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Data Processing Agreement

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Data Processing Agreement

Processing in accordance with Article 28 General Data Protection Regulation (GDPR)


Agreement

between

The Data Controller

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and

The Data Processor

FastTrack Software Aps
Niels Jernes Vej 10
9220 Aalborg
Denmark

Version 2.2

Effective date: November 1, 2019


1. BACKGROUND, PURPOSE AND SCOPE

1.1 The data processing agreement pursuant to Article 28 (3) and other provisions of Regulation 2016/679 EU (EU General Data Protection Regulation - GDPR) as well as applicable data protection provisions shall be concluded as stated in this Agreement.

1.2 The Agreement is effect as long as the Data Controller has an active subscription of the principal service with the Data Processor.

2. PERSONAL DATA THAT FALL WITHIN THE SCOPE OF THE AGREEMENT

2.1 This Agreement and the instructions associated therewith comprise all types of personal data described in Appendix 1 to the Agreement.

2.2 Personal data that the Data Processor processes by agreement with the Data Controller may only be processed by the Data Processor or sub-processors, cf. Article 5, within the European Economic Area (EEA), except in case of a temporary fail-over of the principal service.

3. DUTIES OF THE DATA PROCESSOR

3.1 As an element in the Agreement on the provisioning of services to the Data Controller, the Data Processor shall engage in processing of personal data which are the responsibility of the Data Controller.

3.2 The Data Processor shall comply with the General Data Protection Regulation (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 the legal instruments associated therewith as well as the national legislation derived from these.

3.3 The Data Processor undertakes to implement and comply with all technical and organizational measures as described in Appendix 3 to the Agreement.

3.4 The Data Controller shall be informed immediately of any inspections and measures conducted by the Supervisory Authority, insofar as they relate to this Agreement. This also applies insofar as the Data Processor is under investigation or is party to an investigation by a competent authority in connection with infringements to any Civil or Criminal Law, or Administrative Rule or Regulation regarding the processing of personal data in connection with the processing of this Agreement.

3.5 Insofar as the Data Controller is subject to an inspection by the Supervisory Authority, an administrative or summary offence or criminal procedure, a liability claim by a Data Subject or by a third party or any other claim in connection with the Order or Contract data processing by the Data Processor, the Data Processor shall make every effort to support the Data Controller.

3.6 The Data Processor has the duty to assist the Data Controller with regard to the Data Controller’s obligation to provide information to the Data Subject concerned and to immediately provide the Data Controller with all relevant information in this regard.

3.7 The Data Processor must support the Data Controller with regard to prior consultation of the Supervisory Authority.

3.8 The Data Processor shall periodically monitor the internal processes and the Technical and Organizational Measures to ensure that processing within his area of responsibility is in accordance with the requirements of applicable data protection law and the protection of the rights of the data subject.

4. INSTRUCTIONS

4.1 The scope of the tasks that shall be provided and supported by the Data Processor means that there shall be different forms of processing of personal data. The different forms of processing of personal data are described in Appendix 1 to the Agreement.

4.2 Where an instruction, in the Data Processor’s opinion, clashes with the General Data Protection Regulation, the Data Processor shall notify the Data Controller thereof.

5. USE OF SUB-PROCESSORS

5.1 If necessary, the Data Processor may use sub-processors through subcontracting.

5.2 Subcontracting for the purpose of this Agreement is to be understood as meaning services which relate directly to the provision of the principal service. This does not include ancillary services, such as telecommunication services, postal / transport services, maintenance and user support services or the disposal of data carriers, as well as other measures to ensure the confidentiality, availability, integrity and resilience of the hardware and software of data processing equipment.

5.3 The Data Processor currently uses the sub-processors identified in Appendix 2 to the Agreement for technical provision of services.

5.4 On entering into this Agreement, the Data Controller accepts that the Data Processor is entitled to change its sub-processor provided that a) a new sub-processor, if any, meets corresponding terms and conditions as are placed in this Section 5 on the current sub-processor and that b) the Data Controller is notified by the Data Processor of the identity of the new sub-processor not later than the beginning of processing of personal data by such a second sub-processor, if any, for whom the Data Controller shall act as data controller.

5.5 The transfer of personal data from the Data Controller to the subcontractor and the subcontractor’s commencement of the data processing shall only be undertaken after compliance with all requirements has been achieved.

5.6 Sub-processors shall work under the Data Processor’s instructions. The Data Processor shall enter into a written data processing agreement with the sub-processor, which ensures that the sub-processor meets requirements that are comparable with those placed on the Data Processor by the Data Controller in accordance with the Agreement.

6. PROCESSING AND DISCLOSURE OF PERSONAL DATA

6.1 The Data Controller guarantees to have the requisite legal authority to process personal data that fall within the scope of this Agreement.

6.2 The Data Processor may not disclose data to third parties without the Data Controller’s written consent unless such disclosure follows from the legislation or from a binding request from a court instance or a data protection authority or is stipulated herein.

7. SECURITY

7.1 The Data Processor shall take appropriate technical and organizational security measures against the accidental destruction, loss or impairment of personal data and shall ensure that the data are not disclosed to any unauthorized person and are not misused or otherwise processed in contravention of the law.

7.2 The Executive Order on Data Security (Executive Order no. 528 of 15 June 2000 on Security Measures for Protection of Personal Data Processed for the Public Administration, as amended by Executive Order no. 201 of 22 March 2001) shall be followed, as well, if it is a matter of processing of personal data for a public authority.

8. RIGHT OF SUPERVISION

8.1 The Data Processor shall, at the Data Controller's request, provide the Data Controller with sufficient documentation to ensure that the Data Processor has taken the necessary technical and organizational security measures.

8.2 To the extent the Data Controller also wants such information to extend to the processing provided by sub-processors, notice of this shall be given to the Data Processor. The Data Processor shall subsequently procure sufficient information from the sub-processor.

8.3 The Data Controller has the right, after consultation with the Data Processor, at the cost of the Data Controller, to carry out inspections or to have them carried out by an auditor to be designated in each individual case. It has the right to convince itself of the compliance with this agreement by the Data Processor in his business operations by means of random checks, which are ordinarily to be announced in good time.

8.4 The Data Processor shall ensure that the Data Controller is able to verify compliance with the obligations of the Data Processor in accordance with Article 28 GDPR. The Data Processor undertakes to give the Data Controller the necessary information on request and, in particular, to demonstrate the execution of the Technical and Organizational Measures.

9. BREACH OF PERSONAL DATA SECURITY

9.1 When the Data Processor becomes aware of a breach of personal data security, which shall be understood as a breach of security that leads to accidental or illegal destruction, loss, change, unauthorized disclosure of or access to personal data that are transmitted, stored or otherwise processed, the Data Processor is obliged to seek to localize such a breach as well as limit the damage that has occurred to the greatest extent possible as well as to the extent it is possible to restore lost data, if any.

9.2 The Data Processor is further obliged to notify the Data Controller without undue delay after it has become aware of a breach of personal data security. The Data Processor shall subsequently, without undue delay, to the extent possible, give the Data Controller written notice which shall contain, to the greatest extent possible:

  • a) A description of the nature of the breach, including category, approximate number of data subjects concerned and personal data records.
  • b) Name and contact details of the data protection officer.
  • c) A description of the probable consequences of the breach.
  • d) A description of the measures that have been taken or are guaranteed to be taken by the Data Processor or sub-processor in order to manage the breach, including measures for limiting its possible deleterious effects.

9.3 As long as it is not possible to submit the information specified in subsection 9.2 together, the details can be provided step-by-step, without additional unnecessary delay.

9.4 Sub-processors are correspondingly under a duty to notify the Data Processor in accordance with subsections 9.2 and 9.3 without delay.

10. CONFIDENTIALITY OBLIGATION

10.1 The Data Processor shall keep personal data confidential and is therefore only entitled to use the personal data as part of the discharge of its rights and obligations under this Agreement.

10.2 The Data Processor shall ensure that its employees and anyone else, including sub-processors, who is authorized to process the personal data that fall within the scope of the Agreement, is subject to a confidentiality obligation.

11. DELETION OF DATA

11.1 Copies or duplicates of the data shall never be created without the knowledge of the Data Controller, with the exception of back-up copies as far as they are necessary to ensure orderly data processing, as well as data required to meet regulatory requirements to retain data.

11.2 After conclusion of agreed termination of the principal service, or earlier upon request by the Data Controller, at the latest upon termination of the Service Agreement, the Data Processor shall destroy all documents, processing and utilization results, and data sets related to the contract that have come into its possession, in a data-protection compliant manner. The same applies to any and all connected test, waste, redundant and discarded material.

12. INSTRUCTIONS

12.1 The Data Processor shall engage in the following processing on the Data Controller’s behalf: All processing shall be based on this Agreement. Data Processors may undertake all actions that are necessary for living up to the Agreement. The Data Processor may not disclose information to third parties without the Data Controller’s consent. The data may not be used for profiling or integration with other data.

12.2 The categories of data subjects that the personal data refer to are primarily the Data Controller’s users and employees.

13. LIABILITY

13.1 Liability for violations of rules on data protection or this agreement shall be handled in accordance with the applicable provisions of data protection law if not the contractual agreements applying on the underlying services do not include a special provision on liability.

14 Data protection management

14.1 Appointed Data Protection Officer

Mr. Lars Sneftrup Pedersen
C/O FastTrack Software Aps
Novi Science Park
Niels Jernes Vej 10
9220 Aalborg
Denmark

14.2 Data Protection Officer contact: Please use the contact form at www.adminbyrequest.com for initial contact.


APPENDIX 1: TYPES OF PERSONAL DATA THAT FALL WITHIN THE SCOPE OF THE AGREEMENT

1.1 This Agreement and the instructions associated therewith cover all types of personal data processed by the Data Processor. Such data include the following types of data:

1.2 Data without personal information:

1.2.1 Administrator session data: Computer name, duration, installed and uninstalled software, UAC elevated programs and reason for administrator need

1.2.2 Inventory data (can be disabled): Basic hardware data, operating system, user and computer domain and OU, installed software on clients, local administrator accounts, computer and user groups and current ip address

1.3 Data with personal information that cannot be disabled:

1.3.1 Portal user (administrator) name, email address and phone number (phone number mandatory only with two factor authentication)

1.4 Data with personal information that can be disabled:

1.4.1 Administrator session data: User’s account name, full name, email address and phone number

1.4.2 Inventory data: Current user’s email address, phone number, current account name


APPENDIX 2: SUB PROCESSORS

1.1 Sub-processors used to provision the service:

1.1.1 Microsoft Azure is used to provision the infrastructure required to run the principal service


APPENDIX 3: TECHNICAL AND ORGANIZATIONAL MEASURES

1. Confidentiality (Article 32 Paragraph 1 Point b GDPR)

1.1 Physical Access Control (No unauthorized access to Data Processing Facilities): Entry into facilities are ensured by documented and supervised handling of keys and rfid access cards. On access to the building, an rfid key card must be used. Furthermore, all office rooms require a key for physical access. The combination of locks on doors and rfid key cards prevent unauthorized access by externals or third parties. Alarms are active during off-hours and facilities are video monitored. All guests must register at the reception of the facilities.

1.2 Electronic Access Control (No unauthorised use of the Data Processing and Data Storage Systems): No part of the production environment is hosted on FastTrack Software facilities. The production environment is located in the Microsoft Azure datacenters in Amsterdam, Dublin, Virginia and Washington. FastTrack Software Facilities contain employee computers and servers for testing purposes only. No production data exists in these facilities. Copying any data, even test data, from these facilities or the production environment is strictly forbidden.

1.3 Internal Access Control (permissions for user rights of access to and amendment of data; No unauthorised Reading, Copying, Changes or Deletions of Data within the system): All personnel access to equipment on the facilities is enforced by Active Directory accounts. Passwords are forcibly changed for all employees every 30 days. Accounts are controlled solely by the Data Protection Officer and working using credentials of other persons is strictly forbidden. Accounts are granted strictly on a "need to know" basis. No employee has access to more data than the job description warrants.

1.4 Isolation Control (The isolated Processing of Data, which is collected for differing purposes): No data collected in the Microsoft Azure production environment exists outside the production environment, except for off-site backup.

1.5 Pseudonymisation (Article 32 Paragraph 1 Point a GDPR; Article 25 Paragraph 1 GDPR): Pseudonymisation is an opt-in option for customers to pseudonymise ("Obfuscate") user accounts in such a way that no one can directly link an obfuscated name to an actual person. Neither the Data Processor or the Data Controller can identify the indivial from an obfuscated name, if the Data Controller opts in on obfuscation.

2. Integrity (Article 32 Paragraph 1 Point b GDPR)

2.1 Data Transfer Control (No unauthorized Reading, Copying, Changes or Deletions of Data with electronic transfer or transport): Personal data in the principal service is protected against unauthorized copying to data media. No data can be accessed outside the principal service, except for personnel with credentials assigned to the employee by the Data Protection Officer. Any access to data outside the Microsoft Azure environment is restricted by combination af IP address blocking and employee credentials. IP address access is controlled solely by the Data Protection Officer and IP address only map to internet connections registered to FastTrack Software. Any access to production data is solely for the purpose of customer support.

2.2 Data Entry Control (Verification, whether and by whom personal data is entered into a Data Processing System, is changed or deleted): The principal service stores, changes or deletes any data records only as long as the system allows it. It is possible to track which user made changes to the data.

3. Availability and Resilience (Article 32 Paragraph 1 Point b GDPR)

3.1 Availability Control (Prevention of accidental or wilful destruction or loss): All data are hosted entirely on Microsoft Azure. All Microsoft Azure servers have mirrored hard drives in RAID systems and are equipped with redundant components. The database is Microsoft SQL Server and the transaction model of Azure SQL Server allows a restore at any second in time for 7 days, in case of accidental or wilful destruction or loss of data. All critical components are monitored by software monitoring special web pages designed to probe every component of the principal service. If critical parts of the principal service are not available, supervising administrators are notified immediately by email.

3.2 Rapid Recovery (Article 32 Paragraph 1 Point c GDPR): The database is Microsoft SQL Server and the transaction model of Azure SQL Server allows a restore at any second in time for 7 days. After 7 days, a daily backup can be restored, either by Microsoft or an off-site backup, which only the Data Protection Officer has access to. In case of accidental or willful loss of data, FastTrack Software can restore a database from an earlier point and has the expertise in-house to successfully merge lost data back into the production environment.

4. Procedures for regular testing, assessment and evaluation (Article 32 Paragraph 1 Point d GDPR; Article 25 Paragraph 1 GDPR)

4.1 Data Protection Management (Incident Response Management; Data Protection by Design and Default (Article 25 Paragraph 2 GDPR); Order or Contract Control): FastTrack Software has appointed the Data Protection Officer stated in section 14 of the agreement. Any employee of FastTrack Software with access to production data for support purposes will sign a non-disclosure agreement with FastTrack Software. FastTrack Software uses Microsoft Azure, which means a standard agreement is place between FastTrack Software and Microsoft. The performance and access to the production environment is evaluated on a schedule on a monthly basis by an authorized administrator employed by FastTrack Software. The monitoring service used for Availability Control is equally tested and verified on a monthly basis by an authorized administrator.