being the result of a breach of a Party’s duty of confidentiality, or information, which is already in the possession of the receiving Party without any similar duty of confidentiality or information, which is developed independently by the receiving Party.
14.1. Termination for cause or breach
14.1.1. The Agreement may only be terminated according to the provisions on termination in the Terms or this Agreement.
14.1.2. Termination of this Agreement is subject to – and allows for – simultaneous termination of the parts of the Terms that concern Personal Data processing pursuant to the Agreement.
14.2. Effects of termination
14.3. The Processor’s authority to process Personal Data on behalf of the Controller lapses on termination of the Agreement for whatever reason.
14.4. The Processor may continue to process Personal Data for up to three months after the termination of this Agreement to the extent that this is necessary to take the required statutory measures. The Processing by the Processor during this period is assumed to comply with the Instructions.
14.5. The Processor is obliged to delete all Personal Data disclosed by the Controller until 3 months from the termination of the Agreement. The Controller may request adequate information for such deletion.
14.6. The Processor never processes any Personal Data, which the Controller doesn’t have himself, as all Personal Data are always passed to the Processor from the Controller.
15. FINAL PROVISIONS
15.1. The regulation of dispute resolution specified in the Terms, including governing law and venue,
also applies to this Agreement as were this Agreement an integral part thereof.
15.2. Natural person concluding and accepting this Agreement on Processor’s website tomHRM.com / tomHRM.app (hereinafter as “Natural Person”) hereby declares that he or she acts on behalf of the Controller and is legally authorized to act on behalf of the Controller in the matter of this Agreement. If such legal authorization of the Natural Person will be found as invalid then this Agreement is binding for the Natural Person and Natural Person is fully responsible to fulfill all obligations stated in this Agreement.
15.3. The Parties affirmatively declare that actions of the Parties made under the conditions agreed in
this Agreement create the rights and duties for the Parties leading to creation of the legal relations between the Parties as assumed by the Agreement. The Parties also declare that all rights and duties and the agreed matters are considered definite adequately and capable to call the legal effects and impacts assumed by this Agreement. Provisions under the preceding phrases are valid even if actions of the Parties do not meet all prerequisites assumed by the binding legal regulations. In this case the Parties shall agree and meet such prerequisite without undue delay.
15.4. The rights and duties following from or connected to this Agreement may not be ceded or transferred anyhow by any Party without the prior written approval of the other Party.
15.5. Communication of the Parties concerning the Agreement (incl. Security Breach notification) shall be led through following email addresses
a) Processor : info [at] tomhrm [dot] com
b) Controller : email address used to sign up for the Primary Service
15.6. tomHRM reserves the right to change or update this Agreement without further notice. By continuing to access or use Primary Service after those revisions become effective, you agree to be bound by the revised Agreement. If you do not agree to the new Agreement, please
stop using the Primary Service.
CATEGORIES, PURPOSE OF PERSONAL DATA PROCESSING
- Categories of Data Subjects
Customer may submit Personal Data to the Services, the extent of which is determined and controlled by Customer in its sole discretion, and which may include, but is not limited to Personal Data relating to the following categories of data subjects:
• Employees or contact persons of Customer’s prospects, customers, business partners and vendors
• Employees, agents, advisors, freelancers of Customer (who are natural persons)
• Customer’s Users authorized by Customer to use the Services
- Type of Personal Data
Customer may submit Personal Data to the Services, the extent of which is determined and controlled by Customer in its sole discretion, and which may include, but is not limited to the following categories of Personal Data:
• First and last name
• Job Position
• Contact information (company, email, phone, physical business address)
• ID data
• Professional life data
• Personal life data
• Localization data
• IP address
1. TECHNICAL AND ORGANIZATIONAL SECURITY MEASURES
1.1 The Processor implemented following technical security measures to maximize protection of Personal data:
a) SSL/TLS encryption (secure sockets layer / transport layer security) for all data transfers in all parts of the Primary Service
b) Processor’s website and web software runs on HTTPS protocol
c) Processor offers the Controller multiple options to limit processing of Personal data and improve privacy of Data subjects, described in point 2.1 in Appendix 1.
d) All employees of the Processor with access to Personal data have signed a confidentiality
agreement with the Processor
1.2 The Processor is using servers and cloud infrastructure of Amazon Web Services to store Personal Data (see Appendix 3 – Sub-processors).
1.3 Information about security of Amazon Web Services:
a) Security: aws.amazon.com/security
b) Physical security of Amazon AWS data centers: aws.amazon.com/compliance/data-center/controls
c) GDPR compliance of Amazon Web Services: aws.amazon.com/compliance/gdpr-center
1.4 The Controller can manage and delete any Personal data in his account used to access the Primary Service at tomhrm.app This allows the Controller to meet his obligations regarding requests of Data subjects for Personal data information or deletion.
|Amazon, Luxemburg||UE||Servers, data center|
|OVH S.A., Polska||UE||Servers, data center|
|UserEngage Sp. z o.o, Polska||UE||Chat|
|Hotjar Ltd., Malta||UE||Insights|
|Google Ireland Limited, Irlandia||UE||– Login via Google account|
– Sync calendar,
|Slack Technologies Limited, Irlandia||UE||Internal communication|
|Braintree Payment Services (Paypal Sàrl et Cie, SCA, a limited liability partnership registered), Luxembourg||UE||Payment system|
|Sendgrid Denver, Colorado, USA||Outside UE||SMTP services|
|Twilio Inc., San Francisco, CA, USA||Outside UE||Videomeeting, Textmessaging services|
|Chargebee Inc. USA||Outside UE||Billing system|