TOMI.AI Data Processing Addendum
If there is a conflict between the Terms and this DPA, the provisions of this DPA shall control.
Unless otherwise defined herein, capitalized terms and expressions used in this DPA shall have the following meaning:
‘Controller’ means the natural or legal person, public authority, agency, or other body, which (either alone or jointly with others) determines the purposes and means of the processing of personal data. The Customer acts as a Controller for the purposes of this DPA.
‘Processor’ means the natural or legal person, public authority, agency, or other body, which processes personal data on behalf of the data controller. We act as a Processor for the purposes of this DPA.
‘Customer’ means an individual entrepreneur, legal entity, or individual to whom Tomi.ai provides its Services as defined in Annex 1 and which determines the purposes and means of the processing of Customer Data. The Customer may also be referred to as a data exporter.
‘Personal Data’ means any information relating to an identified or identifiable natural person (“data subject”) such as name, last name, an online identifier, email, location data, etc.
‘Customer Data’ means Personal Data submitted by the Customer that is to be processed under this DPA, as more particularly described in Annex I.
‘Processing’ means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
‘Instructions’ means the written, documented instructions issued by a Controller to a Processor, and directing the same to perform a specific or general action with regard to Personal Data.
‘Sub-processor’ means any third party appointed by the Processor to process Customer Data in connection with the Services.
‘Confidential Information’ means all information disclosed by a Party (and its affiliates) to the other Party (and its affiliates) pursuant to this DPA or the Terms, which is either designated as proprietary and/or confidential or by its nature or the nature of the circumstances surrounding disclosure, should reasonably be understood to be confidential, including (but not limited to), information on products, client lists, price lists, and financial information.
‘Data Protection Laws’ means all applicable laws and regulations the fundamental rights and freedoms of data subjects and their right to privacy with regard to the processing of Customer Data under the Terms, including GDPR and CCPA.
‘GDPR’ means the 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, and repealing Directive 95/46/EC.
‘CCPA’ means the California Consumer Privacy Act, Cal. Civ. Code § 1798.100 et seq., and its implementing regulations.
‘Standard Contractual Clauses’ means the agreement executed by and between Customer and Tomi.ai and attached hereto as Exhibit A pursuant to the European Commission decision 2021/914 of 4 June 2021 on standard contractual clauses for the transfer of personal data to processors established in third countries.
All capitalized terms not defined herein shall have the meaning set forth in the Terms.
2. Scope of this DPA
This DPA governs the transfer and processing of Customer Data from the Customer to Tomi.ai when Data Protection Laws apply to the Customer’ use of the Services under the Terms.
This DPA shall remain in force until the termination of the Terms between you and us governing your use of the Services.
The duration of the processing, the nature, and purpose of the processing, the types of Customer Data, and categories of data subjects under this DPA are further specified in Annex 1 of Exhibit A to this DPA.
3. Roles and Responsibilities
The Parties agree that this DPA and the Terms constitute your complete and final documented Instructions regarding our processing of Customer Data on your behalf for the purpose of providing the Services to you.
5. Your obligations
Within the scope of the DPA and Terms and your use of the Services, you act as a single point of contact and will be solely responsible for complying with all requirements that apply to you under the Data Protection Laws, including any applicable requirement to provide notice to data subjects of the engaging of Tomi.ai as a processor.
You hereby represent and warrant that you will be solely responsible for:
- the accuracy, quality, integrity, confidentiality, and security of collected Customer Data;
- complying with all necessary transparency, lawfulness, fairness, and other requirements under GDPR and other applicable Data Protection Laws for the collection and use of the personal data, including determining the lawful basis for processing and obtaining any necessary consents;
- ensuring that your Instructions to us regarding the processing of Customer Data comply with the GDPR and other applicable Data Protection Laws, including complying with principles of data minimization, purpose and storage limitation; and
- for fulfilling all requests made by data subjects under the Data Protection Laws, and all communications from supervisory authorities that relate to Customer Data, in accordance with Data Protection Laws. To the extent such requests or communications require our assistance, you shall notify us accordingly.
6. Our obligations
6.1. Scope of the processing
We shall process Customer Data on your Instructions and in such manner as is necessary for the provision of Services except as required to comply with a legal obligation to which we are subject. In the event we reasonably believe that your Instruction violates the GDPR or other Data Protection Laws, we will inform you without undue delay and have a right to suspend the performance of the Services until the Instruction is appropriately modified.
6.2. Security measures
We shall implement and maintain appropriate technical and organizational measures to protect Customer Data from personal data breaches (hereinafter ‘Security Incidents’), in accordance with our security standards set out in Annex II to Exhibit A. You acknowledge that security measures are subject to technical progress so that we may modify or update Annex II to Exhibit A at our sole discretion provided that such modification or update does not result in a material degradation in the security measures offered.
6.3. Security Incident
Upon becoming aware of a Security Incident, we shall:
- notify you without undue delay after we become aware of the Security Incident;
- provide timely information relating to the Security Incident as it becomes known or as is reasonably requested by you; and
- promptly take reasonable steps to contain and investigate any Security Incident so that you can notify competent authorities and/or affected Data Subjects of the Security Incident. Our notification of or response to a Security Incident shall not be construed as an acknowledgment by us of any fault or liability regarding the Security Incident.
We treat Customer Data as Confidential Information and process Customer Data on behalf of and only in accordance with your documented Instructions. We will not access or use, or disclose to any third party, any Customer Data, except, in each case, as necessary to maintain or provide the Services, or as necessary to comply with contractual and legal obligations or binding orders of a public body (such as a subpoena or court order). We shall ensure that any employee/contractor whom we authorize to access Customer Data on our behalf is subject to appropriate confidentiality contractual or statutory duty obligations with respect to Customer Data.
6.6 Return or deletion of Customer Data
Upon termination or expiration of the Terms concluded between you and us, or upon the Customer’s written request, we shall either destroy or return all Customer Data in our possession or control; this requirement shall not apply to the extent we are required by applicable law or respective contractual obligations to retain some or all of Customer Data.
7. Data Subject Request
In the event that a data subject contacts us with regard to the deletion of its personal data or any other request, we will use all reasonable efforts to forward such request to you. If we are legally required to respond to such a request, we shall immediately notify you and provide you with a copy of the request unless we are legally prohibited from doing so. Nothing in this DPA shall restrict us from responding to any data subject requests in relation to personal data for which we act as a controller.
You agree that we may engage other processors (Sub-processors) in accordance with provisions set out in Clause 9 of Standard Contractual Clauses to assist in fulfilling our obligations with respect to the provision of the Services under the Terms. The list of current Sub-processors is an integral part of Standard Contractual Clauses and is identified in Annex III of the Standard Contractual Clauses.
9. Transfers of Customer Data
We agree to abide by and process Customer Data protected by the GDPR in compliance with the Standard Contractual Clauses approved by the European Commission decision 2021/914 of 4 June 2021 in order to adduce adequate safeguards with respect to the protection of privacy and fundamental rights and freedoms of natural and legal persons for transfer of personal data specified in Annex I to Exhibit A. For the purposes of the descriptions in the Clauses, we agree that we are the ‘data importer’ and you are the ‘data exporter’.
To the extent permitted by applicable laws, liability arising from claims under this DPA will be subject to the provisions of the Terms.
EXHIBIT A. Standard Contractual Clauses
Clause 1. Purpose and Scope
For the purposes of the Clauses:
(a) The purpose of these standard contractual clauses is to ensure compliance with the requirements of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (General Data Protection Regulation) for the transfer of personal data to a third country.
(b) The Parties:
- the natural or legal person(s), public authority/ies, agency/ies or other body/ies (hereinafter ‘entity/ies’) transferring the personal data, as listed in Annex I.A (hereinafter each ‘data exporter’), and
- the entity/ies in a third country receiving the personal data from the data exporter, directly or indirectly via another entity also Party to these Clauses, as listed in Annex I.A (hereinafter each ‘data importer’)
have agreed to these standard contractual clauses (hereinafter: ‘Clauses’).
(с) These Clauses apply with respect to the transfer of personal data as specified in Annex I.B.
(d) The Appendix to these Clauses containing the Annexes referred to therein forms an integral part of these Clauses.
Clause 2. Effect and invariability of the Clauses
(a) These Clauses set out appropriate safeguards, including enforceable data subject rights and effective legal remedies, pursuant to Article 46(1) and Article 46(2)(c) of Regulation (EU) 2016/679 and, with respect to data transfers from controllers to processors and/or processors to processors, standard contractual clauses pursuant to Article 28(7) of Regulation (EU) 2016/679, provided they are not modified, except to select the appropriate Module(s) or to add or update information in the Appendix. This does not prevent the Parties from including the standard contractual clauses laid down in these Clauses in a wider contract and/or to add other clauses or additional safeguards, provided that they do not contradict, directly or indirectly, these Clauses or prejudice the fundamental rights or freedoms of data subjects.
(b) These Clauses are without prejudice to obligations to which the data exporter is subject by virtue of Regulation (EU) 2016/679.
Clause 3. Third-party beneficiaries
(a) Data subjects may invoke and enforce these Clauses, as third-party beneficiaries, against the data exporter and/or data importer, with the following exceptions:
- Clause 1, Clause 2, Clause 3, Clause 6, Clause 7;
- Clause 8 – Clause 8.1(b), 8.9(a), (c), (d) and (e);
- Clause 9 – Clause 9(a), (c), (d) and (e);
- Clause 12 – Clause 12(a), (d) and (f);
- Clause 13;
- Clause 15.1(c), (d) and (e);
- Clause 16(e);
- Clause 18 – Clause 18(a) and (b).
(b) Paragraph (a) is without prejudice to rights of data subjects under Regulation (EU) 2016/679.
Clause 4. Interpretation
(a) Where these Clauses use terms that are defined in Regulation (EU) 2016/679, those terms shall have the same meaning as in that Regulation.
(b) These Clauses shall be read and interpreted in the light of the provisions of Regulation (EU) 2016/679.
(c) These Clauses shall not be interpreted in a way that conflicts with rights and obligations provided for in Regulation (EU) 2016/679.
Clause 5. Hierarchy
In the event of a contradiction between these Clauses and the provisions of related agreements between the Parties, existing at the time these Clauses are agreed or entered into thereafter, these Clauses shall prevail.
Clause 6. Description of the transfer(s)
The details of the transfer(s), and in particular the categories of personal data that are transferred and the purpose(s) for which they are transferred, are specified in Annex I.B.
Clause 7. Docking clause
(a) An entity that is not a Party to these Clauses may, with the agreement of the Parties, accede to these Clauses at any time, either as a data exporter or as a data importer, by completing the Appendix and signing Annex I.A.
(b) Once it has completed the Appendix and signed Annex I.A, the acceding entity shall become a Party to these Clauses and have the rights and obligations of a data exporter or data importer in accordance with its designation in Annex I.A.
(c) The acceding entity shall have no rights or obligations arising under these Clauses from the period prior to becoming a Party.
SECTION II – OBLIGATIONS OF THE PARTIES
Clause 8. Data protection safeguards
The data exporter warrants that it has used reasonable efforts to determine that the data importer is able, through the implementation of appropriate technical and organizational measures, to satisfy its obligations under these Clauses.
(a) The data importer shall process the personal data only on documented instructions from the data exporter. The data exporter may give such instructions throughout the duration of the contract.
(b) The data importer shall immediately inform the data exporter if it is unable to follow those instructions.
8.2. Purpose limitation
The data importer shall process the personal data only for the specific purpose(s) of the transfer, as set out in Annex I.B, unless on further instructions from the data exporter.
On request, the data exporter shall make a copy of these Clauses, including the Appendix as completed by the Parties, available to the data subject free of charge. To the extent necessary to protect business secrets or other confidential information, including the measures described in Annex II and personal data, the data exporter may redact part of the text of the Appendix to these Clauses prior to sharing a copy, but shall provide a meaningful summary where the data subject would otherwise not be able to understand the its content or exercise his/her rights. On request, the Parties shall provide the data subject with the reasons for the redactions, to the extent possible without revealing the redacted information. This Clause is without prejudice to the obligations of the data exporter under Articles 13 and 14 of Regulation (EU) 2016/679.
If the data importer becomes aware that the personal data it has received is inaccurate, or has become outdated, it shall inform the data exporter without undue delay. In this case, the data importer shall cooperate with the data exporter to erase or rectify the data.
8.5. Duration of processing and erasure or return of data
Processing by the data importer shall only take place for the duration specified in Annex I.B. After the end of the provision of the processing services, the data importer shall, at the choice of the data exporter, delete all personal data processed on behalf of the data exporter and certify to the data exporter that it has done so, or return to the data exporter all personal data processed on its behalf and delete existing copies. Until the data is deleted or returned, the data importer shall continue to ensure compliance with these Clauses. In case of local laws applicable to the data importer that prohibit return or deletion of the personal data, the data importer warrants that it will continue to ensure compliance with these Clauses and will only process it to the extent and for as long as required under that local law. This is without prejudice to Clause 14, in particular the requirement for the data importer under Clause 14(e) to notify the data exporter throughout the duration of the contract if it has reason to believe that it is or has become subject to laws or practices not in line with the requirements under Clause 14(a).
8.6. Security of processing
(a) The data importer and, during transmission, also the data exporter shall implement appropriate technical and organisational measures to ensure the security of the data, including protection against a breach of security leading to accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access to that data (hereinafter ‘personal data breach’). In assessing the appropriate level of security, the Parties shall take due account of the state of the art, the costs of implementation, the nature, scope, context and purpose(s) of processing and the risks involved in the processing for the data subjects. The Parties shall in particular consider having recourse to encryption or pseudonymisation, including during transmission, where the purpose of processing can be fulfilled in that manner. In case of pseudonymisation, the additional information for attributing the personal data to a specific data subject shall, where possible, remain under the exclusive control of the data exporter. In complying with its obligations under this paragraph, the data importer shall at least implement the technical and organisational measures specified in Annex II. The data importer shall carry out regular checks to ensure that these measures continue to provide an appropriate level of security.
(b) The data importer shall grant access to the personal data to members of its personnel only to the extent strictly necessary for the implementation, management and monitoring of the contract. It shall ensure that persons authorised to process the personal data have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality.
(c) In the event of a personal data breach concerning personal data processed by the data importer under these Clauses, the data importer shall take appropriate measures to address the breach, including measures to mitigate its adverse effects. The data importer shall also notify the data exporter without undue delay after having become aware of the breach. Such notification shall contain the details of a contact point where more information can be obtained, a description of the nature of the breach (including, where possible, categories and approximate number of data subjects and personal data records concerned), its likely consequences and the measures taken or proposed to address the breach including, where appropriate, measures to mitigate its possible adverse effects. Where, and in so far as, it is not possible to provide all information at the same time, the initial notification shall contain the information then available and further information shall, as it becomes available, subsequently be provided without undue delay.
(d) The data importer shall cooperate with and assist the data exporter to enable the data exporter to comply with its obligations under Regulation (EU) 2016/679, in particular to notify the competent supervisory authority and the affected data subjects, taking into account the nature of processing and the information available to the data importer.
8.7. Sensitive data
Where the transfer involves personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, or biometric data for the purpose of uniquely identifying a natural person, data concerning health or a person’s sex life or sexual orientation, or data relating to criminal convictions and offenses (hereinafter ‘sensitive data’), the data importer shall apply the specific restrictions and/or additional safeguards described in Annex I.B.
8.8. Onward transfers
The data importer shall only disclose the personal data to a third party on documented instructions from the data exporter. In addition, the data may only be disclosed to a third party located outside the European Union (in the same country as the data importer or in another third country, hereinafter ‘onward transfer’) if the third party is or agrees to be bound by these Clauses, under the appropriate Module, or if:
- the onward transfer is to a country benefitting from an adequacy decision pursuant to Article 45 of Regulation (EU) 2016/679 that covers the onward transfer;
- the third party otherwise ensures appropriate safeguards pursuant to Articles 46 or 47 Regulation of (EU) 2016/679 with respect to the processing in question;
- the onward transfer is necessary for the establishment, exercise or defence of legal claims in the context of specific administrative, regulatory or judicial proceedings; or
- the onward transfer is necessary in order to protect the vital interests of the data subject or of another natural person.
Any onward transfer is subject to compliance by the data importer with all the other safeguards under these Clauses, in particular purpose limitation.
8.9. Documentation and compliance
(a) The data importer shall promptly and adequately deal with enquiries from the data exporter that relate to the processing under these Clauses.
(b) The Parties shall be able to demonstrate compliance with these Clauses. In particular, the data importer shall keep appropriate documentation on the processing activities carried out on behalf of the data exporter.
(c) The data importer shall make available to the data exporter all information necessary to demonstrate compliance with the obligations set out in these Clauses and at the data exporter’s request, allow for and contribute to audits of the processing activities covered by these Clauses, at reasonable intervals or if there are indications of non-compliance. In deciding on a review or audit, the data exporter may take into account relevant certifications held by the data importer.
(d) The data exporter may choose to conduct the audit by itself or mandate an independent auditor. Audits may include inspections at the premises or physical facilities of the data importer and shall, where appropriate, be carried out with reasonable notice.
(e) The Parties shall make the information referred to in paragraphs (b) and (c), including the results of any audits, available to the competent supervisory authority on request.
Clause 9 Use of sub-processors
- GENERAL WRITTEN AUTHORISATION. The data importer has the data exporter’s general authorization for the engagement of sub-processor(s) from an agreed list. The data importer shall specifically inform the data exporter in writing of any intended changes to that list through the addition or replacement of sub-processors at least [insert number] in advance, thereby giving the data exporter sufficient time to be able to object to such changes prior to the engagement of the sub-processor(s). The data importer shall provide the data exporter with the information necessary to enable the data exporter to exercise its right to object.
- Where the data importer engages a sub-processor to carry out specific processing activities (on behalf of the data exporter), it shall do so by way of a written contract that provides for, in substance, the same data protection obligations as those binding the data importer under these Clauses, including in terms of third-party beneficiary rights for data subjects. The Parties agree that, by complying with this Clause, the data importer fulfills its obligations under Clause 8.8. The data importer shall ensure that the sub-processor complies with the obligations to which the data importer is subject pursuant to these Clauses.
- The data importer shall provide, at the data exporter’s request, a copy of such a sub-processor agreement and any subsequent amendments to the data exporter. To the extent necessary to protect business secrets or other confidential information, including personal data, the data importer may redact the text of the agreement prior to sharing a copy.
- The data importer shall remain fully responsible to the data exporter for the performance of the subprocessor’s obligations under its contract with the data importer. The data importer shall notify the data exporter of any failure by the sub-processor to fulfill its obligations under that contract.
- The data importer shall agree with a third-party beneficiary clause with the sub-processor whereby – in the event, the data importer has factually disappeared, ceased to exist in law or has become insolvent – the data exporter shall have the right to terminate the sub-processor contract and to instruct the sub-processor to erase or return the personal data.
Clause 10. Data subject rights
(a) The data importer shall promptly notify the data exporter of any request it has received from a data subject. It shall not respond to that request itself unless it has been authorized to do so by the data exporter.
(b) The data importer shall assist the data exporter in fulfilling its obligations to respond to data subjects’ requests for the exercise of their rights under Regulation (EU) 2016/679. In this regard, the Parties shall set out in Annex II the appropriate technical and organizational measures, taking into account the nature of the processing, by which the assistance shall be provided, as well as the scope and the extent of the assistance required.
(c) In fulfilling its obligations under paragraphs (a) and (b), the data importer shall comply with the instructions from the data exporter.
Clause 11. Redress
(a) The data importer shall inform data subjects in a transparent and easily accessible format, through individual notice or on its website, of a contact point authorized to handle complaints. It shall deal promptly with any complaints it receives from a data subject.
[OPTION: The data importer agrees that data subjects may also lodge a complaint with an independent dispute resolution body at no cost to the data subject. It shall inform the data subjects, in the manner set out in paragraph (a), of such redress mechanism and that they are not required to use it, or follow a particular sequence in seeking redress.]
(b) In case of a dispute between a data subject and one of the Parties as regards compliance with these Clauses, that Party shall use its best efforts to resolve the issue amicably in a timely fashion. The Parties shall keep each other informed about such disputes and, where appropriate, cooperate in resolving them.
(c) Where the data subject invokes a third-party beneficiary right pursuant to Clause 3, the data importer shall accept the decision of the data subject to:
- lodge a complaint with the supervisory authority in the Member State of his/her habitual residence or place of work, or the competent supervisory authority pursuant to Clause 13;
- refer the dispute to the competent courts within the meaning of Clause 18.
(d) The Parties accept that the data subject may be represented by a not-for-profit body, organization, or association under the conditions set out in Article 80(1) of Regulation (EU) 2016/679.
(e) The data importer shall abide by a decision that is binding under the applicable EU or Member State law.
(f) The data importer agrees that the choice made by the data subject will not prejudice his/her substantive and procedural rights to seek remedies in accordance with applicable laws.
Clause 12. Liability
(a) Each Party shall be liable to the other Party for any damages it causes the other Party by any breach of these Clauses.
(b) The data importer shall be liable to the data subject, and the data subject shall be entitled to receive compensation, for any material or non-material damages the data importer or its sub-processor causes the data subject by breaching the third-party beneficiary rights under these Clauses.
(c) Notwithstanding paragraph (b), the data exporter shall be liable to the data subject, and the data subject shall be entitled to receive compensation, for any material or non-material damages the data exporter or the data importer (or its sub-processor) causes the data subject by breaching the third-party beneficiary rights under these Clauses. This is without prejudice to the liability of the data exporter and, where the data exporter is a processor acting on behalf of a controller, to the liability of the controller under Regulation (EU) 2016/679 or Regulation (EU) 2018/1725, as applicable.
(d) The Parties agree that if the data exporter is held liable under paragraph (c) for damages caused by the data importer (or its sub-processors), it shall be entitled to claim back from the data importer that part of the compensation corresponding to the data importer’s responsibility for the damage.
(e) Where more than one Party is responsible for any damage caused to the data subject as a result of a breach of these Clauses, all responsible Parties shall be jointly and severally liable and the data subject is entitled to bring an action in court against any of these Parties.
(f) The Parties agree that if one Party is held liable under paragraph (e), it shall be entitled to claim back from the other Party that part of the compensation corresponding to its/their responsibility for the damage.
(g) The data importer may not invoke the conduct of a sub-processor to avoid its own liability.
Clause 13. Supervision
(a) [Where the data exporter is established in an EU Member State:] The supervisory authority with responsibility for ensuring compliance by the data exporter with Regulation (EU) 2016/679 as regards the data transfer, as indicated in Annex I.C, shall act as a competent supervisory authority.
[Where the data exporter is not established in an EU Member State, but falls within the territorial scope of application of Regulation (EU) 2016/679 in accordance with its Article 3(2) and has appointed a representative pursuant to Article 27(1) of Regulation (EU) 2016/679:] The supervisory authority of the Member State in which the representative within the meaning of Article 27(1) of Regulation (EU) 2016/679 is established, as indicated in Annex I.C, shall act as a competent supervisory authority.
[Where the data exporter is not established in an EU Member State but falls within the territorial scope of application of Regulation (EU) 2016/679 in accordance with its Article 3(2) without however having to appoint a representative pursuant to Article 27(2) of Regulation (EU) 2016/679:] The supervisory authority of one of the Member States in which the data subjects whose personal data is transferred under these Clauses in relation to the offering of goods or services to them, or whose behavior is monitored, are located, as indicated in Annex I.C, shall act as a competent supervisory authority.
(b) The data importer agrees to submit itself to the jurisdiction of and cooperate with the competent supervisory authority in any procedures aimed at ensuring compliance with these Clauses. In particular, the data importer agrees to respond to enquiries, submit to audits and comply with the measures adopted by the supervisory authority, including remedial and compensatory measures. It shall provide the supervisory authority with written confirmation that the necessary actions have been taken.
SECTION III – LOCAL LAWS AND OBLIGATIONS IN CASE OF ACCESS BY PUBLIC AUTHORITIES
Clause 14. Local laws and practices affecting compliance with the Clauses
(a) The Parties warrant that they have no reason to believe that the laws and practices in the third country of destination applicable to the processing of the personal data by the data importer, including any requirements to disclose personal data or measures authorizing access by public authorities, prevent the data importer from fulfilling its obligations under these Clauses. This is based on the understanding that laws and practices that respect the essence of the fundamental rights and freedoms and do not exceed what is necessary and proportionate in a democratic society to safeguard one of the objectives listed in Article 23(1) of Regulation (EU) 2016/679, are not in contradiction with these Clauses.
(b) The Parties declare that in providing the warranty in paragraph (a), they have taken due account in particular of the following elements:
- the specific circumstances of the transfer, including the length of the processing chain, the number of actors involved, and the transmission channels used; intended onward transfers; the type of recipient; the purpose of the processing; the categories and format of the transferred personal data; the economic sector in which the transfer occurs; the storage location of the data transferred;
- the laws and practices of the third country of destination– including those requiring the disclosure of data to public authorities or authorizing access by such authorities – relevant in light of the specific circumstances of the transfer, and the applicable limitations and safeguards;
- any relevant contractual, technical or organizational safeguards put in place to supplement the safeguards under these Clauses, including measures applied during transmission and to the processing of the personal data in the country of destination.
(c) The data importer warrants that, in carrying out the assessment under paragraph (b), it has made its best efforts to provide the data exporter with relevant information and agrees that it will continue to cooperate with the data exporter in ensuring compliance with these Clauses.
(d) The Parties agree to document the assessment under paragraph (b) and make it available to the competent supervisory authority on request.
(e) The data importer agrees to notify the data exporter promptly if, after having agreed to these Clauses and for the duration of the contract, it has reason to believe that it is or has become subject to laws or practices not in line with the requirements under paragraph (a), including following a change in the laws of the third country or a measure (such as a disclosure request) indicating an application of such laws in practice that is not in line with the requirements in paragraph (a).
(f) Following a notification pursuant to paragraph (e), or if the data exporter otherwise has reason to believe that the data importer can no longer fulfill its obligations under these Clauses, the data exporter shall promptly identify appropriate measures (e.g. technical or organizational measures to ensure security and confidentiality) to be adopted by the data exporter and/or data importer to address the situation. The data exporter shall suspend the data transfer if it considers that no appropriate safeguards for such transfer can be ensured, or if instructed by the competent supervisory authority to do so. In this case, the data exporter shall be entitled to terminate the contract, insofar as it concerns the processing of personal data under these Clauses. If the contract involves more than two Parties, the data exporter may exercise this right to termination only with respect to the relevant Party, unless the Parties have agreed otherwise. Where the contract is terminated pursuant to this Clause, Clause 16(d) and (e) shall apply.
Clause 15. Obligations of the data importer in case of access by public authorities
(a) The data importer agrees to notify the data exporter and, where possible, the data subject promptly (if necessary with the help of the data exporter) if it:
- receives a legally binding request from a public authority, including judicial authorities, under the laws of the country of destination for the disclosure of personal data transferred pursuant to these Clauses; such notification shall include information about the personal data requested, the requesting authority, the legal basis for the request and the response provided; or
- becomes aware of any direct access by public authorities to personal data transferred pursuant to these Clauses in accordance with the laws of the country of destination; such notification shall include all information available to the importer.
(b) If the data importer is prohibited from notifying the data exporter and/or the data subject under the laws of the country of destination, the data importer agrees to use its best efforts to obtain a waiver of the prohibition, with a view to communicating as much information as possible, as soon as possible. The data importer agrees to document its best efforts in order to be able to demonstrate them on request of the data exporter.
(c) Where permissible under the laws of the country of destination, the data importer agrees to provide the data exporter, at regular intervals for the duration of the contract, with as much relevant information as possible on the requests received (in particular, number of requests, type of data requested, requesting authority/ies, whether requests have been challenged and the outcome of such challenges, etc.).
(d) The data importer agrees to preserve the information pursuant to paragraphs (a) to (c) for the duration of the contract and make it available to the competent supervisory authority on request.
(e) Paragraphs (a) to (c) are without prejudice to the obligation of the data importer pursuant to Clause 14(e) and Clause 16 to inform the data exporter promptly where it is unable to comply with these Clauses.
15.2 Review of legality and data minimization
(a) The data importer agrees to review the legality of the request for disclosure, in particular, whether it remains within the powers granted to the requesting public authority, and to challenge the request if, after careful assessment, it concludes that there are reasonable grounds to consider that the request is unlawful under the laws of the country of destination, applicable obligations under international law and principles of international comity. The data importer shall, under the same conditions, pursue possibilities of appeal. When challenging a request, the data importer shall seek interim measures with a view to suspending the effects of the request until the competent judicial authority has decided on its merits. It shall not disclose the personal data requested until required to do so under the applicable procedural rules. These requirements are without prejudice to the obligations of the data importer under Clause 14(e).
(b) The data importer agrees to document its legal assessment and any challenge to the request for disclosure and, to the extent permissible under the laws of the country of destination, make the documentation available to the data exporter. It shall also make it available to the competent supervisory authority on request.
(c) The data importer agrees to provide the minimum amount of information permissible when responding to a request for disclosure, based on a reasonable interpretation of the request.
SECTION IV – FINAL PROVISIONS
Clause 16. Non-compliance with the Clauses and termination
(a) The data importer shall promptly inform the data exporter if it is unable to comply with these Clauses, for whatever reason.
(b) In the event that the data importer is in breach of these Clauses or unable to comply with these Clauses, the data exporter shall suspend the transfer of personal data to the data importer until compliance is again ensured or the contract is terminated. This is without prejudice to Clause 14(f).
(c) The data exporter shall be entitled to terminate the contract, insofar as it concerns the processing of personal data under these Clauses, where:
- the data exporter has suspended the transfer of personal data to the data importer pursuant to paragraph (b) and compliance with these Clauses is not restored within a reasonable time and in any event within one month of suspension;
- the data importer is in substantial or persistent breach of these Clauses; or
- the data importer fails to comply with a binding decision of a competent court or supervisory authority regarding its obligations under these Clauses.
In these cases, it shall inform the competent supervisory authority of such non-compliance. Where the contract involves more than two Parties, the data exporter may exercise this right to termination only with respect to the relevant Party, unless the Parties have agreed otherwise.
(d) Personal data that has been transferred prior to the termination of the contract pursuant to paragraph (c) shall at the choice of the data exporter immediately be returned to the data exporter or deleted in its entirety. The same shall apply to any copies of the data. The data importer shall certify the deletion of the data to the data exporter. Until the data is deleted or returned, the data importer shall continue to ensure compliance with these Clauses. In case of local laws applicable to the data importer that prohibit the return or deletion of the transferred personal data, the data importer warrants that it will continue to ensure compliance with these Clauses and will only process the data to the extent and for as long as required under that local law.
(f) Either Party may revoke its agreement to be bound by these Clauses where (i) the European Commission adopts a decision pursuant to Article 45(3) of Regulation (EU) 2016/679 that covers the transfer of personal data to which these Clauses apply; or (ii) Regulation (EU) 2016/679 becomes part of the legal framework of the country to which the personal data is transferred. This is without prejudice to other obligations applying to the processing in question under Regulation (EU) 2016/679.
Clause 17. Governing law
These Clauses shall be governed by the law of one of the EU Member States, provided such law allows for third-party beneficiary rights. The Parties agree that this shall be the law of [specify Member State].
[OPTION 2: These Clauses shall be governed by the law of the EU Member State in which the data exporter is established. Where such law does not allow for third-party beneficiary rights, they shall be governed by the law of another EU Member State that does allow for third-party beneficiary rights. The Parties agree that this shall be the law of [specify Member State].]
Clause 18. Choice of forum and jurisdiction
(a) Any dispute arising from these Clauses shall be resolved by the courts of an EU Member State.
(b) The Parties agree that those shall be the courts of [specify Member State].
(c) A data subject may also bring legal proceedings against the data exporter and/or data importer before the courts of the Member State in which he/she has his/her habitual residence.
(d) The Parties agree to submit themselves to the jurisdiction of such courts.
Annex I. List of parties and Description of Transfer
A. LIST OF PARTIES
Name: The individual entrepreneur, legal entity or individual that has executed the Standard Contractual Clauses as a data exporter and has purchased Services on the basis of the Terms (‘Customer’, ‘you’).
Address: the relevant information is contained in the Customer’s account.
Contact person’s name, position and contact details: the relevant information is contained in the Customer’s account.
Activities relevant to the data transferred under these Clauses:
- Adaptation or alteration;
- Alignment or combination;
- Erasure or destruction.
Signature and date: _____________ __/__/20__
Name: Tomi.ai, Inc.
Address: 244 5th Avenue, Suite K260, New York, NY 10001
Contact person’s name, position and contact details: Konstantin Bayandin, CEO, [contact details]
Activities relevant to the data transferred under these Clauses:
- Adaptation or alteration;
- Alignment or combination;
- Erasure or destruction.
Signature and date: _____________ __/__/20__
B. DESCRIPTION OF TRANSFER
- Categories of data subjects whose personal data is transferred:
- Visitors of Customers’ website, application, platform etc.
- Customers’ clients;
- Customers’ prospects.
2. Categories of personal data transferred:
- first and last name;
- email address,
- phone number,
- unique application number (if any),
- user activity, if any (time spent on Customers’ website, application, platform; click path; pages visited etc.),
- user’s sales funnel path,
- any other personal data, which Tomi.ai Customers upload to the data importer’s platform.
3. Sensitive data transferred (if applicable) and applied restrictions or safeguards that fully take into consideration the nature of the data and the risks involved, such as for instance strict purpose limitation, access restrictions (including access only for staff having followed specialized training), keeping a record of access to the data, restrictions for onward transfers or additional security measures.
The data importer does not obtain access to the special categories of data (sensitive data).
4. The frequency of the transfer:
The personal data is transferred on a continuous basis.
5. Nature of the processing:
Personal data processing consists of the following: collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, alignment or combination, restriction, erasure or destruction.
6. Purpose(s) of the data transfer and further processing:
The purpose of the data processing under these Clauses is the performance of Tomi.ai Services for data exporter by the data importer under the Terms concluded between the data importer and the data exporter. The Services for which data processing is required as provided herein are as follows:
a) collection of data regarding the online behaviour of Data exporter’s website, application, platform visitors using a Tomi.ai pixel involving the subsequent retention of such data on the Data importer’s data storage facilities;
b) combining the data specified in clause a) herein above with the data regarding the offline transactions available in the Data exporter’s CRM using the SFTP or BigQuery;
c) developing the machine learning model predicting Data exporter’s future business transactions and other offline events specified in clause b) herein on a basis of analysis of data specified in clause a) herein;
d) transfer of the results of Services specified in clause c) herein and data regarding the Data exporter’s website visitors specified in clause a) herein to the Data exporter’s Facebook, Google and Yandex advertising accounts using respective APIs.
7. The period for which the personal data will be retained, or, if that is not possible, the criteria used to determine that period:
The personal data shall be stored for the duration of this DPA concluded between the data importer and the data exporter, unless otherwise agreed in writing or the data importer is required by the applicable law to retain some or all of the transferred personal data.
8. For transfers to (sub-) processors, also specify subject matter, nature and duration of the processing:
The data importer may engage other processors or sub-processors to assist in fulfilling its obligations with respect to the provision of the Services under the Terms, for example, for providing secure transfer and storage of personal data on servers. Such processing may involve collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, alignment or combination, restriction, erasure or destruction of personal data. The personal data transferred to sub-processors shall be deleted after the end of the provision of the services under the Terms, unless the data importer is required by applicable law or contractual obligations to retain some or all of the transferred personal data.
C. COMPETENT SUPERVISORY AUTHORITY
In accordance with Clause 13, competent supervisory authority under these Clauses is determined depending on what version of Clause 13(a) applies to the data exporter.
Annex II. Technical and Organisational Measures including Technical and Organisational Measures to ensure the Security of the Data
Description of the technical and organizational measures implemented by the data importer to ensure an appropriate level of security, taking into account the nature, scope, context and purpose of the processing, and the risks to the rights and freedoms of natural persons.
Measures to be adopted are to be marked as “xxx*” below
A. CONFIDENTIALITY (Article 32 Paragraph 1 Point b GDPR)
Physical Access Control
(No unauthorised access to Data Processing Facilities, e.g.: magnetic or chip cards, keys, electronic door openers, facility security services and/or entrance security staff, alarm systems, video/CCTV Systems)
☐ Definition of authorized persons*
☐ Documentation of the issuing and return of cards/keys*
☐ Documented procedure in the event a card/key is reported missing
☐ Electronic access control*
☐ Security locks*
☐ Manual locking system
☐ Locking system with code lock
☐ Alarm system
☐ Division of building into security areas
☐ Construction measures (burglar-proof windows, grids)
☐ Issuing of badges (access control ID passes)
☐ Photo attached to the badge
☐ Obligation to wear the badge
☐ Random checks of the key management process
☐ Protection of IT and network equipment against unauthorized access*
☐ Reception to check persons’ IDs
☐ Security services employed outside working times
☐ Video surveillance of entrances
☐ Written regulations on access control*
☐ Regulations for external parties/visitors and protocol in visitor’s book
☐ Locking of rooms upon leaving (organizational measure)
☐ Security concept for data centers/server rooms
☐ Further actions: All data processed on the Sub-Processor premises (Google Cloud) without Data Processor physical access to these premises: https://cloud.google.com/security/gdpr
Electronic Access Control
(No unauthorized use of the Data Processing and Data Storage Systems, e.g.: (secure) passwords, automatic blocking/locking mechanisms, two-factor authentication, encryption of data carriers/storage media)
☐ Server and SAN/NAS are hosted in server rooms or data center areas which fulfill the ISO 27001 requirements.
☐ Individual user name and password*
☐ Password regulation for users (state-of-the-art: number of characters, special characters, history, no character strings)
☐ Regular prompts to change password*
☐ Account disabled after incorrect attempts at access*
☐ Train users on how to correctly use passwords
☐ Close accounts of employees who have left the company incl. documentation*
☐ Automatically block workstations after 15 minutes / Clear screen policy*
☐ 2-factor authentication
☐ Authentication by means of smart card/security token/dongle/certificate
☐ Authentication by means of biometric procedure
☐ WLAN secured against unauthorized access*
☐ Regular inventory checks in security areas
☐ Regular check of existing access authorizations
☐ Further actions
Internal Access Control (permissions for user rights of access to and amendment of data)
(No unauthorized Reading, Copying, Changes or Deletions of Data within the system, e.g. rights authorization concept, need-based rights of access, logging of system access events)
☐ BIOS password and boot sequence definition
☐ Access restrictions to network limits*
☐ Configure authorization concept and assign by roles*
☐ Implementation of the need-to-know principle*
☐ Logging of access (log protocols)*
☐ Analysis of log files for irregularities (for example SIEM)
☐ Logging of file access*
☐ Logging of database access*
☐ Logging of data access or transfer*
☐ Reporting of all automatically detected attempts at misuse (for example SIEM)*
☐ Definition and documentation of authorized persons*
☐ Written documentation of authorization rights
☐ Four eyes principle when assigning access rights
☐ Regular check of existing authorizations
☐ Restriction of the person subgroup assigned with transfer authorization rights
☐ Regular check of log data
☐ Further actions
(The isolated Processing of Data, which is collected for differing purposes, e.g. multiple Client support, sandboxing)
☐ Network segmentation depending on the level of protection required*
☐ Separation of functions by multi-client enabled systems
☐ Physical separation of data*
☐ Separation of development, testing, and live systems*
☐ Data records with function attributes
☐ Documented legal basis if data is not separated
☐ Further actions
Pseudonymisation (Article 32 Paragraph 1 Point a GDPR; Article 25 Paragraph 1 GDPR)
(The processing of Personal Data in such a method/way, that the data cannot be associated with a specific Data Subject without the assistance of additional Information, provided that this additional information is stored separately, and is subject to appropriate technical and organizational measures)
☐ pseudonymization of personally identifiable data*
☐ Further actions
B. INTEGRITY (Article 32 Paragraph 1 Point b GDPR)
Data Transfer Control
(No unauthorised Reading, Copying, Changes or Deletions of Data with electronic transfer or transport, e.g.: Encryption, Virtual Private Networks (VPN), electronic signature)
☐ Encryption of laptops*
☐ Encryption of other removable media (USB, etc.)
☐ Safe transmission of sent data (e.g. SFTP, VPN, TLS, SSL, PGP, S/MIME)*
☐ Use of electronic signatures
☐ Central management of keys for encrypted systems
☐ Security directives on handling confidential data (for example health data)
☐ Secure storage of removable media (CD, DVD, pen drive)
☐ Legal basis verified before documents are distributed to third parties*
☐ Documentation on the distribution to third countries*
☐ Secure transport of removable media (for example backup, tapes)
☐ Encryption of data transmissions (removable media)
☐ Production of shipping documents for transport
☐ Further actions: Companywide policy against using removable media
Data Entry Control
(Verification, whether and by whom Personal Data is entered into a Data Processing System, is changed or deleted, e.g.: Logging, Document Management)
☐ Logging input of personal data
☐ Regularly check log data
☐ Integrity and authentication check*
☐ Further actions
C. AVAILABILITY AND RESILIENCE (Article 32 Paragraph 1 Point b GDPR)
(Prevention of accidental or wilful destruction or loss, e.g.: Backup Strategy (online/offline; on-site/off-site), Uninterruptible Power Supply (UPS), virus protection, firewall, reporting procedures and contingency planning; Rapid Recovery (Article 32 Paragraph 1 Point c GDPR) (Article 32 Paragraph 1 Point c GDPR))
☐ Operation and regular inspection of UPS, emergency power, overvoltage protection*
☐ Use of virus scanners*
☐ Use of Intrusion Detection Systems*
☐ Use of firewalls*
☐ Monitoring of operating parameters in data centers/server rooms
☐ Fire/smoke alarm installation
☐ Alarm system for data centers/server rooms*
☐ Use of penetration tests*
☐ Data security concept with regular backups*
☐ Regularly check the status and labeling of storage medias and data backups
☐ Offsite archive of removable backup media
☐ Regular testing of restore methods
☐ Ability to restore in a timely manner*
☐ Operation and testing of emergency plans
☐ Further actions: All these availability controls are managed by the Sub-Processor (Google Cloud): https://cloud.google.com/security/gdpr
D. PROCEDURES FOR REGULAR TESTING, ASSESSMENT, AND EVALUATION (Article 32 Paragraph 1 Point d GDPR; Article 25 Paragraph 1 GDPR)
☐ Data Protection Management;
☐ data privacy management *
☐ Incident Response Management;
☐ Operate and testing of incident response plans*
☐ Data Protection by Design and Default (Article 25 Paragraph 2 GDPR);
☐ data privacy friendly pre-settings
Control of Service Provider (Sub-Processor)
(Clear and unambiguous contractual arrangements, strict controls on the selection of the Service Provider, duty of pre-evaluation, supervisory follow-up checks)
☐ Contractual regulations in compliance with Article 28 Paragraph 3 GDPR*
☐ Contractual regulations in compliance with EU standard contractual clauses*
☐ Strict controls on the selection of Service Providers, especially in terms of their carefulness and reliability (particularly regarding data security) and in compliance with regulations*
☐ duty of pre-evaluation*
☐ Data confidentiality obligation of employees at the Service Providers*
☐ documented formalized contract management
☐ Further actions
Annex III. List of Sub-Processor
The controller has authorised the use of the following sub-processors:
Name: Google LLC (Google Cloud)
Address: 1600 Amphitheatre Parkway, Mountain View, California 94043, USA
Contact person’s name, position and contact details: https://cloud.google.com/contact
Description of processing (including a clear delimitation of responsibilities in case several sub-processors are authorised): storage of personal data on the servers of Google Cloud.
Name: a team of technical specialists, namely software developers, support specialists, systems analysts, data analysts, user experience designers, and system administrators.
Address: a team of technical specialists is based in the USA and Russian Federation.
Contact: please contact Tomi.ai to be redirected to a technical team member.
Description of processing: processing of personal data to provide Services to data exporter as provided forth in Annex I. B, due to the instructions of the data exporter.