Data Processing Agreement

This DPA is entered into between the Company and the Customer 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.

“Affiliates” – 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 the Company and the Customer for the provision of the Solution and Services;

“Controller” – means the Customer;

“Data Subject” – shall have the same meaning as in the UK GDPR(as amended from time to time, or replaced by subsequent legislation).

“DPA” – means this data processing agreement together with Exhibits A and B;

“Personal Data” – shall have the same meaning as in the UK GDPR (as amended from time to time, or replaced by subsequent legislation).

“Processor” – means the Company;

“Security Policy” – means the Company’s security document as updated from time to time, and otherwise made reasonably available by the Company;

“Standard Contractual Clauses” – means the model clauses for personal data transfer from controllers to processors as approved by the Information Commissioner;

“Sub-Processor” – means any person or entity engaged by the Company or an Affiliate to process Personal Data in the provision of the Solution and Services to the Customer.

“UK GDPR” – means the United Kingdom General Data Protection Regulation

2. Purpose

2.1. The Processor has agreed to provide the Solution and Services to the Controller in accordance with the terms of the Agreement. In providing the Solution and Services, the Processor shall process Customer Data on behalf of the Controller. Customer Data may include Personal Data. The Processor will process and protect such Personal Data in accordance with the terms of this DPA.

3. Scope

3.1 In providing the Solution and Services to the Controller pursuant to the terms of the Agreement, the Processor shall process Personal Data only to the extent necessary to provide the Solution and Services in accordance with both the terms of the Agreement and the Controller’s instructions documented in the Agreement and this DPA.

4. Processor Obligations

4.1 The Processor may collect, process or use Personal Data only within the scope of this DPA.

4.2 The Processor confirms that is shall process Personal Data on behalf of the Controller and shall take steps to ensure that any natural person acting under the authority of the Processor who has access to Personal Data shall only process the Personal Data on the documented instructions of the Controller.

4.3 The Processor shall promptly inform the Controller, if in the Processor’s opinion, any of the instructions regarding the processing of Personal Data provided by the Controller, breach any applicable data protection laws.

4.4 The Processor shall ensure that all employees, 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.

4.5 The Processor shall implement appropriate technical and organisational procedures 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.

4.6 The Processor 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 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 accessing 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.

4.7 The technical and organisational measures detailed in Exhibit B shall be at all times adhered to as a minimum security standard. The Controller accepts and agrees that the technical and organisational measures are subject to development and review and that the Processor may use alternative suitable measures to those detailed in the attachments to this DPA.

4.8 The Controller acknowledges and agrees that, in the course of providing the Solution and Services to the Controller, it may be necessary for the Processor to access the Personal Data to respond to any technical problems or Controller queries and to ensure the proper working of the Solution and Services. All such access by the Processor will be limited to those purposes.

4.9 Where Personal Data relating to an EU Data Subject is transferred outside of the UK it shall be processed in accordance with the provisions of the Standard Contractual Clauses, unless the processing takes place: (i) in the EEA (subject to any review by the UK government relating to the transfer of personal data to the EEA) (ii) in a third country or territory recognised by the EU Commission to have an adequate level of protection (subject to any review by the UK government relating to the transfer of personal data to countries recognised as being adequate by the EU Commission); (iii) to a country assessed as being adequate by the UK government in any adequacy regulations; (iv) by an organisation located in a country which has other legally recognised appropriate safeguards in place, such as Binding Corporate Rules.

4.10 Taking into account the nature of the processing and the information available to the Processor, the Processor shall assist the Controller by having in place appropriate technical and organisational measures, insofar as this is possible, for the fulfilment of the Controller’s obligation to respond to requests for exercising the Data Subject’s rights and the Controller’s compliance with the Controller’s data protection obligations in respect of the processing of Personal Data.

4.11 The Processor confirms that it and/or its Affiliate(s) have appointed a data protection officer where such appointment is required by applicable data protection legislation. The appointed data protection officer may be reached at support@ventureharbour.com.

5. Controller Obligations

5.1 The Controller represents and warrants that it shall comply with the terms of the Agreement, this DPA and all applicable data protection laws.

5.2 The Controller represents and warrants that it has obtained any and all necessary permissions and authorisations necessary to permit the Processor, its Affiliates and Sub-Processors, to execute their rights or perform their obligations under this DPA.

5.3 The Controller is responsible for compliance with all applicable data protection legislation, including requirements with regards to the transfer of Personal Data under this DPA and the Agreement.

5.4 All Affiliates of the Controller who use the Solution or Services shall comply with the obligations of the Controller set out in this DPA.

5.5 The Controller shall implement appropriate technical and organisational procedures 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. The Controller 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 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 accessing 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.

5.6 The Controller shall take steps to ensure that any natural person acting under the authority of the Controller who has access to Personal Data only processes the Personal Data on the documented instructions of the Controller.

5.7 The Controller may require correction, deletion, blocking and/or making available the Personal Data during or after termination of the Agreement. The Processor will process the request to the extent it is lawful, and will reasonably fulfil such request in accordance with its standard operational procedures to the extent possible.

5.8 The Controller acknowledges and agrees that some instructions from the Controller, including destruction or return of data, assisting with audits, inspections or DIPAs by the Processor, may result in additional fees. In such case, the Processor will notify the Controller of its fees for providing such assistance in advance, unless otherwise agreed.

6. Sub-Processors

6.1 The Controller acknowledges and agrees that: (i) Affiliates of the Processor may be used as Sub-processors; and (ii) the Processor and its Affiliates respectively may engage Sub-processors in connection with the provision of the Solution and Services.

6.2 All Sub-processors who process Personal Data in the provision of the Solution or Services to the Controller shall comply with the obligations of the Processor set out in this DPA.

6.3 Where Sub-processors are located outside of the UK, the Processor confirms that such Sub-processors: (i) located in the EEA (subject to any review by the UK government relating to the transfer of personal data to the EEA); (ii) are located in a third country or territory recognised by the EU Commission to have an adequate level of protection (subject to any review by the UK government relating to the transfer of personal data to countries recognised as being adequate by the EU Commission); or (iii) have entered into Standard Contractual Clauses with the Processor; or (iv) have other legally recognised appropriate safeguards in place, such as Binding Corporate Rules.

6.4 The Processor shall make available to the Controller the current list of Sub-processors which shall include the identities of Sub-processors and their country of location. During the term of this DPA, the Processor shall provide the Controller with prior notification, via email, of any changes to the list of Sub-processor(s) who may process Personal Data before authorising any new or replacement Sub-processor(s) to process Personal Data in connection with the provision of the Solution or Services.

6.5 The Controller may object to the use of a new or replacement Sub-processor, by notifying the Processor promptly in writing within ten (10) Business Days after receipt of the Processor’s notice. If the Controller objects to a new or replacement Sub-processor, and that objection is not unreasonable, the Controller may terminate the Agreement or applicable Order Form with respect to the Solution or Services which cannot be provided by the Processor without the use of the new or replacement Sub-processor. The Processor will refund the Controller any prepaid fees covering the remainder of the Term of the Agreement (or applicable Order Form) following the effective date of termination with respect to such terminated Solution or Services.

7. Liability

7.1 The limitations on liability set out in the Agreement apply to all claims made pursuant to any breach of the terms of this DPA.

7.2 The parties agree that the Processor shall be liable for any breaches of this DPA caused by the acts and omissions or negligence of its Sub-processors to the same extent the Processor 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.

7.3 The parties agree that the Controller shall be liable for any breaches of this DPA caused by the acts and omissions or negligence of its Affiliates as if such acts, omissions or negligence had been committed by the Controller itself.

7.4 The Controller shall not be entitled to recover more than once in respect of the same claim.

8. Audit

8.1 The Processor shall make available to the Controller all information reasonably necessary to demonstrate compliance with its processing obligations and allow for and contribute to audits and inspections.

8.2 Any audit conducted under this DPA shall consist of examination of the most recent reports, certificates and/or extracts prepared by an independent auditor bound by confidentiality provisions similar to those set out in the Agreement. In the event that provision of the same is not deemed sufficient in the reasonable opinion of the Controller, the Controller may conduct a more extensive audit which will be: (i) at the Controller’s expense; (ii) limited in scope to matters specific to the Controller and agreed in advance; (iii) carried out during UK 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 the Processor’s day-to-day business.

8.3 This clause shall not modify or limit the rights of audit of the Controller, instead it is intended to clarify the procedures in respect of any audit undertaken pursuant thereto.

9. Notification of Data Breach

9.1 The Processor shall notify the Controller without undue delay after becoming aware of (and in any event within 72 hours of discovering) any accidental or unlawful destruction, loss, alteration or unauthorised disclosure or access to any Personal Data (“Data Breach”).

9.2 The Processor will take all commercially reasonable measures to secure the Personal Data, to limit the effects of any Data Breach, and to assist the Controller in meeting the Controller’s obligations under applicable law.

10. Compliance, Cooperation and Response

10.1 In the event that the Processor receives a request from a Data Subject in relation to Personal Data, the Processor will refer the Data Subject to the Controller unless otherwise prohibited by law. The Controller shall reimburse the Processor for all costs incurred resulting from providing reasonable assistance in dealing with a Data Subject request. In the event that the Processor is legally required to respond to the Data Subject, the Controller will fully cooperate with the Processor as applicable.

10.2 The Processor will notify the Controller promptly of any request or complaint regarding the processing of Personal Data, which adversely impacts the Controller, unless such notification is not permitted under applicable law or a relevant court order.

10.3 The Processor may make copies of and/or retain Personal Data in compliance with any legal or regulatory requirement including, but not limited to, retention requirements.

10.4 The Processor shall reasonably assist the Controller in meeting its obligation to carry out data protection impact assessments (DPIAs), taking into account the nature of processing and the information available to the Processor.

10.5 The parties acknowledge that it is the duty of the Controller to notify the Processor within a reasonable time, of any changes to applicable data protection laws, codes or regulations which may affect the contractual duties of the Processor. The Processor 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 the Processor is unable to accommodate the necessary changes, the Controller may terminate the part or parts of the Solution or 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 the Solution or Services shall remain unaffected.

10.6 The Controller and the Processor 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.

11. Term and Termination

11.1 The Processor will 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.

11.2 The Processor shall at the choice of the Controller, delete or return Personal Data to the Controller after the end of the provision of the Solution or Services relating to processing, and delete existing copies unless applicable law or regulations require storage of the Personal Data.

12. General

12.1 This DPA sets out the entire understanding of the parties with regards to the subject matter herein.
12.2 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.

12.3 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.

Exhibit A

Overview of data processing activities to be performed by the Processor

1. Controller

The Controller transfers Personal Data identified in sections 3, 4 and 5 below, as it relates to the processing operations identified in section 6 below.

The Controller is:
The Customer named in the Order Form.

2. Processor

The Processor received data identified in sections 3, 4 and 5 below, as it relates to the processing operations identified in section 6 below.

The Processor is:
Venture Harbour Ltd of
Lytchett House, 13 Freeland Park, Wareham Road, Poole, Dorset, BH16 6FA.

3. Data Subjects

The Personal Data transferred concern the following categories of Data Subjects:

  • Employees, freelancers and contractors of the Controller.
  • Authorised Users, Affiliates and other participants from time to time to whom the Controller has granted the right to access the Solution or Services in accordance with the terms of the Agreement.
  • Clients of the Controller and individuals with whom those end users communicate with by email and/or instant messaging.
  • Service providers of the Controller.
  • Other individuals to the extent identifiable in the content of emails or their attachments or in archiving content.

4. Categories of Data

The Personal Data transferred concern the following categories of data:

    • Personal details, names, usernames, passwords, email addresses of Authorised Users
    • Personal Data derived from the Authorised Users use of the Solution or Services such as records and business intelligence information.
    • Personal Data within email and messaging content which identifies or may reasonably be used to identify, data subjects.
    • Meta data including sent, to, from, date, time, subject, which may include Personal Data
    • Financial data,
    • Consumption habits,
    • Data concerning education and profession,
    • Data revealing political opinions, image and sound recordings.

5. Special categories of Data

Personal Data transferred concern the following special categories of data:

No sensitive data or special categories of data are intended to be transferred,/but may be contained in the content of or attachments to emails.

6. Processing operations

The Personal Data transferred will be subject to the following basic processing activities:

Personal Data will be processed to the extent necessary to provide the Solution and Services in accordance with both the Agreement and the Controller’s instructions. The Processor processes

Personal Data only on behalf of the Controller. Processing operations include, but are not limited to: displaying lead information, account management etc. this operation relates to all aspects of Personal Data processed.

Technical support, issue diagnosis and error correction to ensure the efficient and proper running of the systems and to identify, analyse and resolve technical issues both generally in the provision of the Solution and Services and specifically in answer to a Controller query. This operation may relate to all aspects of Personal Data processed but will be limited to metadata where possible.

Virus, anti-spam and Malware checking in accordance with the Solution and Services provided. This operation relates to all aspects of Personal Data processed.

URL scanning for the purposes of the provision of targeted threat protection and similar service which may be provided under the Agreement. This operation relates to attachments and links in emails and will relates to any Personal Data within those attachments or links which could include all categories of Personal Data.

Exhibit B

Technical and Organisational Security Measures

  • All source code is automatically tested for vulnerabilities relating to Auth, Cross-Site Request Forgery (CSRF), command injection, cryptography, denial of service (DOS), file access, HTTP, SQL injection, SSL, XSS, and more before being deployed onto our production environment.
  • We enforce a strict password policy and use 2FA (two-factor authentication) for server access
  • We limit access to the production server and database to a small number of people and locations.

List of Subprocessors

Google (USA)
FullStory (USA)
Intercom (USA)
Postmark (USA)
Sentry (USA)
Slack (USA)
Stripe (USA)
Zapier (USA)