ADDENDUM FOR EUROPEAN ECONOMIC AREA
This Data Protection Addendum ("Addendum") forms part of the Terms of Service ("Principal Agreement") between: (i) Gosfem ("Gosfem") acting on its own behalf; and (ii) user of Gosfem.com website ("Client") acting on its own behalf.
Gosfem and the Client are hereinafter collectively referred to as "Parties" and individually as "Party".
The terms used in this Addendum shall have the meanings set forth in this Addendum. Capitalized terms not otherwise defined herein shall have the meaning given to them in the Principal Agreement. Except as modified below, the terms of the Principal Agreement shall remain in full force and effect.
In consideration of the mutual obligations set out herein, the parties hereby agree that the terms and conditions set out below shall be added as an Addendum to the Principal Agreement. Except where the context requires otherwise, references in this Addendum to the Principal Agreement are to the Principal Agreement as amended by, and including, this Addendum.
1. Definitions
1.1 In this Addendum, the following terms shall have the meanings set out below and cognate terms shall be construed accordingly:
1.1.1 "Applicable Laws" means (a) European Union or Member State laws with respect to any Client Personal Data in respect of which Client is subject to EU Data Protection Laws; and (b) any other applicable law with respect to any Client Personal Data in respect of which Client is subject to any other Data Protection Laws;
1.1.2 "Contracted Processor" means Gosfem or a Subprocessor;
1.1.3 "Client Personal Data" means any Personal Data Processed by a Contracted Processor on behalf of Client pursuant to or in connection with the Principal Agreement;
1.1.4 "Data Protection Laws" means EU Data Protection Laws and the data protection or privacy laws of India;
1.1.5 "EEA" means the European Economic Area;
1.1.6 "EU Data Protection Laws" means EU Directive 95/46/EC, as transposed into domestic legislation of each Member State and as amended, replaced or superseded from time to time, including by the GDPR and laws implementing or supplementing the GDPR;
1.1.7 "GDPR" means EU General Data Protection Regulation 2016/679;
1.1.8 "Restricted Transfer" means:
1.1.8.1 a transfer of Client Personal Data from Client to a Contracted Processor; or
1.1.8.2 an onward transfer of Client Personal Data from a Contracted Processor to another Contracted Processor, or between two establishments of a Contracted Processor, in each case, where such transfer would be prohibited by Data Protection Laws (or by the terms of data transfer agreements put in place to address the data transfer restrictions of Data Protection Laws) in the absence of the Standard Contractual Clauses to be established under section 5.4.3 or 11 below;
1.1.9 "Services" means the services and other activities to be supplied to or carried out by or on behalf of Gosfem for Client pursuant to the Principal Agreement;
1.1.10 "Standard Contractual Clauses" means the contractual clauses set out in Annex 2, amended as indicated (in square brackets and italics) in that Annex; and
1.1.11 "Subprocessor" means Amazon Web Services and any other person (including any third party, but excluding an employee of Gosfem or any of its sub-contractors) appointed by or on behalf of Gosfem to Process Personal Data on behalf of the Client in connection with the Principal Agreement.
1.2 The terms, "Commission", "Controller", "Data Subject", "Member State", "Personal Data", "Personal Data Breach", "Processing" and "Supervisory Authority" shall have the same meaning as in the GDPR, and their cognate terms shall be construed accordingly.
1.3 The word "include" shall be construed to mean include without limitation, and cognate terms shall be construed accordingly.
2. Processing of Client Personal Data
2.1 Gosfem shall:
2.1.1 comply with all applicable Data Protection Laws in the Processing of Client Personal Data; and
2.1.2 not Process Client Personal Data other than on the Client’s documented instructions unless Processing is required by Applicable Laws to which the relevant Contracted Processor is subject, in which case Gosfem or the Subprocessor shall to the extent permitted by Applicable Laws inform the Client of that legal requirement before the relevant Processing of that Personal Data.
2.2 The Client:
2.2.1 instructs Gosfem (and authorises Gosfem to instruct each Subprocessor) to:
2.2.1.1 Process Client Personal Data; and
2.2.1.2 in particular, transfer Client Personal Data to any country or territory, as reasonably necessary for the provision of the Services and consistent with the Principal Agreement; and
2.2.2 warrants and represents that it is and will at all relevant times remain duly and effectively authorised to give the instruction set out in section 2.2.1.
2.3 Annex 1 to this Addendum sets out certain information regarding the Contracted Processors' Processing of the Client Personal Data as required by Article 28(3) of the GDPR (and, possibly, equivalent requirements of other Data Protection Laws). Client may make reasonable amendments to Annex 1 by written notice to Gosfem from time to time as the Client reasonably considers necessary to meet those requirements. Nothing in Annex 1 (including as amended pursuant to this section 2.3) confers any right or imposes any obligation on any party to this Addendum.
3. Gosfem Personnel
Gosfem shall take reasonable steps to ensure the reliability of any employee, agent or contractor of any Contracted Processor who may have access to the Client Personal Data, ensuring in each case that access is strictly limited to those individuals who need to know / access the relevant Client Personal Data, as strictly necessary for the purposes of the Principal Agreement, and to comply with Applicable Laws in the context of that individual's duties to the Contracted Processor, ensuring that all such individuals are subject to confidentiality undertakings or professional or statutory obligations of confidentiality.
4. Security
4.1 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, Gosfem shall in relation to the Client Personal Data implement appropriate technical and organizational measures to ensure a level of security appropriate to that risk, including, as appropriate, the measures referred to in Article 32(1) of the GDPR.
4.2 In assessing the appropriate level of security, Gosfem shall take account in particular of the risks that are presented by Processing, in particular from a Personal Data Breach.
5. Subprocessing
5.1 Client authorises Gosfem to appoint (and permit each Subprocessor appointed in accordance with this section 5 to appoint) Subprocessors in accordance with this section 5 and any restrictions in the Principal Agreement.
5.2 Gosfem may continue to use those Subprocessors already engaged by Gosfem as at the date of this Addendum, subject to Gosfem in each case as soon as practicable meeting the obligations set out in section 5.4.
5.3 Gosfem shall give the Client prior written notice of the appointment of any new Subprocessor, including full details of the Processing to be undertaken by the Subprocessor. The Client shall notify all affected Clients within seven (7) days of so being notified by Gosfem. If, within thirty days (30 days) of receipt of the notice by the Client, the Client notifies Gosfem in writing of any objections (on reasonable grounds) to the proposed appointment:
5.3.1 Gosfem shall work with the Client in good faith to make available a commercially reasonable change in the provision of the Services which avoids the use of that proposed Subprocessor; and
5.3.2 where such a change cannot be made within thirty (30) days from Gosfem's receipt of Client’s notice, notwithstanding anything in the Principal Agreement, Client may by written notice to Gosfem with immediate effect terminate the Principal Agreement to the extent that it relates to the Services which require the use of the proposed Subprocessor.
5.4 With respect to each Subprocessor, Gosfem shall:
5.4.1 before the Subprocessor first Processes Client Personal Data (or, where relevant, in accordance with section 5.2), carry out adequate due diligence to ensure that the Subprocessor is capable of providing the level of protection for Client Personal Data required by the Principal Agreement;
5.4.2 ensure that the arrangement between on the one hand Gosfem, and on the other hand the Subprocessor, is governed by a written contract including terms which offer at least the same level of protection for Client Personal Data as those set out in this Addendum and meet the requirements of article 28(3) of the GDPR;
5.4.3 if that arrangement involves a Restricted Transfer, ensure that the Standard Contractual Clauses are at all relevant times incorporated into the agreement between on the one hand Gosfem, and on the other hand the Subprocessor, or before the Subprocessor first Processes Client Personal Data procure that it enters into an agreement incorporating the Standard Contractual Clauses with the Client, and Client shall co-operate with its population and execution; and
5.4.4 provide to Company for review such copies of the Contracted Processors' agreements with Subprocessors (which may be redacted to remove confidential commercial information not relevant to the requirements of this Addendum) as Company may request from time to time.
5.5 Gosfem shall ensure that each Subprocessor performs the obligations under sections 2.1, 3, 4, 6.1, 7.2, 8 and 10.1, as they apply to Processing of Client Personal Data carried out by that Subprocessor, as if it were party to this Addendum in place of Gosfem.
6. Data Subject Rights
6.1 Taking into account the nature of the Processing, Gosfem shall assist Client by implementing appropriate technical and organisational measures, insofar as this is possible, for the fulfilment of the Client’s obligations, as reasonably understood by Gosfem, to respond to requests to exercise Data Subject rights under the Data Protection Laws.
6.2 Gosfem shall:
6.2.1 promptly notify the Client if any Contracted Processor receives a request from a Data Subject under any Data Protection Law in respect of Client Personal Data; and
6.2.2 ensure that the Contracted Processor does not respond to that request except on the documented instructions of Client or as required by Applicable Laws to which the Contracted Processor is subject, in which case Gosfem shall to the extent permitted by Applicable Laws inform Client of that legal requirement before the Contracted Processor responds to the request.
7. Personal Data Breach
7.1 Gosfem shall notify Client without undue delay upon Gosfem or any Subprocessor becoming aware of a Personal Data Breach affecting Client Personal Data, providing Client with sufficient information to allow the Client to meet any obligations to report or inform Data Subjects of the Personal Data Breach under the Data Protection Laws.
7.2 Gosfem shall co-operate with Client and take such reasonable commercial steps as are directed by Client to assist in the investigation, mitigation and remediation of each such Personal Data Breach.
8. Data Protection Impact Assessment and Prior Consultation
Gosfem shall provide reasonable assistance to Client with any data protection impact assessments, and prior consultations with Supervising Authorities or other competent data privacy authorities, which Client reasonably considers to be required by Article 35 or 36 of the GDPR or equivalent provisions of any other Data Protection Law, in each case solely in relation to Processing of Client Personal Data by, and taking into account the nature of the Processing and information available to, the Contracted Processors.
9. Deletion or return of Client Personal Data
9.1 Subject to section 9.3, Client may in its absolute discretion by written notice to Gosfem before the cessation of the Principal Agreement, require Gosfem to provide a complete copy of all Client Personal Data to Client by secure file transfer in such format as is considered reasonable by Gosfem. Gosfem shall comply with any such written request within 30 days of the receipt of the notice.
9.2 Gosfem shall be under no obligation to continue retaining Client Personal Data after cessation of the Principal Agreement. Subject to section 9.3, Client may in its absolute discretion by written notice to Gosfem prior to or post the cessation of the Principal Agreement, require Gosfem to delete and procure the deletion of all other copies of Client Personal Data Processed by any Contracted Processor. Gosfem shall comply with any such written request within 45 days of the receipt of the notice. Gosfem shall provide a written confirmation of deletion of data upon request under this section 9.2 to Client.
9.3 Each Contracted Processor may retain Client Personal Data to the extent required by Applicable Laws and only to the extent and for such period as required by Applicable Laws and always provided that Gosfem shall ensure the confidentiality of all such Client Personal Data and shall ensure that such Client Personal Data is only Processed as necessary for the purpose(s) specified in the Applicable Laws requiring its storage and for no other purpose.
10. Audit rights
10.1 Subject to section 10.2, Gosfem shall make available to Client on request all information necessary to demonstrate compliance with this Addendum, and shall allow for and contribute to audits, including inspections, by Client or an auditor mandated by Client in relation to the Processing of the Client Personal Data by the Contracted Processors.
10.2 Client undertaking an audit shall give Gosfem reasonable notice of any audit or inspection to be conducted under section
11.1, make necessary payment as determined by Gosfem for the audit, and shall make (and ensure that each of its mandated auditors makes) reasonable endeavours to avoid causing (or, if it cannot avoid, to minimise) any damage, injury or disruption to the Contracted Processors' premises, equipment, personnel and business while its personnel are on those premises in the course of such an audit or inspection. A Contracted Processor need not give access to its premises for the purposes of such an audit or inspection:
10.2.1 to any individual unless he or she produces reasonable evidence of identity and authority;
10.2.2 outside normal business hours at those premises, unless the audit or inspection needs to be conducted on an emergency basis and Client undertaking an audit has given notice to Gosfem that this is the case before attendance outside those hours begins; or
10.2.3 for the purposes of more than one audit or inspection, in respect of each Contracted Processor, in any calendar year, except for any additional audits or inspections Client is required or requested to carry out by Data Protection Law, a Supervisory Authority or any similar regulatory authority responsible for the enforcement of Data Protection Laws in any country or territory, where Client undertaking an audit has identified its concerns or the relevant requirement or request in its notice to Gosfem of the audit or inspection.
11. Restricted Transfers
11.1 Subject to section 11.3, the Client (as "data exporter") and Gosfem (as "data importer") hereby enter into the Standard Contractual Clauses in respect of any Restricted Transfer from the Client to Gosfem.
11.2 The Standard Contractual Clauses shall come into effect under section 11.1 on the later of:
11.2.1 the data exporter becoming a party to them;
11.2.2 the data importer becoming a party to them; and
11.2.3 commencement of the relevant Restricted Transfer.
11.3 Section 11.1 shall not apply to a Restricted Transfer unless its effect, together with other reasonably practicable compliance steps (which, for the avoidance of doubt, do not include obtaining consents from Data Subjects), is to allow the relevant Restricted Transfer to take place without breach of applicable Data Protection Law.
12. General Terms
Governing law and jurisdiction
12.1 Without prejudice to clauses 7 (Mediation and Jurisdiction) and 9 (Governing Law) of the Standard Contractual Clauses:
12.1.1 the parties to this Addendum hereby submit to the choice of jurisdiction stipulated in the Principal Agreement with respect to any disputes or claims howsoever arising under this Addendum, including disputes regarding its existence, validity or termination or the consequences of its nullity; and
12.1.2 this Addendum and all non-contractual or other obligations arising out of or in connection with it are governed by the laws of the country or territory stipulated for this purpose in the Principal Agreement.
Order of precedence
12.2 Nothing in this Addendum reduces Gosfem's obligations under the Principal Agreement in relation to the protection of Personal Data or permits Gosfem to Process (or permit the Processing of) Personal Data in a manner which is prohibited by the Principal Agreement. In the event of any conflict or inconsistency between this Addendum and the Standard Contractual Clauses, the Standard Contractual Clauses shall prevail.
12.3 Subject to section 12.2, with regard to the subject matter of this Addendum, in the event of inconsistencies between the provisions of this Addendum and any other agreements between the parties, including the Principal Agreement and including (except where explicitly agreed otherwise in writing, signed on behalf of the parties) agreements entered into or purported to be entered into after the date of this Addendum, the provisions of this Addendum shall prevail.
Severance
12.4 Should any provision of this Addendum be invalid or unenforceable, then the remainder of this Addendum shall remain valid and in force. The invalid or unenforceable provision shall be either (i) amended as necessary to ensure its validity and enforceability, while preserving the parties’ intentions as closely as possible or, if this is not possible, (ii) construed in a manner as if the invalid or unenforceable part had never been contained therein.
ANNEX 1: DETAILS OF PROCESSING OF CLIENT PERSONAL DATA
This Annex 1 includes certain details of the Processing of Client Personal Data as required by Article 28(3) GDPR.
Subject matter and duration of the Processing of Client Personal Data
The subject matter and duration of the Processing of the Client Personal Data are set out in the Principal Agreement and this Addendum.
The nature and purpose of the Processing of Client Personal Data
The Client Personal Data includes personal information about students, employees and applicants. The purpose of Processing is to maintain a record of the particulars of students, employees and applicants.
The types of Client Personal Data to be Processed
Students: Admission number, admission date, name, batch, date of birth, gender, place of birth, nationality, language, address, phone number, email address, photograph, emergency contact and details of previous studies.
Guardians of students: Name, name of ward, relation to ward, email, phone number, address, date of birth, occupation, income and education.
Employees: Employee number, date of joining, name, gender, job title, employee position, department, name of reporting manager, employee grade, qualification, experience, date of birth, marital status, number of children, father’s name, mother’s name, husband’s name, nationality, address, phone number, email address, fax number and photograph.
Applicants: Registration number, name, date of birth, address, phone number, email address, gender, course that the applicant has registered for, photograph, status, pin number, print token, subjects, amount, normal subjects, place of birth, language, student category, subject amounts, last attended school and qualifying exam details.
Guardians of applicants: Applicant name, name of guardian, relation to applicant, email address, phone number, address, date of birth, occupation, income and education.
User records: username, name, email address and hashed password.
The categories of Data Subject to whom the Client Personal Data relates
Students, employees and applicants of the Client.
The obligations and rights of Company
The obligations and rights of Company are set out in the Principal Agreement and this Addendum.
12.4.1 ANNEX 2: STANDARD CONTRACTUAL CLAUSES
Standard Contractual Clauses (Processors)
For the purposes of Article 26(2) of Directive 95/46/EC for the transfer of personal data to processors established in third countries which do not ensure an adequate level of data protection. [The parties agreeing that the foregoing recital in this sentence is deemed deleted if the Clauses set forth herein are not governed by the law of a member state of the European Economic Area (“EEA”).]
You (the data exporter) And Gosfem Technologies Private Limited (the data importer) each a “party”; together “the parties”,
HAVE AGREED on the following Contractual Clauses (the Clauses) in order to adduce adequate safeguards with respect to the protection of privacy and fundamental rights and freedoms of individuals for the transfer by the data exporter to the data importer of the personal data specified in Appendix 1.
[The data exporter has entered into a data processing addendum (“DPA”) with the data importer. Pursuant to the terms of the DPA, it is contemplated that services provided by the data importer will involve the transfer of personal data to data importer.
These Clauses are deemed to be amended from time to time, to the extent that they relate to a Restricted Transfer which is subject to the Data Protection Laws of a given country or territory, to reflect (to the extent possible without material uncertainty as to the result) any change (including any replacement) made in accordance with those Data Protection Laws (i) by the Commission to or of the equivalent contractual clauses approved by the Commission under EU Directive 95/46/EC or the GDPR (in the case of the Data Protection Laws of the European Union or a Member State); or (ii) by an equivalent competent authority to or of any equivalent contractual clauses approved by it or by another competent authority under another Data Protection Law (otherwise).
If these Clauses are not governed by the law of a Member State, the terms “Member State” and “State” are replaced, throughout, by the word “jurisdiction”.]
Clause 1
Definitions
For the purposes of the Clauses:
(a) 'personal data', 'special categories of data', 'process/processing', 'controller', 'processor', 'data subject' and 'supervisory authority' shall have the same meaning as in Directive 95/46/EC of the European Parliament and of the Council of 24 October 1995 on the protection of individuals with regard to the processing of personal data and on the free movement of such data;
(b) 'the data exporter' means the controller who transfers the personal data;
(c) 'the data importer' means the processor who agrees to receive from the data exporter personal data intended for processing on his behalf after the transfer in accordance with his instructions and the terms of the Clauses and who is not subject to a third country's system ensuring adequate protection within the meaning of Article 25(1) of Directive 95/46/EC;
(d) 'the subprocessor' means any processor engaged by the data importer or by any other subprocessor of the data importer who agrees to receive from the data importer or from any other subprocessor of the data importer personal data exclusively intended for processing activities to be carried out on behalf of the data exporter after the transfer in accordance with his instructions, the terms of the Clauses and the terms of the written subcontract;
(e) 'the applicable data protection law' means the legislation protecting the fundamental rights and freedoms of individuals and, in particular, their right to privacy with respect to the processing of personal data applicable to a data controller in the Member State in which the data exporter is established;
(f) 'technical and organisational security measures' means those measures aimed at protecting personal data against accidental or unlawful destruction or accidental loss, alteration, unauthorised disclosure or access, in particular where the processing involves the transmission of data over a network, and against all other unlawful forms of processing.
Clause 2
Details of the transfer
The details of the transfer and in particular the special categories of personal data where applicable are specified in Appendix 1 which forms an integral part of the Clauses.
Clause 3
Third-party beneficiary clause
1. The data subject can enforce against the data exporter this Clause, Clause 4(b) to (i), Clause 5(a) to (e), and (g) to (j), Clause 6(1) and (2), Clause 7, Clause 8(2), and Clauses 9 to 12 as third-party beneficiary.
2. The data subject can enforce against the data importer this Clause, Clause 5(a) to (e) and (g), Clause 6, Clause 7, Clause 8(2), and Clauses 9 to 12, in cases where the data exporter has factually disappeared or has ceased to exist in law unless any successor entity has assumed the entire legal obligations of the data exporter by contract or by operation of law, as a result of which it takes on the rights and obligations of the data exporter, in which case the data subject can enforce them against such entity.
3. The data subject can enforce against the subprocessor this Clause, Clause 5(a) to (e) and (g), Clause 6, Clause 7, Clause 8(2), and Clauses 9 to 12, in cases where both the data exporter and the data importer have factually disappeared or ceased to exist in law or have become insolvent, unless any successor entity has assumed the entire legal obligations of the data exporter by contract or by operation of law as a result of which it takes on the rights and obligations of the data exporter, in which case the data subject can enforce them against such entity. Such third-party liability of the subprocessor shall be limited to its own processing operations under the Clauses.
4. The parties do not object to a data subject being represented by an association or other body if the data subject so expressly wishes and if permitted by national law.
Clause 4
Obligations of the data exporter
The data exporter agrees and warrants:
(a) that the processing, including the transfer itself, of the personal data has been and will continue to be carried out in accordance with the relevant provisions of the applicable data protection law (and, where applicable, has been notified to the relevant authorities of the Member State where the data exporter is established) and does not violate the relevant provisions of that State;
(b) that it has instructed and throughout the duration of the personal data processing services will instruct the data importer to process the personal data transferred only on the data exporter's behalf and in accordance with the applicable data protection law and the Clauses;
(c) that the data importer will provide sufficient guarantees in respect of the technical and organisational security measures specified in Appendix 2 to this contract;
(d) that after assessment of the requirements of the applicable data protection law, the security measures are appropriate to protect personal data against accidental or unlawful destruction or accidental loss, alteration, unauthorised disclosure or access, in particular where the processing involves the transmission of data over a network, and against all other unlawful forms of processing, and that these measures ensure a level of security appropriate to the risks presented by the processing and the nature of the data to be protected having regard to the state of the art and the cost of their implementation;
(e) that it will ensure compliance with the security measures;
(f) that, if the transfer involves special categories of data, the data subject has been informed or will be informed before, or as soon as possible after, the transfer that its data could be transmitted to a third country not providing adequate protection within the meaning of Directive 95/46/EC;
(g) to forward any notification received from the data importer or any subprocessor pursuant to Clause 5(b) and Clause 8(3) to the data protection supervisory authority if the data exporter decides to continue the transfer or to lift the suspension;
(h) to make available to the data subjects upon request a copy of the Clauses, with the exception of Appendix 2, and a summary description of the security measures, as well as a copy of any contract for subprocessing services which has to be made in accordance with the Clauses, unless the Clauses or the contract contain commercial information, in which case it may remove such commercial information;
(i) that, in the event of subprocessing, the processing activity is carried out in accordance with Clause 11 by a subprocessor providing at least the same level of protection for the personal data and the rights of data subject as the data importer under the Clauses; and
(j) that it will ensure compliance with Clause 4(a) to (i).
Clause 5
Obligations of the data importer
The data importer agrees and warrants:
(a) to process the personal data only on behalf of the data exporter and in compliance with its instructions and the Clauses; if it cannot provide such compliance for whatever reasons, it agrees to inform promptly the data exporter of its inability to comply, in which case the data exporter is entitled to suspend the transfer of data and/or terminate the contract;
(b) that it has no reason to believe that the legislation applicable to it prevents it from fulfilling the instructions received from the data exporter and its obligations under the contract and that in the event of a change in this legislation which is likely to have a substantial adverse effect on the warranties and obligations provided by the Clauses, it will promptly notify the change to the data exporter as soon as it is aware, in which case the data exporter is entitled to suspend the transfer of data and/or terminate the contract;
(c) that it has implemented the technical and organisational security measures specified in Appendix 2 before processing the personal data transferred;
(d) that it will promptly notify the data exporter about:
(i) any legally binding request for disclosure of the personal data by a law enforcement authority unless otherwise prohibited, such as a prohibition under criminal law to preserve the confidentiality of a law enforcement investigation,
(ii) any accidental or unauthorised access, and
(iii) any request received directly from the data subjects without responding to that request, unless it has been otherwise authorised to do so;
(e) to deal promptly and properly with all inquiries from the data exporter relating to its processing of the personal data subject to the transfer and to abide by the advice of the supervisory authority with regard to the processing of the data transferred;
(f) at the request of the data exporter to submit its data processing facilities for audit of the processing activities covered by the Clauses which shall be carried out by the data exporter or an inspection body composed of independent members and in possession of the required professional qualifications bound by a duty of confidentiality, selected by the data exporter, where applicable, in agreement with the supervisory authority;
(g) to make available to the data subject upon request a copy of the Clauses, or any existing contract for subprocessing, unless the Clauses or contract contain commercial information, in which case it may remove such commercial information, with the exception of Appendix 2 which shall be replaced by a summary description of the security measures in those cases where the data subject is unable to obtain a copy from the data exporter;
(h) that, in the event of subprocessing, it has previously informed the data exporter and obtained its prior written consent;
(i) that the processing services by the subprocessor will be carried out in accordance with Clause 11;
(j) to send promptly a copy of any subprocessor agreement it concludes under the Clauses to the data exporter.
Clause 6
Liability
1. The parties agree that any data subject, who has suffered damage as a result of any breach of the obligations referred to in Clause 3 or in Clause 11 by any party or subprocessor is entitled to receive compensation from the data exporter for the damage suffered.
2. If a data subject is not able to bring a claim for compensation in accordance with paragraph 1 against the data exporter, arising out of a breach by the data importer or his subprocessor of any of their obligations referred to in Clause 3 or in Clause 11, because the data exporter has factually disappeared or ceased to exist in law or has become insolvent, the data importer agrees that the data subject may issue a claim against the data importer as if it were the data exporter, unless any successor entity has assumed the entire legal obligations of the data exporter by contract of by operation of law, in which case the data subject can enforce its rights against such entity.
The data importer may not rely on a breach by a subprocessor of its obligations in order to avoid its own liabilities.
3. If a data subject is not able to bring a claim against the data exporter or the data importer referred to in paragraphs 1 and 2, arising out of a breach by the subprocessor of any of their obligations referred to in Clause 3 or in Clause 11 because both the data exporter and the data importer have factually disappeared or ceased to exist in law or have become insolvent, the subprocessor agrees that the data subject may issue a claim against the data subprocessor with regard to its own processing operations under the Clauses as if it were the data exporter or the data importer, unless any successor entity has assumed the entire legal obligations of the data exporter or data importer by contract or by operation of law, in which case the data subject can enforce its rights against such entity. The liability of the subprocessor shall be limited to its own processing operations under the Clauses.
Clause 7
Mediation and jurisdiction
1. The data importer agrees that if the data subject invokes against it third-party beneficiary rights and/or claims compensation for damages under the Clauses, the data importer will accept the decision of the data subject:
(a) to refer the dispute to mediation, by an independent person or, where applicable, by the supervisory authority;
(b) to refer the dispute to the courts in the Member State in which the data exporter is established.
2. The parties agree that the choice made by the data subject will not prejudice its substantive or procedural rights to seek remedies in accordance with other provisions of national or international law.
Clause 8
Cooperation with supervisory authorities
1. The data exporter agrees to deposit a copy of this contract with the supervisory authority if it so requests or if such deposit is required under the applicable data protection law.
2. The parties agree that the supervisory authority has the right to conduct an audit of the data importer, and of any subprocessor, which has the same scope and is subject to the same conditions as would apply to an audit of the data exporter under the applicable data protection law.
3. The data importer shall promptly inform the data exporter about the existence of legislation applicable to it or any subprocessor preventing the conduct of an audit of the data importer, or any subprocessor, pursuant to paragraph 2. In such a case the data exporter shall be entitled to take the measures foreseen in Clause 5 (b).
Clause 9
Governing Law
The Clauses shall be governed by the law of the Member State in which the data exporter is established.
Clause 10
Variation of the contract
The parties undertake not to vary or modify the Clauses. This does not preclude the parties from adding clauses on business related issues where required as long as they do not contradict the Clause.
Clause 11
Subprocessing
1. The data importer shall not subcontract any of its processing operations performed on behalf of the data exporter under the Clauses without the prior written consent of the data exporter. Where the data importer subcontracts its obligations under the Clauses, with the consent of the data exporter, it shall do so only by way of a written agreement with the subprocessor which imposes the same obligations on the subprocessor as are imposed on the data importer under the Clauses. Where the subprocessor fails to fulfil its data protection obligations under such written agreement the data importer shall remain fully liable to the data exporter for the performance of the subprocessor's obligations under such agreement.
2. The prior written contract between the data importer and the subprocessor shall also provide for a third-party beneficiary clause as laid down in Clause 3 for cases where the data subject is not able to bring the claim for compensation referred to in paragraph 1 of Clause 6 against the data exporter or the data importer because they have factually disappeared or have ceased to exist in law or have become insolvent and no successor entity has assumed the entire legal obligations of the data exporter or data importer by contract or by operation of law. Such third-party liability of the subprocessor shall be limited to its own processing operations under the Clauses.
3. The provisions relating to data protection aspects for subprocessing of the contract referred to in paragraph 1 shall be governed by the law of the Member State in which the data exporter is established.
4. The data exporter shall keep a list of subprocessing agreements concluded under the Clauses and notified by the data importer pursuant to Clause 5 (j), which shall be updated at least once a year. The list shall be available to the data exporter's data protection supervisory authority.
Clause 12
Obligation after the termination of personal data processing services
1. The parties agree that on the termination of the provision of data processing services, the data importer and the subprocessor shall, at the choice of the data exporter, return all the personal data transferred and the copies thereof to the data exporter or shall destroy all the personal data and certify to the data exporter that it has done so, unless legislation imposed upon the data importer prevents it from returning or destroying all or part of the personal data transferred. In that case, the data importer warrants that it will guarantee the confidentiality of the personal data transferred and will not actively process the personal data transferred anymore.
2. The data importer and the subprocessor warrant that upon request of the data exporter and/or of the supervisory authority, it will submit its data processing facilities for an audit of the measures referred to in paragraph 1.
Appendix 1 to the Standard Contractual Clauses
This Appendix forms part of the Clauses and must be completed and signed by the parties The Member States may complete or specify, according to their national procedures, any additional necessary information to be contained in this Appendix
Data exporter
The data exporter is:
An educational institute located in the European Economic Area.
Data importer
The data importer is:
A company registered in India that has developed and maintains a website for management of educational institutes. This software can be used by educational institutes to manage details of students, applicants and employees of the educational institute.
Data subjects
The personal data transferred concern the following categories of data subjects:
Students, employees and applicants of the data exporter.
Categories of data
The personal data transferred concern the following categories of data:
Students: Admission number, admission date, name, batch, date of birth, gender, place of birth, nationality, language, address, phone number, email address, photograph, emergency contact and details of previous studies.
Guardians of students: Name, name of ward, relation to ward, email, phone number, address, date of birth, occupation, income and education.
Employees: Employee number, date of joining, name, gender, job title, employee position, department, name of reporting manager, employee grade, qualification, experience, date of birth, marital status, number of children, father’s name, mother’s name, husband’s name, nationality, address, phone number, email address, fax number and photograph.
Applicants: Registration number, name, date of birth, address, phone number, email address, gender, course that the applicant has registered for, photograph, status, pin number, print token, subjects, amount, normal subjects, place of birth, language, student category, subject amounts, last attended school and qualifying exam details.
Guardians of applicants: Applicant name, name of guardian, relation to applicant, email address, phone number, address, date of birth, occupation, income and education.
User records: username, name, email address and hashed password.
Special categories of data (if appropriate)
The personal data transferred concern the following special categories of data:
Blood group of students, employees and applicants.
Religion of students and applicants.
Processing operations
The personal data transferred will be subject to the following basic processing activities:
At the instructions of the data exporter or subject to the terms of any agreement between the data exporter and the data importer, the data importer may store, retrieve, adapt or alter, disclose, disseminate, organise, structure, or use the personal data.
Appendix 2 to the Standard Contractual Clauses
This Appendix forms part of the Clauses and must be completed and signed by the parties.
Description of the technical and organisational security measures implemented by the data importer in accordance with Clauses 4(d) and 5(c):
The data importer has implemented strict security measures including:
Transfer of personal data through the internet is protected through the use of encryption.
User credentials are saved after encryption.
Access to personal data is restricted to specific personnel based on necessity to access the data to fix issues, for maintenance or other technical reasons.
This document was last updated on May 16, 2023.
