Version 1.0 Last updated October 2023

TABLE OF CONTENTS

THIS AGREEMENT applies from the Effective Date of the relevant Master Agreement.

PARTIES

(1) The person named in the Order or in a Subscription Agreement (the Customer);

(2) Intuitive Business Intelligence Limited incorporated and registered in England and Wales with company number 07309070 whose registered office is at Platform, New Station St, Leeds, LS1 4JB, England (the Provider).

BACKGROUND

(A) The Customer and the Provider entered into a contract for the provision of Services to the Customer (Master Agreement) that may require the Provider to process Personal Data on behalf of the Customer

(B) This Personal Data Processing Agreement (Agreement) sets out the additional terms, requirements and conditions on which the Provider will process Personal Data when providing services under the Master Agreement. This agreement contains the mandatory clauses required by Article 28(3) of the retained EU law version of the General Data Protection Regulation ((EU) 2016/679) for contracts between controllers and processors.

AGREED TERMS

1. DEFINITIONS AND INTERPRETATIONS

The following definitions and rules of interpretation apply in this agreement.

1.1 Definitions:

Authorised Persons: the persons or categories of persons that the Customer authorises to give the Provider written personal data processing instructions and from whom the Provider agrees solely to accept such instructions.

Business Purposes: the services to be provided by the Provider to the Customer as described in the Master Agreement and any other purpose specifically identified in Appendix A.

Commissioner: the Information Commissioner (see Article 4(A3), UK GDPR and section 114, DPA 2018).

Controller, Processor, Data Subject, Personal Data, Personal Data Breach and Processing: have the meanings given to them in the Data Protection Legislation.

Data Protection Legislation: all applicable data protection and privacy legislation in force from time to time in the UK including without limitation the UK GDPR; the Data Protection Act 2018 (and regulations made thereunder) (DPA 2018); and the Privacy and Electronic Communications Regulations 2003 (SI 2003/2426) as amended;

EEA: the European Economic Area.

Records: has the meaning given to it in Clause 12.

Term: this agreement’s term as defined in Clause 10.

UK GDPR: has the meaning given to it in section 3(10) (as supplemented by section 205(4)) of the DPA 2018.

1.2 This agreement is subject to the terms of the Master Agreement and is incorporated into the Master Agreement. Interpretations and defined terms set forth in the Master Agreement apply to the interpretation of this agreement.

1.3 The Annexes form part of this agreement and will have effect as if set out in full in the body of this agreement. Any reference to this agreement includes the Annexes.

1.4 A reference to writing or written includes email but not faxes.

1.5 In the case of conflict or ambiguity between:

a) Any provision contained in the body of this agreement and any provision contained in the Annexes, the provision in the body of this agreement will prevail;

b) The terms of any accompanying invoice or other documents annexed to this agreement and any provision contained in the Annexes, the provision contained in the Annexes will prevail; and

c) Any of the provisions of this agreement and the provisions of the Master Agreement, the provisions of this agreement will prevail.

2. PERSONAL DATA TYPES AND PROCESSING PURPOSES

2.1 The Customer and the Provider agree and acknowledge that for the purpose of the Data Protection Legislation

a) The Customer is the Controller and the Provider is the Processor.

b) The Customer retains control of the Personal Data and remains responsible for its compliance obligations under the Data Protection Legislation, including but not limited to, providing any required notices and obtaining any required consents, and for the written processing instructions it gives to the Provider.

c) Appendix A describes the subject matter, duration, nature and purpose of the processing and the Personal Data categories and Data Subject types in respect of which the Provider may process the Personal Data to fulfil the Business Purposes.

3. PROVIDER’S OBLIGATIONS

3.1 The Provider will only process the Personal Data to the extent, and in such a manner, as is necessary for the Business Purposes in accordance with the Customer’s written instructions. The Provider will not process the Personal Data for any other purpose or in a way that does not comply with this agreement or the Data Protection Legislation. The Provider shall endeavour to promptly notify the Customer if, in its opinion, the Customer’s instructions do not comply with the Data Protection Legislation.

3.2 The Provider must comply promptly with any Customer written instructions requiring the Provider to amend, transfer, delete or otherwise process the Personal Data, or to stop, mitigate or remedy any unauthorised processing.

3.3 The Provider will maintain the confidentiality of the Personal Data and will not disclose the Personal Data to third-parties unless the Customer or this agreement specifically authorises the disclosure, or as required by domestic  law, court or regulator (including the Commissioner). If a domestic law, court or regulator (including the Commissioner) requires the Provider to process or disclose the Personal Data to a third-party, the Provider must first inform the Customer of such legal or regulatory requirement and give the Customer an opportunity to object or challenge the requirement, unless the domestic law prohibits the giving of such notice.

3.4 The Provider will reasonably assist the Customer, at no additional cost to the Customer, with meeting the Customer’s compliance obligations under the Data Protection Legislation, taking into account the nature of the Provider’s processing and the information available to the Provider, including in relation to Data Subject rights, data protection impact assessments and reporting to and consulting with the Commissioner under the Data Protection Legislation.

3.5 The Provider must notify the Customer promptly of any changes to the Data Protection Legislation that may reasonably be interpreted as adversely affecting the Provider’s performance of the Master Agreement or this agreement.

4. PROVIDER’S EMPLOYEES

4.1 The Provider will ensure that all of its employees:

a) are informed of the confidential nature of the Personal Data and are bound by written confidentiality obligations and use restrictions in respect of the Personal Data;

b) Have undertaken training on the Data Protection Legislation and how it relates to their handling of the Personal Data and how it applies to their particular duties; and

c) Are aware both of the Provider’s duties and their personal duties and obligations under the Data Protection Legislation and this agreement.

5. SECURITY

5.1 The Provider must at all times implement appropriate technical and organisational measures against accidental, unauthorised or unlawful processing, access, copying, modification, reproduction, display or distribution of the Personal Data, and against accidental or unlawful loss, destruction, alteration, disclosure or damage of Personal Data including, but not limited to, the security measures set out in Appendix B. The Provider must document those measures in writing and periodically review them at appropriate intervals to ensure they remain current and complete

5.2 The Provider must implement such measures to ensure a level of security appropriate to the risk involved, including as appropriate:

a) The pseudonymisation and encryption of personal data;

b) The ability to ensure the ongoing confidentiality, integrity, availability and resilience of processing systems and services;

c) The ability to restore the availability and access to personal data in a timely manner in the event of a physical or technical incident; and

d) A process for regularly testing, assessing and evaluating the effectiveness of the security measures.

6. PERSONAL DATA BREACH

6.1 The Provider will within 48 hours and in any event without undue delay notify the Customer in writing if it becomes aware of:

a) The loss, unintended destruction or damage, corruption, or unusability of part or all of the Personal Data. The Provider will restore such Personal Data at its own expense as soon as possible.

b) Any accidental, unauthorised or unlawful processing of the Personal Data; or

c) Any Personal Data Breach.

6.2 Where the Provider becomes aware of (a), (b) and/or (c) above, it will, without undue delay, also provide the Customer with the following written information:

a) Description of the nature of (a), (b) and/or (c), including the categories of in-scope Personal Data and approximate number of both Data Subjects and the Personal Data records concerned;

b) The likely consequences; and

c) A description of the measures taken or proposed to be taken to address (a), (b) and/or (c), including measures to mitigate its possible adverse effects.

6.3 Immediately following any accidental, unauthorised or unlawful Personal Data processing or Personal Data Breach, the parties will co-ordinate with each other to investigate the matter. Further, the Provider will reasonably co-operate with the Customer at no additional cost to the Customer, in the Customer’s handling of the matter, including but not limited to:

a) assisting with any investigation;

b) Providing the Customer with physical access to any facilities and operations affected;

c) Facilitating interviews with the Provider’s employees, former employees and others involved in the matter including, but not limited to, its officers and directors;

d) Making available all relevant records, logs, files, data reporting and other materials required to comply with all Data Protection Legislation or as otherwise reasonably required by the Customer; and

e) Taking reasonable and prompt steps to mitigate the effects and to minimise any damage resulting from the Personal Data Breach or accidental, unauthorised or unlawful Personal Data processing

6.4 The Provider will not inform any third-party of any accidental, unauthorised or unlawful processing of all or part of the Personal Data and/or a Personal Data Breach without first obtaining the Customer’s written consent, except when required to do so by domestic  law.

6.5 The Provider agrees that the Customer has the primary right to determine:

a) Whether to provide notice of the accidental, unauthorised or unlawful processing and/or the  Personal Data Breach to any Data Subjects, the Commissioner, other in-scope regulators, law enforcement agencies or others, as required by law or regulation or in the Customer’s discretion, including the contents and delivery method of the notice; and

b) Whether to offer any type of remedy to affected Data Subjects, including the nature and extent of such remedy.

6.6 The Provider will cover all reasonable expenses associated with the performance of the obligations under clause 6.1 to clause 6.3 unless the matter arose from the Customer’s specific written instructions, negligence, wilful default or breach of this agreement, in which case the Customer will cover all reasonable expenses.

6.7 The Provider will also reimburse the Customer for actual reasonable expenses that the Customer incurs when responding to an incident of accidental, unauthorised or unlawful processing and/or a Personal Data Breach to the extent that the Provider caused such, including all costs of notice and any remedy as set out in Clause 6.5.

7. CROSS-BORDER TRASNFERS OF PERSONAL DATA

The Provider (and any subcontractor) must not transfer or otherwise process the Personal Data outside the UK or, the EEA without obtaining the Customer’s prior written consent.

8. SUBCONTRACTORS

8.1 Other than those subcontractors as may be set out or referred to in Appendix A, the Provider may not authorise any other third-party or subcontractor to process the Personal Data unless it complies with Clause 8.2 below

8.2 The Provider may only authorise a third-party (subcontractor) to process the Personal Data if:

a) The Customer is provided with an opportunity to object to the appointment of each subcontractor within 30 days after the Provider supplies the Customer with full details in writing regarding such subcontractor (including where Appendix A or any online version of that list is updated on the Provider’s website from time to time);

b) The Provider enters into a written contract with the subcontractor that contains terms substantially the same as those set out in this agreement, in particular, in relation to requiring appropriate technical and organisational data security measures, and, upon the Customer’s written request, provides the Customer with copies of the relevant excerpts from such contracts;

c) The Provider maintains control over all of the Personal Data it entrusts to the subcontractor; and

d) The subcontractor’s contract terminates automatically on termination of this agreement for any reason.

8.3 Those Those subcontractors approved as at the commencement of this agreement are as set out in Appendix A. The Provider shall provide a list of all approved subcontractors in Annex A and include any subcontractor’s name and location and the contact information for the person responsible for privacy and data protection compliance.

8.4 Where the subcontractor fails to fulfil its obligations under the written agreement with the Provider which contains terms substantially the same as those set out in this agreement, the Provider remains fully liable to the Customer for the subcontractor’s performance of its agreement obligations.

9. COMPLAINTS, DATA SUBJECT REQUESTS AND THIRD PARTY RIGHTS

9.1 The Provider must  take such technical and organisational measures as may be appropriate, and promptly provide such information to the Customer as the Customer may reasonably require, to enable the Customer to comply with:

a) The rights of Data Subjects under the Data Protection Legislation, including, but not limited to, subject access rights, the rights to rectify, port and erase personal data, object to the processing and automated processing of personal data, and restrict the processing of personal data; and

b) Information or assessment notices served on the Customer by the Commissioner  under the Data Protection Legislation

9.2 The Provider must notify the Customer immediately in writing if it receives any complaint, notice or communication that relates directly or indirectly to the processing of the Personal Data or to either party’s compliance with the Data Protection Legislation.

9.3 The Provider must notify the Customer within fourteen (14) days if it receives a request from a Data Subject for access to their Personal Data or to exercise any of their other rights under the Data Protection Legislation.

9.4 The Provider will give the Customer its full co-operation and assistance in responding to any complaint, notice, communication or Data Subject request.

9.5 The Provider must not disclose the Personal Data to any Data Subject or to a third-party other than in accordance with the Customer’s written instructions, or as required by domestic law.

10. TERMS AND TERMINATION

10.1 This agreement will remain in full force and effect so long as:

a) The Master Agreement remains in effect; or

b) The Provider retains any of the Personal Data related to the Master Agreement in its possession or control (Term).

10.2 Any provision of this agreement that expressly or by implication should come into or continue in force on or after termination of the Master Agreement in order to protect the Personal Data will remain in full force and effect.

10.3 The Provider’s failure to comply with the terms of this agreement may amount to a material breach of the Master Agreement. In such event, the Customer may terminate any part of the Master Agreement involving the processing of the Personal Data effective immediately on written notice to the Provider without further liability or obligation of the Customer.

10.4 If a a change in any Data Protection Legislation prevents either party from fulfilling all or part of its Master Agreement obligations, the parties may agree to suspend the processing of the Personal Data until that processing complies with the new requirements. If the parties are unable to bring the Personal Data processing into compliance with the Data Protection Legislation within 30 days, either party may terminate the Master Agreement with immediate effect on written notice to the other party.

11. DATA RETURN AND DESTRUCTION

11.1 At the Customer’s request, the Provider will give the Customer, or a third-party nominated in writing by the Customer, a copy of or access to all or part of the Personal Data in its possession or control in the format and on the media reasonably specified by the Customer.

11.2 On termination of the Master Agreement for any reason or expiry of its term, the Provider will securely delete or destroy or, if directed in writing by the Customer prior to termination, return and not retain, all or any of the Personal Data related to this agreement in its possession or control, except for one copy that it may retain and use for up to 7 years for tax and insurance purposes only. The Provider may retain the Customer Personal Data for a maximum period of 30 days post termination although shall not be obligated to do so and shall not under any circumstances be liable for having deleted data at any time on or after termination of the Master Agreement.

11.3 If any law, regulation, or government or regulatory body requires the Provider to retain any documents, materials or Personal Data that the Provider would otherwise be required to return or destroy, it will notify the Customer in writing of that retention requirement, giving details of the documents, materials or Personal Data that it must retain, the legal basis for such retention, and establishing a specific timeline for deletion or destruction once the retention requirement ends.

11.4 The Provider will certify in writing to the Customer that it has deleted or destroyed the Personal Data within 30 days after it completes the deletion or destruction.

12. RECORDS

12.1 The Provider will keep detailed, accurate and up-to-date written records regarding any processing of the Personal Data, including but not limited to, the access, control and security of the Personal Data, approved subcontractors, the processing purposes, categories of processing, and a general description of the technical and organisational security measures referred to in Clause 5.1 (Records).

12.2 The Provider will ensure that the Records are sufficient to enable the Customer to verify the Provider’s compliance with its obligations under this agreement and the Data Protection Legislation and the Provider will provide the Customer with copies of the Records upon request.

12.3 The Customer and the Provider must review the information listed in the Annexes to this agreement at least once every three years to confirm its current accuracy and update it when required to reflect current practices.

13. Audit

13.1 At intervals the Provider will conduct site audits of its Personal Data processing practices and the information technology and information security controls for all facilities and systems used in complying with its obligations under this agreement, including, but not limited to, obtaining a network-level vulnerability assessment performed by a recognised third-party audit firm based on recognised industry best practices.

13.2 On the Customer’s written request, the Provider will make all of the relevant audit reports available to the Customer for review. The Customer will treat such audit reports as the Provider’s confidential information under the Master Agreement.

13.3 The Provider will promptly address any exceptions noted in the audit reports with the development and implementation of a corrective action plan by the Provider’s management

14. WARRANTIES

14.1 The Provider warrants and represents that:

a) Its employees, subcontractors, agents and any other person or persons accessing the Personal Data on its behalf are reliable and trustworthy and have received the required training on the Data Protection Legislation;

b) It and anyone operating on its behalf will process the Personal Data in compliance with the Data Protection Legislation and other laws, enactments, regulations, orders, standards and other similar instruments;

c) It has no reason to believe that the Data Protection Legislation prevents it from providing any of the Master Agreement’s contracted services; and

d) Considering the current technology environment and implementation costs, it will take appropriate technical and organisational measures to prevent the accidental, unauthorised or unlawful processing of Personal Data and the loss or damage to, the Personal Data, and ensure a level of security appropriate to:

(i) the harm that might result from such accidental, unauthorised or unlawful processing and loss or damage;

(ii) The nature of the Personal Data protected; and

(iii) Comply with all applicable Data Protection Legislation and its information and security policies, including the security measures required in Clause 5.1

14.2 The Customer warrants and represents that the Provider’s expected use of the Personal Data for the Business Purposes and as specifically instructed by the Customer will comply with the Data Protection Legislation.

INDEMNIFICATION

15.1 The  Provider agrees to indemnify, keep indemnified and defend at its own expense the Customer against all costs, claims, damages or expenses incurred by the Customer or for which the Customer may become liable due to any failure by the Provider or its employees, subcontractors or agents to comply with any of its obligations under this agreement and/or the Data Protection Legislation.

15.2 Any limitation of liability set forth in the Master Agreement will not apply to this agreement’s indemnity or reimbursement obligations

NOTICE

16.1 Any notice or other communication given to a party under or in connection with this agreement must be in writing and delivered to:

For the Customer: The Customer Data Privacy Contact set out in the Master Agreement or as otherwise notified to the Provider from time to time.

For the Provider: the point of contact set out in the Order, or the Master Agreement, or the Data Privacy Manager as notified to the Customer from time to time.

16.2 Clause 16.1 does not apply to the service of any proceedings or other documents in any legal action or, where applicable, any arbitration or other method of dispute resolution

16.3 A notice given under this agreement is not valid if sent by fax

This agreement has been entered into on the Effective Date of the Master Agreement.

APPENDIX A: Personal Data processing purposes and details

Subject matter of processing: Business Intelligence reporting on customer data

Duration of Processing: For the Term

Nature of Processing: A defined and agreed set of data is retrieved from the customers business systems using predefined transport such as an API.  The data is updated incrementally with the dashboard service maintaining a historical record of all data collected.  The collated data is used to populate dashboards which display business performance.  Whilst users can drill into the detailed data, access is restricted using user roles.

Business Purposes: Support Services and Software Services.

Personal Data Categories: Email addresses, job titles, job roles, departmental membership, company membership, business location, business postal addresses.

Data Subject Types: End users, employees, customers, suppliers & Contractors

Authorised Persons:

Approved Subcontractors:

Appendix B: – Security measures

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