Data Processing Agreement

STANDARD CONTRACTUAL CLAUSES

For the purposes of Article 28(3) of Regulation 2016/679 (the GDPR)

between

NAME:

CVR-NO:

ADRESS:

POSTCODE AND CITY:

COUNTRY:

(the data controller)

and

Virtual Hive ApS

CVR 42041416

Øster Alle 48, 4.th

2100 København Ø

Denmark

(the data processor)

each a ‘party’; together ‘the parties’

HAVE AGREED on the following Contractual Clauses (the Clauses) in order to meet the requirements of the GDPR and to ensure the protection of the rights of the data subject.

2. PREAMBLE

These Contractual Clauses (the Clauses) set out the rights and obligations of the data controller and the data processor, when processing personal data on behalf of the data controller.
The Clauses have been designed to ensure the parties’ compliance with Article 28(3) of Regulation 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation).
In the context of the provision of virtual conference and live event services, the data processor will process personal data on behalf of the data controller in accordance with the Clauses.
The Clauses shall take priority over any similar provisions contained in other agreements between the parties.
Four appendices are attached to the Clauses and form an integral part of the Clauses.
Appendix A contains details about the processing of personal data, including the purpose and nature of the processing, type of personal data, categories of data subject and duration of the processing.
Appendix B contains the data controller’s conditions for the data processor’s use of sub-processors and a list of sub-processors authorised by the data controller.
Appendix C contains the data controller’s instructions with regards to the processing of personal data, the minimum security measures to be implemented by the data processor and how audits of the data processor and any sub-processors are to be performed.
Appendix D contains provisions for other activities which are not covered by the Clauses.
The Clauses along with appendices shall be retained in writing, including electronically, by both parties.
The Clauses shall not exempt the data processor from obligations to which the data processor is subject pursuant to the General Data Protection Regulation (the GDPR) or other legislation.

3. DATA CONTROLLER

The rights and obligations of the data controller.

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

[1] References to ”Member States” made throughout the Clauses shall be understood as references to “EEA Member States”.

4. DATA PROCESSOR

The data processor acts according to instructions.

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

5. CONFIDENTIALITY

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

6. SECURITY OF PROCESSING

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

7. USE OF SUB-PROCESSORS

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

8. TRANSFER OF DATA

Transfer of data to third countries or international organisations.

Any transfer of personal data to third countries or international organisations by the data processor shall only occur on the basis of documented instructions from the data controller and shall always take place in compliance with Chapter V GDPR.
In case transfers to third countries or international organisations, which the data processor has not been instructed to perform by the data controller, is required under EU or Member State law to which the data processor is subject, the data processor shall inform the data controller of that legal requirement prior to processing unless that law prohibits such information on important grounds of public interest.
1. Without documented instructions from the data controller, the data processor therefore cannot within the framework of the Clauses:
2. transfer personal data to a data controller or a data processor in a third country or in an international organisation
3. transfer the processing of personal data to a sub-processor in a third country
4. have the personal data processed in by the data processor in a third country
The data controller’s instructions regarding the transfer of personal data to a third country including, if applicable, the transfer tool under Chapter V GDPR on which they are based, shall be set out in Appendix C.6.
The Clauses shall not be confused with standard data protection clauses within the meaning of Article 46(2)(c) and (d) GDPR, and the Clauses cannot be relied upon by the parties as a transfer tool under Chapter V GDPR.

9. ASSISTANCE

Assistance to the data controller.

Taking into account the nature of the processing, the data processor shall assist the data controller by appropriate technical and organisational measures, insofar as this is possible, in the fulfilment of the data controller’s obligations to respond to requests for exercising the data subject’s rights laid down in Chapter III GDPR. This entails that the data processor shall, insofar as this is possible, assist the data controller in the data controller’s compliance with:
1. the right to be informed when collecting personal data from the data subject
2. the right to be informed when personal data have not been obtained from the data subject
3. the right of access by the data subject
4. the right to rectification
5. the right to erasure (‘the right to be forgotten’)
6. the right to restriction of processing
7. notification obligation regarding rectification or erasure of personal data or restriction of processing
8. the right to data portability
9. the right to object
10. the right not to be subject to a decision based solely on automated processing, including profiling
In addition to the data processor’s obligation to assist the data controller pursuant to Clause 6.3., the data processor shall furthermore, taking into account the nature of the processing and the information available to the data processor, assist the data controller in ensuring compliance with:
1. The data controller’s obligation to without undue delay and, where feasible, not later than 72 hours after having become aware of it, notify the personal data breach to the competent supervisory authority, the Danish Data Protection Agency (“Datatilsynet”), unless the personal data breach is unlikely to result in a risk to the rights and freedoms of natural persons;
2. the data controller’s obligation to without undue delay communicate the personal data breach to the data subject, when the personal data breach is likely to result in a high risk to the rights and freedoms of natural persons;
3. the data controller’s obligation to carry out an assessment of the impact of the envisaged processing operations on the protection of personal data (a data protection impact assessment);
4. the data controller’s obligation to consult the competent supervisory authority, the Danish Data Protection Agency (“Datatilsynet”), prior to processing where a data protection impact assessment indicates that the processing would result in a high risk in the absence of measures taken by the data controller to mitigate the risk.
The parties shall define in Appendix C the appropriate technical and organisational measures by which the data processor is required to assist the data controller as well as the scope and the extent of the assistance required. This applies to the obligations foreseen in Clause 9.1. and 9.2.

10. DATA BREACH

Notification of personal data breach.

In case of any personal data breach, the data processor shall, without undue delay after having become aware of it, notify the data controller of the personal data breach.
The data processor’s notification to the data controller shall, if possible, take place within forty-eight (48) hours after the data processor has become aware of the personal data breach to enable the data controller to comply with the data controller’s obligation to notify the personal data breach to the competent supervisory authority, cf. Article 33 GDPR.
In accordance with Clause 9(2)(a), the data processor shall assist the data controller in notifying the personal data breach to the competent supervisory authority, meaning that the data processor is required to assist in obtaining the information listed below which, pursuant to Article 33(3)GDPR, shall be stated in the data controller’s notification to the competent supervisory authority:
1. The nature of the personal data including where possible, the categories and approximate number of data subjects concerned and the categories and approximate number of personal data records concerned;
2. the likely consequences of the personal data breach;
3. the measures taken or proposed to be taken by the controller to address the personal data breach, including, where appropriate, measures to mitigate its possible adverse effects.
The parties shall define in Appendix C all the elements to be provided by the data processor when assisting the data controller in the notification of a personal data breach to the competent supervisory authority.

11. RETURN OF DATA

Erasure and return of data.

On termination of the provision of personal data processing services, the data processor shall be under obligation to delete all personal data processed on behalf of the data controller and certify to the data controller that it has done so unless Union or Member State law requires storage of the personal data.

12. AUDIT & INSPECTION

The data processor shall make available to the data controller all information necessary to demonstrate compliance with the obligations laid down in Article 28 and the Clauses and allow for and contribute to audits, including inspections, conducted by the data controller or another auditor mandated by the data controller.
Procedures applicable to the data controller’s audits, including inspections, of the data processor and sub-processors are specified in appendices C.7. and C.8.
The data processor shall be required to provide the supervisory authorities, which pursuant to applicable legislation have access to the data controller’s and data processor’s facilities, or representatives acting on behalf of such supervisory authorities, with access to the data processor’s physical facilities on presentation of appropriate identification.

13. AGREEMENT ON OTHER TERMS

The parties' agreement on other terms.

The parties may agree other clauses concerning the provision of the personal data processing service specifying e.g. liability, as long as they do not contradict directly or indirectly the Clauses or prejudice the fundamental rights or freedoms of the data subject and the protection afforded by the GDPR.

14. TERMINATION

Commencement and termination.

The Clauses shall become effective on the date of entry into force of the main agreement.
Both parties shall be entitled to require the Clauses renegotiated if changes to the law or inexpediency of the Clauses should give rise to such renegotiation.
The Clauses shall apply for the duration of the provision of personal data processing services. For the duration of the provision of personal data processing services, the Clauses cannot be terminated unless other Clauses governing the provision of personal data processing services have been agreed between the parties.
If the provision of personal data processing services is terminated, and the personal data is deleted or returned to the data controller pursuant to Clause 11.1. and Appendix C.4., the Clauses may be terminated by written notice by either party.

15. CONTACT POINTS

Data controller and data processor contacts/contact points.

The parties may contact each other using the contacts/contact points stated in the main agreement.
The parties shall be under obligation continuously to inform each other of changes to contacts/contact points.

Appendix A: Information about the processing

A.1. The purpose of the data processor’s processing of personal data on behalf of the data controller is:

The purpose of the processing carried out by the data processor on behalf of the data controller is to provide virtual conference and live event services. During the virtual conference and live event, the data controller may present stands with banners, videos, logos, web-forms, websites and chat functionality to interact with participants/users as well as host keynote presentations and breakout sessions.

The data processor also – as part of the virtual conference and live event services – provides a dashboard to the data controller that presents statistics regarding user activity, number of visitors and pageviews.

A.2. The data processor’s processing of personal data on behalf of the data controller shall mainly pertain to (the nature of the processing):

The processing mainly pertains to collecting, disseminating, analysing, transferring, storing and deletion of personal data on behalf of the data controller.

A.3. The processing includes the following types of personal data about data subjects:

Identification and contact information, including name, address, phone number or e-mail address, and photographic image.
Demographic information, including gender, birthday, zip code, country, years of work experience, skills, industry, certifications and degrees
Preferences and interests, including time zone and dialog boxes
Content submissions and information that users and participants submit in a chat or poll
Type of browser and browsing behaviour
Anonymous information, including as hotspots visited, and time on the platform

A.4. Processing includes the following categories of data subject:

Participants and users of the services
Data controller’s employee’s

A.5. The data processor’s processing of personal data on behalf of the data controller may be performed when the Clauses commence. Processing has the following duration:

The duration of the processing lasts until termination of the contract between the data controller and data processor and up to three (3) months after the termination.

Appendix B: Authorised sub-processors

B.1. Approved sub-processors

On commencement of the Clauses, the data controller authorises the engagement of the following sub-processors:

NAME	CVR	ADDRESS	DESCRIPTION OF PROCESSING
Microsoft Azure	N/A	One Microsoft Way, Redmond, Washington 98052, USA	Platform hosting
SendGrid	N/A	1801 California Street Suite 500 Boulder, CO 80202 United States	Mail distribution from platform
Freshworks Inc.	N/A	2950 S.Delaware Street, Suite 201, San Mateo, CA 94403, USA	Customer support services
Zoom Video Communications, Inc.	N/A	55 Almaden Blvd, Suite 600, San Jose, CA 95113, USA	Video and chat functionality, support and hosting

The data controller shall on the commencement of the Clauses authorise the use of the above-mentioned sub-processors for the processing described for that party. The data processor shall not be entitled – without the data controller’s explicit written authorisation – to engage a sub-processor for a ‘different’ processing than the one which has been agreed upon or have another sub-processor perform the described processing.

Appendix C: Instruction pertaining to the use of personal data

C.1. The subject of/instruction for the processing

The data processor’s processing of personal data on behalf of the data controller shall be carried out by the data processor performing the following:

The data processor shall provide virtual conference and live event services on behalf of the data controller. During the virtual conference and live event, the data controller may present stands with banners, videos, logos, web-forms, websites and chat functionality to interact with participants/users as well as host keynote presentations and breakout sessions.

The data processor shall also – as part of the virtual conference and live event services – provides a dashboard to the data controller that presents statistics regarding user activity, number of visitors and pageviews.

C.2. Security of processing

The level of security shall take into account:

That the processing involves a medium to large amount of personal data which are subject to Article 6 GDPR, including behavioural information and location data, which is why a ‘medium’ level of security should be established.

The data processor shall hereafter be entitled and under obligation to make decisions about the technical and organisational security measures that are to be applied to create the necessary (and agreed) level of data security.

The data processor shall however – in any event and at a minimum – implement the following measures that have been agreed with the data controller:

Hashing

Data processor uses hashing of passwords with a unique SALT method as an extra layer of security for identity and access management.

Backup

Backup of data processors databases are performed on an hourly basis. Databases are IP-blocked (transactional).

Access management

Data processor uses two-factor-authentication on all servers. Servers are hosted via Azure (Microsoft) that maintains strict security settings.

C.3. Assistance to the data controller

The data processor shall insofar as this is possible – within the scope and the extent of the assistance specified below – assist the data controller in accordance with Clause 9.1. and 9.2. by implementing the following technical and organisational measures:

The data controller shall, insofar as this is possible, assist the data controller in fulfilling its obligations under GDPR Articles 32 to 36. This must be done through technical and administrative measures in the platforms and services providing the virtual conference and live events. The data processor shall, upon written instruction, assist the data controller in implementing additional measures in order to protect personal data being processed in this connection. The data processor is entitled to full compensation for any such assistance.

The data processor implements a procedure regarding receiving data subject access requests. Insofar the data processor receives requests from data subjects regarding utilising their rights within Chapter III of the GDPR in connection with the processing performed on behalf of the data controller, the data processor shall as soon as possible forward the request to the data controller. The data processor shall, upon written instruction, assist the data controller in answering and fulfilling the request from the data subject.

C.4. Storage period/erasure procedures

Personal data is stored for the entire duration of the contract between the data controller and data processor and up to three (3) months after the termination after which the personal data is automatically erased by the data processor.

Upon termination of the provision of personal data processing services, the data processor shall either delete or return the personal data in accordance with Clause 11.1., unless the data controller – after the signature of the contract – has modified the data controller’s original choice. Such modification shall be documented and kept in writing, including electronically, in connection with the Clauses.

C.5. Processing location

Processing of the personal data under the Clauses cannot be performed at other locations than the following without the data controller’s prior written authorisation:

Øster Alle 48, 4.th., 2100 København Ø, Denmark

Any address location listed in Appendix B, section B.1

C.6. Instruction on the transfer of personal data to third countries

Within the framework of these Clauses, the data processor is entitled to transfer personal data to third countries to the extent necessary for the processing carried out by the data processor on behalf of the data controller and on the instructions of the data controller.

Prior to the transfer of the data controller's personal data to third countries, the data processor must identify and enter into an appropriate transfer basis and ensure that the transfer of personal data can take place in an appropriate manner. With this provision, the data processor has the data controller's authority to enter into agreements with third parties on behalf of the data controller with regard to the transfer of personal data to third countries.

The data processor is aware of the recent legal position following the judgment of the European Court of Justice C-311/18 (Schrems II), according to which there is great uncertainty about the legality of transfers to third countries, including the United States. The data processor processes data in the United States, and uses, as set forth in section B.1, sub-processors which, depending on the circumstances, may involve transfers to the United States.

Prior to the judgment of the European Court of Justice, the data processor has ensured a legal transfer basis with all used sub-data processors, including the use of EU/U.S. The Privacy Shield scheme and the EU Commission's standard contractual provisions. After the EU/U.S. The Privacy Shield scheme was rejected pursuant to the judgment, the data processor has subsequently ensured that the EU Commission's standard con-tract provisions have been entered into with all sub-data processors that transfer personal data to third countries, in particular the USA.

The data processor and the sub-data processors are aware that, if necessary, a number of additional measures must be implemented to ensure a legal transfer to third countries, such as is specified by the European Data Protection Board (EDPB) in its non-final guidance Recommendations 01/2020 on measures that supplement transfer tools to ensure compliance with the EU level of protection of personal data. Until the EDPB publishes its final guide with recognized solutions to the present challenges, the data processor and sub-data processors await further action.

The data controller follows the legal position and the instructions and instructions of the European data protection authorities closely and will take the necessary and appropriate measures to secure the data controller's personal data as far as possible. Already implemented measures implemented to protect the information during transfer appear i.a. in section C.2 above.

C.7. Procedures for the data controller’s audits, including inspections, of the processing of personal data being performed by the data processor

The data processor shall at the data controller’s request at the data processor’s expense prepare an inspection report concerning the data processor's compliance with the GDPR, the applicable EU or Member State data protection provisions and the Clauses.

The inspection report shall without undue delay be submitted to the data controller for information. The data controller may contest the scope and/or methodology of the report and may in such cases request a new audit/inspection under a revised scope and/or different methodology.

Based on the results of such an audit/inspection, the data controller may request further measures to be taken to ensure compliance with the GDPR, the applicable EU or Member State data protection provisions and the Clauses.

The data controller or the data controller’s representative shall in addition have access to inspect, including physically inspect, the places, where the processing of personal data is carried out by the data processor, including physical facilities as well as systems used for and related to the processing. Such an inspection shall be performed, when the data controller deems it required.

The data controller’s costs, if applicable, relating to physical inspection shall be defrayed by the data controller. The data processor shall, however, be under obligation to set aside the resources (mainly time) required for the data controller to be able to perform the inspection.

C.8. Procedures for audits, including inspections, of the processing of personal data being performed by sub-processors

The data processor shall at the data controller’s request at the data processor’s expense obtain an auditor’s report or inspection report from the sub-processor or an independent third party concerning the sub-processor's compliance with the GDPR, the applicable EU or Member State data protection provisions and the Clauses.

The auditor’s report or inspection report shall without undue delay be submitted to the data controller for information. The data controller may contest the scope and/or methodology of the report and may in such cases request a new audit/inspection under a revised scope and/or different methodology.

The data processor or the data processor’s representative shall in addition have access to inspect, including physically inspect, the places, where the processing of personal data is carried out by the sub-processor, including physical facilities as well as systems used for and related to the processing. Such an inspection shall be performed, when the data processor (or the data controller) deems it required.

Documentation for such inspections shall without delay be submitted to the data controller for information. The data controller may contest the scope and/or methodology of the report and may in such cases request a new inspection under a revised scope and/or different methodology.

The data controller may – if required – elect to initiate and participate in a physical inspection of the sub-processor. This may apply if the data controller deems that the data processor’s supervision of the sub-processor has not provided the data controller with sufficient documentation to determine that the processing by the sub-processor is being performed according to the Clauses.

The data controller’s participation in an inspection of the sub-processor shall not alter the fact that the data processor hereafter continues to bear the full responsibility for the sub-processor’s compliance with the GDPR, the applicable EU or Member State data protection provisions and the Clauses.

Appendix D: The parties’ terms of agreement on other subjects

On the condition that the data controllers personal data has been fully and irreversibly anonymised and that the data processor bears full responsibility for the further processing, the data processor may use the data controllers anonymised personal data to further develop and improve the data processors services and solutions. The data processor becomes sole data controller for any processing of personal data of the data controller processed for the data processor’s own purposes and must fulfil all obligations relating to the data protections regulations in this matter.