Data Processing Agreement

Book the Pub Ltd Data Processing Agreement

Table Of Contents

DEFINITIONS AND INTERPRETATION……………………………………………….
PERSONAL DATA TYPES AND PROCESSING PURPOSES…………………………..
PROVIDER’S OBLIGATIONS………………………………………………………….
PROVIDER’S EMPLOYEES…………………………………………………………….
SECURITY……………………………………………………………………………..
PERSONAL DATA BREACH……………………………………………………………
CROSS-BORDER TRANSFERS OF PERSONAL DATA………………………………..
SUBCONTRACTORS…………………………………………………………………..
COMPLAINTS, DATA SUBJECT REQUESTS AND THIRD-PARTY RIGHTS………….
TERM AND TERMINATION…………………………………………………………..
DATA RETURN AND DESTRUCTION………………………………………………..
RECORDS……………………………………………………………………………
AUDIT………………………………………………………………………………..
WARRANTIES………………………………………………………………………..
INDEMNIFICATION………………………………………………………………….
NOTICE………………………………………………………………………………

Appendix A – Personal Data processing purposes and details…………………………..

Appendix B – Security measures………………………………………………………….

Book the Pub Ltd Data Processing Agreement, Version 1.0, last updated 10th November 2021.

Parties

The Customer as defined in the Order Confirmation (the Customer);
Book the Pub Ltd incorporated and registered in England and Wales with company number 13377397 whose registered office is at Old Ambulance Station, Grammar School Road, Brigg, Lincolnshire, United Kingdom, DN20 8AF (the Supplier).

Background

The Customer and the Supplier entered into the Subscription Agreement (Master Agreement) that may require the Supplier to process Personal Data on behalf of the Customer.
This Personal Data Processing Agreement (Agreement) sets out the additional terms, requirements and conditions on which the Supplier 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 and the General Data Protection Regulation ((EU) 2016/679).

Agreed Terms

DEFINITIONS AND INTERPRETATION

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

Definitions:

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

Business Purposes: the services to be provided by the Supplier 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.
DPA: means this Data Processing Agreement.

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;

EU GDPR: the General Data Protection Regulation ((EU) 2016/679).

EEA: the European Economic Area.

Personal Data: means any information relating to an identified or identifiable living individual that is processed by the Supplier on behalf of the Customer as a result of, or in connection with, the provision of the services under the Master Agreement; an identifiable living individual is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of the individual.

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.

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 as if they were set out in full herein.
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.
A reference to writing or written includes email but not faxes.
In the case of conflict or ambiguity between:
- 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;
- 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
- any of the provisions of this agreement and the provisions of the Master Agreement, the provisions of this agreement will prevail.

PERSONAL DATA TYPES AND PROCESSING PURPOSES
- The Customer and the Supplier agree and acknowledge that for the purpose of the Data Protection Legislation:
  - the Customer is the Controller of data which is supplied to the Supplier and the Supplier is the Processor of that data. The Supplier may be a Controller in relation to the data it collects directly from data subjects, which is not the subject of this DPA.
  - 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 Supplier.
  - 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 Supplier may process the Personal Data to fulfil the Business Purposes.

PROVIDER’S OBLIGATIONS
- The Supplier 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 Supplier 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 Supplier must promptly notify the Customer if, in its opinion, the Customer’s instructions do not comply with the Data Protection Legislation.
- The Supplier must comply promptly with any Customer written instructions requiring the Supplier to amend, transfer, delete or otherwise process the Personal Data, or to stop, mitigate or remedy any unauthorised processing.
- The Supplier 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 or EU law, court or regulator (including the Commissioner). If a domestic or EU law, court or regulator (including the Commissioner) requires the Supplier to process or disclose the Personal Data to a third-party, the Supplier 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 or EU law prohibits the giving of such notice.
- The Supplier 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 Supplier’s processing and the information available to the Supplier, including in relation to Data Subject rights, data protection impact assessments and reporting to and consulting with the Commissioner or other relevant regulator under the Data Protection Legislation.
- The Supplier must notify the Customer promptly of any changes to the Data Protection Legislation that may reasonably be interpreted as adversely affecting the Supplier’s performance of the Master Agreement or this agreement.
PROVIDER’S EMPLOYEES
- The Supplier will ensure that all of its employees:
  - 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;
  - 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
  - are aware both of the Supplier’s duties and their personal duties and obligations under the Data Protection Legislation and this agreement.
- The Supplier will take reasonable steps to ensure the reliability, integrity and trustworthiness of and conduct background checks consistent with applicable domestic law on all of the Supplier’s employees with access to the Personal Data.
SECURITY
- The Supplier 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 Supplier must document those measures in writing and periodically review them at least once per year to ensure they remain current and complete.
- The Supplier must implement such measures to ensure a level of security appropriate to the risk involved, including as appropriate:
  - the pseudonymisation and encryption of personal data;
  - the ability to ensure the ongoing confidentiality, integrity, availability and resilience of processing systems and services;
  - 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
  - a process for regularly testing, assessing and evaluating the effectiveness of the security measures.

PERSONAL DATA BREACH
- The Supplier will within 72 hours and in any event without undue delay notify the Customer in writing if it becomes aware of:
  - the loss, unintended destruction or damage, corruption, or unusability of part or all of the Personal Data. The Supplier will restore such Personal Data at its own expense as soon as possible.
  - any accidental, unauthorised or unlawful processing of the Personal Data; or
  - any Personal Data Breach.
- Where the Supplier becomes aware of (a), (b) and/or (c) above, it will, without undue delay, also provide the Customer with the following written information:
  - 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;
  - the likely consequences; and
  - 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.
- 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 Supplier 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:
  - assisting with any investigation;
  - providing the Customer with physical access to any facilities and operations affected;
  - facilitating interviews with the Supplier’s employees, former employees and others involved in the matter including, but not limited to, its officers and directors;
  - 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
  - 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.
- The Supplier 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 or EU law.
- The Supplier agrees that the Customer has the sole right to determine:
  - 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
  - whether to offer any type of remedy to affected Data Subjects, including the nature and extent of such remedy.
- The Supplier will cover all reasonable expenses associated with the performance of the obligations under clause 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.
- The Supplier 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 Supplier caused such, including all costs of notice and any remedy as set out in Clause 5.
CROSS-BORDER TRANSFERS OF PERSONAL DATA

The Supplier (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.

SUBCONTRACTORS
- The Supplier may not authorise any third party or subcontractor to process the Personal Data.
- The Supplier may only authorise a third-party (subcontractor) to process the Personal Data if:
  - the Customer is provided with an opportunity to object to the appointment of each subcontractor within 10 working days after the Supplier supplies the Customer with full details in writing regarding such subcontractor;
  - the Supplier 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;
  - the Supplier maintains control over all of the Personal Data it entrusts to the subcontractor; and
  - the subcontractor’s contract terminates automatically on termination of this agreement for any reason.
- Those subcontractors approved as at the commencement of this agreement are as set out in Appendix A. The Supplier must list 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.
- Where the subcontractor fails to fulfil its obligations under the written agreement with the Supplier which contains terms substantially the same as those set out in this agreement, the Supplier remains fully liable to the Customer for the subcontractor’s performance of its agreement obligations.
- The Parties agree that the Supplier will be deemed by them to control legally any Personal Data controlled practically by or in the possession of its subcontractors.
COMPLAINTS, DATA SUBJECT REQUESTS AND THIRD-PARTY RIGHTS
- The Supplier must, at no additional cost to the Customer, 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:
  - 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
  - information or assessment notices served on the Customer by the Commissioner or other relevant regulator under the Data Protection Legislation.
- The Supplier 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.
- The Supplier must notify the Customer within seven (7) 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.
- The Supplier will give the Customer, at no additional cost to the Customer, its full co-operation and assistance in responding to any complaint, notice, communication or Data Subject request.
- The Supplier 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 or EU law.
TERM AND TERMINATION
- This agreement will remain in full force and effect so long as:
  - the Master Agreement remains in effect; or
  - the Supplier retains any of the Personal Data related to the Master Agreement in its possession or control (Term).
- 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.
- The Supplier’s failure to comply with the terms of this agreement is 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 Supplier without further liability or obligation of the Customer.
- If 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 on not less than 30 days written notice to the other party.
DATA RETURN AND DESTRUCTION
- At the Customer’s request, the Supplier 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.
- On termination of the Master Agreement for any reason or expiry of its term, the Supplier will securely delete or destroy or, if directed in writing by the Customer, return and not retain, all or any of the Personal Data which is the Subject Matter of this agreement then in its possession or control, as soon as reasonably practicable.
- If any law, regulation, or government or regulatory body requires the Supplier to retain any documents, materials or Personal Data that the Supplier 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.
- The Supplier will certify in writing to the Customer that it has deleted or destroyed the Personal Data within 60 days after it completes the deletion or destruction.
RECORDS
- The Supplier 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 1 (Records).
- The Supplier will ensure that the Records are sufficient to enable the Customer to verify the Supplier’s compliance with its obligations under this agreement and the Data Protection Legislation and the Supplier will provide the Customer with copies of the Records upon request.
- The Customer and the Supplier must review the information listed in the Annexes to this agreement regularly to confirm its current accuracy and update it when required to reflect current practices.
AUDIT
- The Supplier will permit the Customer and its third-party representatives to audit the Supplier’s compliance with its Agreement obligations, on at least 30 days’ notice, during the Term. The Supplier will give the Customer and its third-party representatives all necessary assistance to conduct such audits at no additional cost to the Customer. The assistance may include, but is not limited to:
  - physical access to, remote electronic access to, and copies of the Records and any other information held at the Supplier’s premises or on systems storing the Personal Data;
  - access to and meetings with any of the Supplier’s personnel reasonably necessary to provide all explanations and perform the audit effectively; and
  - inspection of all Records and the infrastructure, electronic data or systems, facilities, equipment or application software used to process the Personal Data.
- The notice requirements in Clause 1 will not apply if the Customer reasonably believes that a Personal Data Breach has occurred or is occurring, or the Supplier is in material breach of any of its obligations under this agreement or any of the Data Protection Legislation.
WARRANTIES
- The Supplier warrants and represents that:
  - its employees, 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;
  - 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;
  - it has no reason to believe that the Data Protection Legislation prevents it from providing any of the Master Agreement’s contracted services; and
  - 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:
    - the harm that might result from such accidental, unauthorised or unlawful processing and loss or damage;
    - the nature of the Personal Data protected; and
    - comply with all applicable Data Protection Legislation and its information and security policies, including the security measures required in Clause 1.
  - The Customer warrants and represents that the Supplier’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
- The Supplier 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 Supplier or its employees, subcontractors or agents to comply with any of its obligations under this agreement and/or the Data Protection Legislation.
- The limitations and exclusions from liability set forth in the Master Agreement will also apply to this agreement’s indemnity and reimbursement obligations.
NOTICE
- 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: as set out in the Order Confirmation.

For the Supplier: Thomas Caloe, Data Privacy Manager, tom@bookthepub.com

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

This agreement has been entered into on the date stated at the beginning of it.

– Personal Data processing purposes and details

Subject matter of processing: Data input by users of the Supplier’s systems, including staff and clients of the Customer but excluding any Personal Data regarding individual users of the Supplier’s services generally which is collected directly by the Supplier as Controller and not transferred to the Customer is not the subject of this DPA.

Duration of Processing: For the duration of the Subscription Term and any follow up obligations arising out of the Subscription Agreement.

Nature of Processing: Commercial processing for the Business Purpose, potentially dealing with or assisting in the resolution of complaints

Business Purposes: The provision of Services under the Master Agreement, arranging introductions between businesses and consumers.

Personal Data Categories: Business contact details of the Customer and its Authorised Users, customer details input by clients of the Customer which the Supplier provides to the Customer.

Data Subject Types: Employees and officers of the Customer, clients of the Customer, individuals who are referred or introduced to the Customer by the Supplier.

Authorised Persons: As set out in the Order Confirmation.

Approved Subcontractors:

Active Campaign (https://www.activecampaign.com/legal/privacy-policy)
WPMUDev (https://wpmudev.com/docs/privacy/privacy-policies-procedures/)
– Security measures

Supplier to insert description of its technical and organisational data security measures such as:

Physical access controls. Any printed documents are filed and store within a locked cabinet and keys are restricted to use by authorised personnel
System access controls. Digital systems are access restricted to authorised personnel and use unique passwords and 2FA for each user
Data access controls. Access to data storage systems are access restricted to authorised personnel and use unique passwords and 2FA for each user
Data backups. Backups of all data and the website are store securely on encrypted servers