Data Processing Agreement (DPA)

 
This DPA is entered into between Gatekeeper and You and is incorporated into and governed by the terms of the Agreement.

1. Definitions

Any capitalised term not defined in this DPA shall have the meaning given to it in the Agreement.

“Affiliate”

means any entity that directly or indirectly controls, is controlled by, or is under common control of a party. “Control,” for purposes of this definition, means direct or indirect ownership or control of more than 50% of the voting interests of a party;

“Agreement”

means the agreement between Gatekeeper and You for the provision of the services;

“Controller”

means You;

“Customer Data”

means all data imported into the Services for the purpose of using the Services or facilitating use of the Services by the Customer or its authorised users;

“Data Protection Law”

means all laws and regulations, including laws and regulations of the European Union, the European Economic Area, their member states and the United Kingdom any amendments, replacements or renewals thereof, applicable to the processing of Personal Data, including where applicable the Data Protection (Jersey) Law 2018, the EU GDPR, the UK GDPR, the FADP, US State Privacy Laws and applicable national implementing laws, regulations and secondary legislation relating to the processing of Personal Data and the privacy of electronic communications, as amended, replaced or updated from time to time;

“Data Subject”

shall have the same meaning as in Data Protection Law or means a “Consumer” as that term is defined in US State Privacy Laws;

“DPA”

means this data processing agreement including Exhibit A and Exhibit B;

“DTA”

means a data transfer assessment, a process designed to identify risks arising out of the making Restricted Transfers of Personal Data to Sub-Processors who rely upon SCCs;

“EEA”

means the European Economic Area;

“EU GDPR”

means 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);

“FADP”

means the Swiss Federal Act on Data Protection of the 1st of September 2023, and as amended from time to time;

“Gatekeeper"

means Gatekeeper Group company named in the Agreement’;

“Personal Data”

shall have the same meaning as in Data Protection Law; ’;

“Processor”

means Gatekeeper, including as applicable any “Service Provider” as that term is defined in US State Privacy Laws;’;

“Restricted Transfer”

means:

  1. where the EU GDPR applies, a transfer of Personal Data via the Services from the EEA either directly or via onward transfer, to any country or recipient outside of the EEA not subject to an adequacy determination by the European Commission; and
  2. where the UK GDPR applies, a transfer of Personal Data via the Services from the United Kingdom either directly or via onward transfer, to any country or recipient outside of the UK not based on adequacy regulations pursuant to Section 17A of the United Kingdom Data Protection Act 2018; and
  3. a transfer of Personal Data via the Services from Switzerland either directly or via onward transfer, to any country or recipient outside of the EEA and/or Switzerland not subject to an adequacy determination by the European Commission;

“Services”

means all services and software applications and solutions provided to You by Gatekeeper under and as described in the Agreement;

“SCCs”

means:

  1. where the EU GDPR applies, the standard contractual clauses annexed to the European Commission's Implementing Decision 2021/914 of 4 June 2021 on standard contractual clauses for the transfer of personal data to third countries published at https://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32021D0914&from=EN, (“EU SCCs”); and
  2. where the UK GDPR applies the international data transfer addendum to the EU SCCs adopted pursuant to Article 46(2)(c) of the UK GDPR and published at https://ico.org.uk/media/for-organisations/documents/4019539/international-data-transfer-addendum.pdf, as may be amended or replaced, (“UK SCCs”); and
  3. where Personal Data is transferred from Switzerland to outside of Switzerland or the EEA, the EU SCCs as amended in accordance with guidance from the Swiss Data Protection Authority; (“Swiss SCCs”);


as they may be amended, superseded or replaced from time to time.

“Sub-Processor”

means any third party (including Gatekeeper’s Affiliates) engaged directly or indirectly by Gatekeeper to process Personal Data under this DPA in the provision of the Services to You;

“Supervisory Authority”

means a governmental or government-chartered regulatory body having binding legal authority over a party;

“UK GDPR”

means the EU GDPR as it forms part of the law of England and Wales, Scotland and Northern Ireland by virtue of section 3 of the European Union (Withdrawal) Act 2018.

“US State Privacy Laws”

means the following US state data protection or privacy laws and regulations applicable to the party’s Processing of Personal Data: California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA), Virginia Consumer Data Protection Act (VCDPA), Colorado Privacy Act (CPA), Connecticut Data Privacy Act (CTDPA), and Utah Consumer Privacy Act (UCPA) and the Connecticut Data Privacy Act (CTDPA), Montana Consumer Data Privacy Act (MCDPA), in each case as may be amended or superseded from time to time.

 

2. Purpose

  1. Gatekeeper has agreed to provide the Services to You in accordance with the terms of the Agreement. In providing the Services, Gatekeeper shall process Customer Data on behalf of You. Customer Data may include Personal Data. Gatekeeper will process and protect such Personal Data in accordance with the terms of this DPA.


3. Scope

  1. In providing the Services to You pursuant to the terms of the Agreement, Gatekeeper shall process Personal Data only to the extent necessary to provide the Services in accordance with both the terms of the Agreement and Your instructions documented in the Agreement and this DPA, as may be updated from time to time.
  2. Each party shall take steps to ensure that any natural person acting under the authority of You or Gatekeeper who has access to Personal Data does not process Personal Data except on instructions from You, unless required to do so by any Data Protection Law.


4. Processor (Gatekeeper) Obligations

  1. Gatekeeper may collect, process or use Personal Data only within the scope of this DPA.
  2. Gatekeeper confirms that it shall process Personal Data on behalf of You in accordance with documented instructions from You.
  3. Gatekeeper shall promptly inform You, if in Gatekeeper’s opinion, any of the instructions regarding the processing of Personal Data provided by You, breach Data Protection Law.
  4. Gatekeeper shall ensure that all personnel, agents, officers and contractors involved in the handling of Personal Data: (i) are aware of the confidential nature of the Personal Data and are contractually bound to keep the Personal Data confidential; (ii) have received appropriate training on their responsibilities as a data processor; and (iii) are bound by the terms of this DPA.
  5. Gatekeeper shall implement appropriate technical and organisational measures to protect Personal Data, 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.
  6. Gatekeeper shall implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk, including inter alia as appropriate: (i) the pseudonymisation and encryption of Personal Data; (ii) the ability to ensure the on-going confidentiality, integrity, availability and resilience of processing systems and services; (iii) the ability to restore the availability of and access to Personal Data in a timely manner in the event of a physical or technical incident; (iv) a process for regularly testing, assessing and evaluating the effectiveness of technical and organisational measures for ensuring the security of the processing. In assessing the appropriate level of security, account shall be taken in particular of the risks that are presented by processing, in particular from accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to Personal Data transmitted, stored or otherwise processed.
  7. The technical and organisational measures detailed in Exhibit B shall be at all times adhered to as a minimum security standard. You accept and agree that the technical and organisational measures are subject to development and review and that Gatekeeper may use alternative suitable measures to those detailed in the attachments to this DPA, provided such measures are at least equivalent to the technical and organisational measures set out in Exhibit B and appropriate pursuant to Gatekeeper’s obligations in clauses 4.(v.) and 4.(vi.) above.
  8. You acknowledge and agree that, in the course of providing the Services to You, it may be necessary for Gatekeeper to access Personal Data to respond to any technical problems or Your queries and to ensure the proper working of the Services. All such access by Gatekeeper will be limited to those purposes.
  9. Taking into account the nature of the processing and the information available to Gatekeeper, Gatekeeper shall assist You by having in place appropriate technical and organisational measures, insofar as this is possible, for the fulfilment of Your obligation to respond to requests for exercising the Data Subject's rights and Your compliance with Your data protection obligations in respect of the processing of Personal Data.
  10. Gatekeeper may not: (i) sell Personal Data; (ii) retain, use, or disclose Personal Data for commercial purposes other than providing the Services under the terms of the Agreement; or (iii) retain, use, or disclose Personal Data outside of the terms of the Agreement.

5. Controller (Your) Obligations
  1. You represent and warrant that: (i) You shall comply with the terms of this DPA and Your obligations under Data Protection Law; (ii) You have obtained any and all necessary permissions and authorisations necessary to permit Gatekeeper, its Affiliates and Sub-Processors, to execute their rights or perform their obligations under this DPA; and (iii) All of Your Affiliates who use the Services shall comply with Your obligations set out in this DPA.
  2. You are responsible for compliance with your obligations under Data Protection Law, including requirements with regards to the transfer of Personal Data under this DPA and the Agreement.
  3. You shall implement appropriate technical and organisational measures to protect Personal Data, 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. You shall implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk, including inter alia as appropriate: (i) the pseudonymisation and encryption of Personal Data; (ii) the ability to ensure the on-going confidentiality, integrity, availability and resilience of processing systems and services; (iii) the ability to restore the availability of and access to Personal Data in a timely manner in the event of a physical or technical incident; (iv) a process for regularly testing, assessing and evaluating the effectiveness of technical and organisational measures for ensuring the security of the processing. In assessing the appropriate level of security, account shall be taken in particular of the risks that are presented by processing, in particular from accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to Personal Data transmitted, stored or otherwise processed.
  4. You acknowledge and agree that some instructions from You, including destruction or return of data from Gatekeeper or Gatekeeper assisting with audits, inspections, DPIAs or providing any assistance under this DPA, may result in additional fees. In such case, Gatekeeper shall be entitled to charge You for its costs and expense in providing such assistance provided that Gatekeeper notifies You of such fees in advance, unless otherwise agreed.

6. Sub-Processors
  1. You agree that Gatekeeper may engage Sub-Processors in connection with the provision of the Services.
  2. All Sub-Processors who process Personal Data in the provision of the Services to You shall comply with the obligations of Gatekeeper set out in this DPA.
  3. You authorise Gatekeeper to use the Sub-Processors included in Exhibit C. A DTA has been completed for all Sub-Processors, who make Restricted Transfers of Data in reliance upon SCCs and is available upon request. During the term of this DPA, Gatekeeper shall provide You with 30 days prior notification, via email, of any changes to the list of Sub-Processors before authorising any new or replacement Sub-Processor to process Personal Data in connection with the provision of the Services.
  4. You may object to the use of a new or replacement Sub-Processor, by notifying Gatekeeper promptly in writing within ten (10) Business Days after receipt of Gatekeeper’s notice. If You object to a new or replacement Sub-Processor, You may terminate the Agreement or applicable Order Form with respect to those Services which cannot be provided by Gatekeeper without the use of the new or replacement Sub-Processor.
  5. All Sub-processors who process Personal Data shall comply with the obligations of Gatekeeper set out in this DPA. Gatekeeper shall prior to an authorised Sub-Processor carrying out any processing activities in respect of the Personal Data: (i) appoint each Sub-Processor under a written contract containing materially the same obligations to those of Gatekeeper in this DPA enforceable by Gatekeeper; (ii) ensure each such Sub-Processor complies with all such obligations.
  6. You agree that Gatekeeper and its Sub-Processors may make Restricted Transfers of Personal Data for the purpose of providing the Services to You in accordance with the Agreement. Gatekeeper confirms that such Sub-Processors: (i) are located in a third country or territory recognised by the EU Commission or a Supervisory Authority, as applicable, to have an adequate level of protection; or (ii) have entered into the applicable SCCs with Gatekeeper; or (iii) have other legally recognised appropriate safeguards in place.

7. Restricted Transfers
  1. The parties agree that, when a transfer of Personal Data between You and Gatekeeper or from Gatekeeper to a Sub-Processor is a Restricted Transfer, it shall be subject to the applicable SCCs.
  2. The parties agree that the EU SCCs shall apply to Restricted Transfers from the EEA. The EU SCCs shall be deemed entered into (and incorporated into this DPA by reference) and completed as follows:
    1. Module Two (Controller to Processor) shall apply where You are a controller of Personal Data and Gatekeeper is processing Personal Data;
    2. Module Three (Processor to Processor) shall apply where Gatekeeper is a Processor of Personal Data and uses a Sub-Processor to process Personal Data;
    3. Module 4 (Processor to Controller) shall apply where Gatekeeper is processing Personal data and You are not subject to the EU GDPR or UK GDPR;
    4. In Clause 7 of the EU SCCs, the optional docking clause shall not apply;
    5. In Clause 9 of the EU SCCs, Option 2 applies, and the time period for giving notice of Sub-Processor changes shall be as set out in clause 6.iii. of this DPA;
    6. In Clause 11 of the EU SCCs, the optional language shall not apply;
    7. In Clause 17 of the EU SCCs, Option 1 applies and the EU SCCs shall be governed by Irish law;
    8. In Clause 18(b) of the EU SCCs, disputes shall be resolved by the courts of Ireland;
    9. Annex I of the EU SCCs shall be deemed completed with the information set out in Exhibit A of this DPA;
    10. Annex II of the EU SCCs shall be deemed completed with the information set out in Exhibit B of this DPA.
  3. The parties agree that the EU SCCs as amended in clause 7.ii. above, shall be adjusted as set out below where the FADP applies to any Restricted Transfer:
    1. The Swiss Federal Data Protection and Information Commissioner (“FDPIC”) shall be the sole Supervisory Authority for Restricted Transfers exclusively subject to the FADP;
    2. Restricted Transfers subject to both the FADP and the EU GDPR, shall be dealt with by the EU Supervisory Authority named in Exhibit A of this DPA;
    3. The term ’member state’ must not be interpreted in such a way as to exclude Data Subjects in Switzerland from the possibility of suing for their rights in their place of habitual residence (Switzerland) in accordance with Clause 18(c) of the EU SCCs;
    4. Where Restricted Transfers are exclusively subject to the FADP, all references to the GDPR in the EU SCCs are to be understood to be references to the FADP;
    5. Where Restricted Transfers are subject to both the FADP and the EU GDPR, all references to the GDPR in the EU SCCs are to be understood to be references to the FADP insofar as the Restricted Transfers are subject to the FADP;
    6. The Swiss SCCs also protect the Personal Data of legal entities until the entry into force of the revised FADP.
  4. The parties agree that the UK SCCs shall apply to Restricted Transfers from the UK and the UK SCCs shall be deemed entered into (and incorporated into this DPA by reference), completed as follows:
    1. Table 1 of the UK SCCs shall be deemed completed with the information set out in Exhibit A of this DPA;
    2. Table 2 of the UK SCCS shall be deemed completed with the information set out in clauses 7.2(i) – (viii) of this DPA;
    3. Table 3 of the UK SCCs shall be deemed completed with the information set out in Exhibits A and B of this DPA; and
    4. Either party may end the UK SCCs as set out in clause 19 of the UK SCCs.
  5. If changes are made to the EU SCCs or UK SCCs in the future, the parties shall negotiate in good faith necessary amendments to the DPA and the Agreement to ensure compliance with applicable Data Protection Laws
  6. In the event that any provision of this DPA contradicts directly or indirectly any SCCs, the provisions of the applicable SCCs shall prevail over the terms of the DPA.
  7. Should countries other than those in the EEA, UK or Switzerland adopt cross-border data transfer clauses similar to the SCCs, You and Gatekeeper agree to execute such clauses when necessary.

8. Data Subject Access Requests
  1. You may require correction, deletion, blocking and/or making available the Personal Data during or after termination of the Agreement. You acknowledge and agree that Gatekeeper will process the request to the extent it is lawful and will reasonably fulfill such request in accordance with its standard operational procedures to the extent possible.
  2. In the event that Gatekeeper receives a request from a Data Subject in relation to Personal Data, Gatekeeper will refer the Data Subject to You unless otherwise prohibited by law. You shall reimburse Gatekeeper for all costs incurred resulting from providing reasonable assistance in dealing with a Data Subject request. In the event that Gatekeeper is legally required to respond to the Data Subject, You will fully cooperate with Gatekeeper as applicable.

9. Audits
  1. Gatekeeper shall make available to You all information reasonably necessary to demonstrate compliance with its processing obligations and allow for and contribute to audits and inspections.
  2. Gatekeeper uses external auditors to verify the adequacy of its security measures. This audit: (i) will be performed at least annually; (ii) will be performed according to ISO 27001 standards or such other alternative standards that are substantially equivalent to ISO 27001; (iii) will be performed by independent third-party security professionals at Gatekeeper’s selection and expense; and (iv) will result in the generation of an audit report (“Report”), which will be Gatekeeper’s Confidential Information.
  3. At Your written request, Gatekeeper will provide You with the Report so that You can reasonably verify Gatekeeper’s compliance with its obligations under this DPA. The Report will constitute Gatekeeper’s Confidential Information under the confidentiality provisions of the Agreement or an NDA, as applicable.
  4. You are responsible for reviewing the information made available by Gatekeeper relating to data security and making an independent determination as to whether the Services meets Your requirements and legal obligations as well as Your obligations under this DPA.
  5. In the event that provision of the same is not deemed sufficient in Your reasonable opinion, You may conduct a more extensive audit which shall be: (i) at Your expense; (ii) limited in scope to matters specific to You and agreed in advance; (iii) carried out during Gatekeeper’s usual business hours and upon reasonable notice which shall be not less than 4 weeks unless an identifiable material issue has arisen; and (iv) conducted in a way which does not interfere with Gatekeeper’s day-to-day business.

10. Personal Data Breach
  1. Gatekeeper shall notify You without undue delay after becoming aware of (and in any event within 72 hours of discovering) any breach of security leading to the accidental or unlawful destruction, loss, alteration or unauthorised disclosure or access to any Personal Data (“Personal Data Breach”).
  2. In the event of a Personal Data Breach, Gatekeeper will take all commercially reasonable measures to secure the Personal Data, to limit the effects of any Personal Data Breach, and to assist You in meeting your obligations under applicable law.

11. Compliance, Cooperation and Response
  1. Gatekeeper will notify You promptly of any request or complaint regarding the processing of Personal Data, which adversely impacts You, unless such notification is not permitted under applicable law or a relevant court order.
  2. Gatekeeper may make copies of and/or retain Personal Data in compliance with any legal or regulatory requirement including, but not limited to, retention requirements.
  3. Gatekeeper shall reasonably assist You in meeting Your obligation to carry out data protection impact assessments (DPIAs), taking into account the nature of the processing and the information available to Gatekeeper.
  4. You shall notify Gatekeeper within a reasonable time, of any changes to applicable data protection laws, codes or regulations which may affect the contractual duties of Gatekeeper. Gatekeeper shall respond within a reasonable timeframe in respect of any changes that need to be made to the terms of this DPA or to the technical and organisational measures to maintain compliance. If the parties agree that amendments are required, but Gatekeeper is unable to accommodate the necessary changes, Gatekeeper may terminate the part or parts of the Services which give rise to the non-compliance. To the extent that other parts of the Services provided are not affected by such changes, the provision of those Services shall remain unaffected.
  5. You and Gatekeeper and, where applicable, their representatives, shall cooperate, on request, with a supervisory data protection authority in the performance of their respective obligations under this DPA and Data Protection Law.

12. Liability
  1. The limitations on liability set out in the Agreement apply to all claims made pursuant to any breach of the terms of this DPA.
  2. The parties agree that Gatekeeper shall be liable for any breaches of this DPA caused by the acts and omissions or negligence of Gatekeeper’s Sub-Processors to the same extent Gatekeeper would be liable if performing the services of each Sub-Processor directly under the terms of the DPA, subject to any limitations on liability set out in the terms of the Agreement.
  3. The parties agree that You shall be liable for any breaches of this DPA caused by the acts and omissions or negligence of Your Affiliates as if such acts, omissions or negligence had been committed by You.
  4. You shall not be entitled to recover more than once in respect of the same loss.

13. Term and Termination
  1. Gatekeeper shall only process Personal Data for the term of the DPA. The term of this DPA shall coincide with the commencement of the Agreement and this DPA shall terminate automatically together with termination or expiry of the Agreement.

14. Deletion and Return of Personal Data
  1. Gatekeeper shall at Your choice, delete or return Personal Data to You after the end of the provision of the Services relating to processing, and delete existing copies unless applicable law or regulations require storage of the Personal Data. Gatekeeper shall in any event delete all copies of Personal Data in its systems within 60 days of the effective date of termination of the Agreement unless: (i) a variation of the deletion date for Personal Data has been agreed with You (ii) applicable law or regulations require storage of the Personal Data after termination; or (iii) partial Personal Data of the Customer is stored in backups, then such Personal Data shall be deleted from backups up to 1 year after the effective date of termination of the Agreement.

15. General
  1. This DPA sets out the entire understanding of the parties with regards to the subject matter herein.
  2. Should a provision of this DPA be invalid or become invalid then the legal effect of the other provisions shall be unaffected. A valid provision is deemed to have been agreed which comes closest to what the parties intended commercially and shall replace the invalid provision. The same shall apply to any omissions.
  3. Subject to any provision of the SCCs to the contrary, this DPA shall be governed by the laws of England and Wales. The courts of England shall have exclusive jurisdiction for the settlement of all disputes arising under this DPA.
  4. The parties agreed that this DPA is incorporated into and governed by the terms of the Agreement.

 

Exhibit A
List of Parties, Description of the Processing and Transfer of Personal Data


A. LIST OF PARTIES

The Exporter:

means You

Address:

As set out for You in the Agreement.

Contact person’s name, position and contact details:

As provided by You in your account and used for notification and invoicing purposes.

Activities relevant to the data transferred under the SCCs:

Use of the Services.

Signature and date:

By entering into the Agreement, You are deemed to have signed the SCCs incorporated into this DPA and including their Annexes, as of the effective date of the Agreement.

Role:

Controller.

Name of Representative (if applicable):

Any UK or EU representative named in Your privacy policy.


The Importer:

means the Gatekeeper entity that entered into the Agreement with you, as follows:

Address:

Gatekeeper Ltd, Les Niemes, La Grande Route De St. Pierre, St. Peter, Jersey, JE3 7AX; or

Gatekeeper UK Group Ltd, 2 Printer's Yard, 90a The Broadway, London, England, SW19 1RD; or

Gatekeeper US LLC, 401 Congress Avenue, Suite 3100, Austin, Texas 78701; or

Gatekeeper Canada Inc. 5300 Commerce Court West, 199 Bay Street, Toronto, Ontario M5L 1B9.

Contact person’s name, position and contact details:

Sam Pavitt, Information Security Officer. Email sam.p@gatekeeperhq.com.

Activities relevant to the data transferred under the SCCs:

The provision of cloud computing solutions to You under which Gatekeeper processes Personal Data upon Your instructions in accordance with the terms of the Agreement.

Signature and date:

By entering into the Agreement, Gatekeeper is deemed to have signed the SCCs, incorporated into this DPA, including their Annexes, as of the effective date of the Agreement.

Role:

Processor.

Name of Representative (if applicable):

Sam Pavitt, Information Security Officer. Email sam.p@gatekeeperhq.com.

 

B. DESCRIPTION OF PROCESSING AND TRANSFERS

Categories of Data Subjects:

Your employees, agents, advisors, consultants and freelancers (who are natural persons).

Users, Affiliates and other participants authorised by You to access or use the Services in accordance with the terms of the Agreement.

Prospects, customers, clients, business partners and vendors of You (who are natural persons) and individuals with whom those end users communicate with by email and/or other messaging media.

Employees or contact persons of Your prospects, customers, clients, business partners and vendors.

Suppliers and service providers of You.

Other individuals to the extent identifiable in the context of emails of their attachments or in archiving content.

Categories of Personal Data:

You may submit Personal Data to the Services, the extent of which is determined and controlled by You. The Personal Data includes but is not limited to:

  • Personal details, first name, middle name and surname, email addresses and company name of users of the Services.
  • Unique identifiers such as username, account number or password.
  • IP Address
  • Personal Data derived from a user’s use of the Services such as records and business intelligence information. 
  • Personal Data within email and messaging content which identifies or may reasonably be used to identify individuals. 
  • Meta data including sent, to, from, date, time, subject, which may include Personal Data.
  • Geolocation based upon IP address.
  • Consumption data.
  • Data concerning education and profession.
  • File attachments that may contain Personal Data.
  • Survey, feedback and assessment messages.
  • Information offered by users as part of support enquiries.
  • Other data added by You from time to time.

Sensitive Data: 

No sensitive data will be processed or transferred and shall not be contained in the content of or attachments to, emails. Sensitive data is as defined as data consisting of racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data, data concerning health or data concerning a natural person's sex life or sexual orientation, the commission or alleged commission of any offence, any proceedings for any alleged or committed office and the disposal of such proceedings or the sentence of any court in such proceedings. It is acknowledged that small and limited amounts of special category data may be included in Customer Data on the basis that the Customer is lawfully permitted to collect and process such data on behalf of its users.

The frequency of the processing and transfer (e.g. whether the data is transferred on a one-off or continuous basis):

Continuous basis for the duration of the Agreement.

Nature of the processing:

Processing operations include but are not limited to: Provision of online procurement, collaboration, business process and operations, analysis, sourcing, supplier management, contract management and legal management approval services. 

Purpose(s) of the data transfer and further processing:

Personal Data is transferred to sub-contractors who need to process some of the Personal Data in order to provide their services to Gatekeeper as part of the Services provided by Gatekeeper to You.

The period for which the Personal Data will be retained, or, if that is not possible, the criteria used to determine that period:

Unless agreed otherwise in writing, for the duration of the Agreement, subject to clause 14 of the DPA.

For transfers to (Sub-) processors, also specify subject matter, nature and duration of the processing: 

The Sub-Processor list published in Exhibit D sets out the Personal Data processed by each Sub-Processor and the services provided by each Sub-Processor.

 

C. COMPETENT SUPERVISORY AUTHORITY

Identify the competent supervisory authority/ies (e.g. in accordance with Clause 13 of the SCCs)

Where the EU GDPR applies, the Irish Data Protection Authority - Data Protection Commission, (DPC).

Where the UK GDPR applies, the UK Information Commissioner's Office, (ICO).

Where the FADP applies, the Swiss Federal Data Protection and Information Commissioner, (FDPIC).



Exhibit B
Technical and Organisational Security Measures

(Including Technical and Organisational Measure to Ensure the Security of Data)

Below is a description of the technical and organisational measures implemented by Gatekeeper (including any relevant certifications) to ensure an appropriate level of security, taking into account the nature, scope, context and purpose of the processing, and the risks for the rights and freedoms of natural persons.

Where applicable this Exhibit B will serve as Annex II to the SCCs.

Measure

Description

Measures of pseudonymisation and encryption of Personal Data

For the purpose of transfer control, remote access to the production servers is conducted via two factor VPN tunnel. 

The suitability of this encryption technology is measured against the protective purpose.

Access is designated via unique encryption key, generated using a FIPS 140-2 compliant crypto library, which is used to encrypt and decrypt all of Your data. In addition to the unique encryption keys, all data being written to Gatekeeper’s systems retrieve the encryption key from one system and the customer code from another, which serves as a cross check against two independent systems. Your encryption key is further encrypted with a Gatekeeper key stored within a centralised and restricted key management system. In order for Gatekeeper to access Personal Data via the master key, the key management system provisions individual keys following a strict process of approval that includes multiple levels of executive authorisation. Use of these master encryption keys is limited to senior production engineers and all access is logged, monitored, and configured for alerting by security via a centralised Security Incident and Event Management (“SIEM”) system.

Your archived data is encrypted at rest using AES256 bit encryption

Data in transit is protected by Transport Layer Security (“TLS”).

Measures for ensuring ongoing confidentiality, integrity, availability and resilience of processing systems and services

Access to data necessary for the performance of the particular task is ensured within the systems and applications by a corresponding role and authorisation concept. In accordance to the “least privilege” and "need-to-know" principles, each role has only those rights which are necessary for the fulfilment of the task to be performed by the individual person.

To maintain data access control, state of the art encryption technology is applied to the Personal Data itself where deemed appropriate to protect sensitive data based on risk.

Measures for ensuring the ability to restore the availability and access to Personal Data in a timely manner in the event of a physical or technical incident

All our applications are built stateless by using Cloud-formation templates and can be easily recreated in different geographical regions. Data is stored in triplicate across 2 data centres, with 2 separate cross connections. The data centres can be switched in the event of flooding, earthquake, fire or other physical destruction or power outage protect Personal Data against accidental destruction and loss. 

Gatekeeper maintains redundancy throughout its infrastructure in order to minimize the lack of availability to or loss of data. Backups are maintained in accordance with our backup procedures. Gatekeeper maintains a disaster recovery policy and at least once per calendar year practice executing the policy.

Processes for regularly testing, assessing and evaluating the effectiveness of technical and organisational measures in order to ensure the security of the processing

Gatekeeper conducts multiple internal audits. Gatekeeper strives to automate audits hence the majority of our monitoring of its infrastructure is automated and running 24/7 and based on various frameworks (CIS, NEST etc.). Gatekeeper obtains an external security and compliance audit once per calendar year.

Measures for user identification and authorisation

Remote access to the data processing systems is only possible through Gatekeeper’s secure VPN tunnel. If the users first authenticate to the secure VPN tunnel, after successful authentication authorisation is executed by providing a unique user name and password to a centralised directory service. All access attempts, successful and unsuccessful are logged and monitored.

Measures for the protection of data during transmission

Data in transit is protected by Transport Layer Security (“TLS”). 

Measures for the protection of data during storage

Personal Data is only retained internally, and on the third party data centre servers, which are covered by AWS certifications. 

Your archived data is encrypted at rest using AES256 bit encryption and data in transit is protected by Transport Layer Security (“TLS”).

Measures for ensuring physical security of locations at which Personal Data are processed

Third party AWS data centres are monitored by security personnel. Access for personnel is only possible with an encoded ID with a photo on it. All other persons have access only after having registered before (e.g. at the main entrance).

Access to special security areas for remote maintenance is additionally protected by a separate access area. The constructional and substantive security standards comply with the security requirements for data centres.

Measures for ensuring events logging

System inputs are recorded in the form of log files therefore it is possible to review retroactively whether and by whom Personal Data was entered, altered or deleted.

Measures for ensuring system configuration, including default configuration

Gatekeeper’s system configuration is based on the Security Technical Implementation Guides (STIG). System configuration is applied and maintained by software tools that ensure the system configurations do not deviate from the specifications. Deviations will be fixed automatically and reported to our Data Protection Officer

Measures for internal IT and IT security governance and management

Personnel are instructed to collect, process and use Personal Data only within the framework and for the purposes of their duties (e.g. service provision). At a technical level, multi-client capability includes separation of functions as well as appropriate separation of testing and production systems. 

Your Personal Data is stored in a way that logically separates it from other customer data. 

Measures for certification/assurance of processes and products

Gatekeeper is ISO 27001 certified and will continue to maintain these certifications for the term of the Agreement. The technical and organisational measures defined herein are implemented on the basis of the international standard ISO 27001. Gatekeeper shall maintain controls materially as protective as those provided in the ISO 27001.

Gatekeeper utilises third party data centres that maintain current ISO 27001 certifications. Gatekeeper will not utilise third party data centres that do not maintain the aforementioned certifications and/or attestations, or other substantially similar or equivalent certifications and/or attestations.

Upon Your written request (no more than once in any 12 month period), Gatekeeper shall provide within a reasonable time, a copy of the most recently completed certification and/or attestation reports (to the extent that to do so does not prejudice the overall security of the Services). Any audit report submitted to You shall be treated as Confidential Information and subject to the confidentiality provisions of the Agreement between the parties

Measures for ensuring data minimisation

If Personal Data is no longer required for the purposes for which it was processed, it is deleted promptly. It should be noted that with each deletion, the Personal Data is only locked in the first instance and is then deleted for good with a certain delay. This is done in order to prevent accidental deletions or possible intentional damage. 

Measures for ensuring data quality

All of the data that Gatekeeper possesses is provided by You. Gatekeeper does not assess the quality of the data provided by You. Gatekeeper provides reporting tools within its product to help You understand and validate the data that is stored.

Measures for ensuring limited data retention

Gatekeeper uses a data classification scheme for all data that it stores and our retention policy specifies how each type of data is retained. When a record with Personal Data is deleted then it will be permanently evicted from our active databases. The data is retained in our backups until they are rotated out by more recent backups per the data retention policy.

Measures for ensuring accountability

Gatekeeper internally reviews its information security policies annually to ensure they are still relevant and are being followed. All personnel that handle sensitive data must acknowledge the information security policies. These personnel are re-trained on information security policies once per year.

Measures for allowing data portability and ensuring erasure

The Services have built-in tools that allows You to export and permanently erase data.

Measures to be taken by the (Sub-) Processor to be able to provide assistance to You (and, for transfers from Gatekeeper to a Sub-Processor, to the Data Exporter).

The transfer of Personal Data to a third party (e.g. customers, sub-contractors, service providers) is only made if a corresponding contract exists, and only for the specific purposes. If Personal Data is transferred outside the EEA, UK and Switzerland, Gatekeeper provides that an adequate level of data protection exists at the target location or organisation in accordance with the European Union's data protection requirements, e.g. by employing contracts based on the EU SCCs.

 

 

Exhibit C

Infrastructure Sub-processors

Gatekeeper may use the following Sub-processors to host Customer Data or provide other infrastructure that helps with the delivery of our Services:

Sub-processor Purpose Data Sub-Processor Location Transfer Mechanism Supplemental Measures

Contact Details
AWS Amazon Data Hosting All applications data USA, Ireland, Australia, Canada DPF Not Required

dataprivacyframework@amazon.com

2021 7TH Ave , Seattle, WA 98121, USA

 

Gatekeeper Group Companies

Gatekeeper may provide support, development and other services via its group companies, who are sub-processors, who have entered into an inter-company data processing agreement. 

Sub-processor Purpose Data Sub-Processor Location Transfer Mechanism Supplemental Measures

Contact Details
Gatekeeper Ltd Group company used to provide services on behalf of Gatekeeper All applications data Jersey EU Adequacy Decision Not Required

Les Niemes, La Grande Route de St Pierre, St Peter, Jersey, JE37AX
Gatekeeper UK Group Ltd Group company used to provide services on behalf of Gatekeeper All applications data UK EU Adequacy Decision Not Required

2 Printer's Yard, 90a The Broadway, London, England, SW19 1RD
Gatekeeper US LLC Group company used to provide services on behalf of Gatekeeper All applications data USA SCCs Encryption of data at rest and in transit

401 Congress Avenue, Suite 3100, Austin, Texas 78701
Gatekeeper Canada Inc Group company used to provide services on behalf of Gatekeeper All applications data Canada SCCs Encryption of data at rest and in transit

5300 Commerce Court West, 199 Bay Street, Toronto, Ontario M5L 1B9

 

Other Sub-processors

Gatekeeper may use the following Sub-processors to perform other Service functions:

Sub-processor Purpose Data Sub-Processor Location Transfer Mechanism Supplemental Measures

Contact Details
Hubspot Inc Internal Marketing and CRM Email, Name, Phone, Job Title, IP Address of our contacts and other end users including your employees, contractors, collaborators, customers, prospects, suppliers and subcontractors USA DPF Not Required

privacy@hubspot.com

Nicholas Knoop, Director, Senior Corporate Counsel, HubSpot, Inc., 25 1ST St Ste 200,Cambridge, Massachusetts 02141-1802, USA
Google LLC Internal Email and File Storage File and image backups in Google Drive and Docs USA DPF Not Required

dpf-core-team@google.com

Googleplex. 1600 Amphitheatre Pkwy, Mountain View, CA 94043, USA
Slack Technologies LLC Internal Instant Messaging Personal identification data: full name, telephone number and email address. User generated data including messages, posts, file search USA DPF Not Required

dpa@slack.corp.com/

Salesforce, 415 Mission St FL 3 San Francisco, CA 94105, USA
APIHub, Inc (Clearbit) Data Enrichment Email addresses of customers USA DPF Not Required

privacy@clearbit.com

548 Market St Ste 95879, San Francisco, CA 94103, USA
Creditsafe USA, Inc Data Enrichment Financial data of customers USA DPF Not Required

dpocsgroup@creditsafeuk.com

4635 Crackersport Road, Allentown, PA 18104, USA
Intercom Inc. Product Walkthroughs Website visitor IP address, email address, IP address and geographic location of logged in user , other personal details that individuals choose to share as part of a support conversation USA DPF Not Required

legal@intercom.io

55 2nd Street, 4th Fl., San Francisco, CA 94105, USA
The Rocket Science Group LLC d/b/a Mailchimp Email System Services Name, email address and IP address of users USA DPF Not Required

liza_schmitt@intuit.com

Intuit Inc., 2700 Coast Ave, Mountain View, CA 94043, USA
Twilio Inc (Sendgrid) API Hub Name, email address and User ID of customers and end users USA DPF Not Required

privacy@twilio.com

101 Spear St FL 5, San Francisco, CA 94105, USA
OpenAI Contract Summary Vendor/Contract files and meta data USA DPF Not Required

dsar@openai.com⁠

1455 3rd Street, San Francisco, California, United States, 94158
Click Up Ticketing System for Customers Name, email address and User ID of customers and end users USA DPF Not Required

help@clickup.com

350 Tenth Ave 5th floor, San Diego, CA 92101
Workato iPaaS Solution Vendor/Contract files and meta data USA DPF Not Required

privacy@workato.com

215 Castro Street, Suite 300, Mountain View, CA 94041, United States