Data Processing Agreement
Processing personal data in a secure, fair, and transparent way is extremely important to us at Referral Rock. As part of this effort, we process personal data in accordance with the EU’s General Data Protection Regulation (“GDPR”) and the laws of the US governing the handling of various types of personal data, and industry standards.
To better protect individuals’ personal data, we are providing these terms to govern Referral Rock’s and your handling of personal data (the “Data Processing Agreement” or “DPA”). This DPA amends and supplements your Terms of Service (“ToS”) and requires no further action on your part.
If you do not agree to this DPA, you may discontinue the use of the Referral Rock subscription service and cancel your account.
Contact Us
If you require an executable copy of this DPA or need any more information, please contact us using the information below.
Referral Rock Inc.
950 N Washington, Suite 404
Alexandria, VA 22314
Definitions
It is important that all parties understand what data and whose data is protected under this DPA. Each party has respective obligations to protect personal data; therefore, the following definitions explain the scope of this DPA and the mutual commitments to protect personal data.
“Referral Rock”, “we”, “us”, or “our” refers to the provider of the Referral Rock website and services, (collectively referred to as the “Subscription Service”).
“You” or “Customer” refers to the company or organization that signs up to use the Subscription Service to run referral programs with your consumers, partners, or service users.
“Party” refers to Referral Rock and/or the customer depending on the context.
“Personnel” refers to those individuals who are employed by or are under contract to perform a service on behalf of one of the parties. Personnel may have rights in their personal data (including business contact information) if they reside in the EU. It is important to be clear about how personnel’s rights are protected.
“Data Subjects” refers to those individuals residing in the EU that participate in your referral program, as well as any personnel who reside in the EU.
“Personal Data” is given the same meaning as in the GDPR which we summarize here as: any data relating directly or indirectly to an identifiable data subject. Personal data does not include any data that is anonymized, aggregated, de-identified and/or compiled on a generic basis and which does not name or identify a specific individual, directly or indirectly.
“Processing” is given the same meaning as in the GDPR, which we summarize as including: collecting, recording, using, storing, amending, adapting, disclosing, transferring or transmitting, structuring, using, combining, deleting or destroying, personal data (“Process” and “Processed” shall have similar meanings).
“Controller” is given the same meaning as in the GDPR, which we summarize as the party that determines the purposes and means of the processing of personal data – the customer is the controller with respect to consumer personal data. Each party may be the controller of personal data it processes about the other’s personnel.
“Processor” is the party that processes personal data on behalf of the controller – Referral Rock is the processor of the personal data we process about your consumers, partners, or users.
“Sub-processor” is a Third-party, independent contractors, vendors and suppliers who provide specific services and products related to the Referral Rock website and our services, such as hosting or email provider ("third-party" or "outside contractor" shall have similar meanings).
“Instruction” means the written, documented instruction, issued by Controller to Processor, and directing the same to perform a specific action with regard to Personal Data (including, but not limited to, depersonalizing, blocking, deletion, making available).
“Incident” means: (a) a complaint or a request with respect to the exercise of an individual’s rights under the GDPR; (b) an investigation into or seizure of the personal data by government officials, or a specific indication that such an investigation or seizure is imminent; or (c) any breach of the security and/or confidentiality as set out in this DPA leading to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, the personal data, or any indication of such breach having taken place or being about to take place.
For the sake of readability, we do not use initial capitalization of defined terms in this DPA. Defined terms are defined terms, irrespective of their format.
Details of the Processing
1. Categories of data subjects. Controller’s Members, Referrals, and other end users including Controller’s employees, contractors, collaborators, customers, prospects, suppliers, partners, affiliates, and subcontractors. Data Subjects also include individuals attempting to communicate with or transfer Personal Data to the Controller’s end users.
2. Types of personal data. Contact Information, the extent of which is determined and controlled by the Customer in its sole discretion, and other Personal Data such as navigational data, email data, system usage data, application integration data, and other electronic data submitted, stored, sent, or received by end users via the Subscription Service.
3. Purpose of the processing. Personal Data will be Processed for purposes of providing the Subscription Services set out, as further instructed by Controller in its use of the Subscription Services, and otherwise agreed to in the ToS.
Undertakings Regarding Personal Data
1. Each party agrees that personal data shall be treated as confidential information under this DPA. Personal data shall remain the property of the disclosing party. In addition, each party shall at all times comply with applicable laws relating to data protection in the relevant jurisdiction with respect to each other’s personal data.
2. The parties acknowledge and agree that Customer is the Controller and maintains control over data subject’s Personal Data and Referral Rock is the Processor of that data. Processor shall collect, process and use Personal Data only within the scope of Controller’s Instructions. If the Processor believes that an Instruction of the Controller infringes the Data Protection Law, it shall immediately inform the Controller without delay. If Processor cannot process Personal Data in accordance with the Instructions due to a legal requirement under any applicable European Union or Member State law, Processor will (i) promptly notify the Controller of that legal requirement before the relevant Processing to the extent permitted by the Data Protection Law; and (ii) cease all Processing (other than merely storing and maintaining the security of the affected Personal Data) until such time as the Controller issues new instructions with which Processor is able to comply. If this provision is invoked, Processor will not be liable to the Controller under the Agreement for any failure to perform the applicable services until such time as the Controller issues new instructions in regard to the Processing.
3. Referral Rock will process customer’s personal data only to the extent strictly necessary for the purpose of providing the services in accordance with the ToS and any further written instructions from the customer that are mutually agreed upon in writing. Referral Rock agrees that:
a. it will implement and maintain a reasonable and appropriate security program comprising adequate security, technical and organizational measures to protect against unauthorized, unlawful or accidental processing, use, erasure, loss or destruction of, or damage to, customer personal data;
b. it will not modify, alter, delete, publish or disclose any customer personal data to any third party, nor allow any third party to process such personal data on Referral Rock’s behalf unless the third party is bound to similar confidentiality and data handling provisions;
c. only its personnel who “need-to-know” will be given access to customer personal data to the extent necessary to perform its obligations under the ToS. It shall provide adequate training to its staff and ensure that they comply with the obligations in this DPA; and
d. it will only process customer personal data to the extent necessary to perform its obligations under the ToS, upon written instructions of the customer (only as mutually agreed upon), and in accordance with applicable laws.
4. Controller shall, upon termination or expiration of your Referral Rock account and by way of issuing an Instruction, stipulate the reasonable measures to return data or to delete stored data. Any additional cost arising in connection with the return or deletion of Personal Data after the termination or expiration of the ToS shall be borne by Controller.
5. Referral Rock shall not transfer any customer personal data outside of the US or to other locations not deemed to be “adequate” under EU law without providing reasonable notice under the ToS to the customer.
6. The parties acknowledge that customer may from time to time be in possession of personal data relating to Referral Rock’s personnel. Referral Rock warrants that it has provided all necessary notifications and obtained all necessary consents, authorizations, approvals and/or agreements as required under any applicable law in order to enable: (i) the disclosure of Referral Rock’s personal data to customer; and (ii) further processing of such Referral Rock personal data by customer.
Customer Undertakings and Referral Rock's Assistance
1. Customer warrants that it has all necessary rights to provide to Referral Rock the personal data for processing in connection with the provision of the Subscription Service.
2. To the extent required by applicable law, customer is responsible for ensuring that any data subject consents that may be necessary to this processing are obtained, and for ensuring that a record of such consents is maintained, including any consent to use personal data that is obtained from third parties. Should such consent be revoked by a data subject, customer is responsible for communicating the fact of such revocation to Referral Rock, and Referral Rock remains responsible for implementing any customer instruction with respect to the further processing of that personal data, or, as may be in accordance with any of Referral Rock’s legal obligations.
3. Customer understands, as a controller, that it is responsible (as between customer and Referral Rock) for:
a. determining the lawfulness of any processing, performing any required data protection impact assessments, and accounting to regulators and individuals, as may be needed;
b. making reasonable efforts to verify parental consent when data is collected on a data subject under 16 years of age;
c. providing relevant privacy notices to data subjects as may be required in your jurisdiction, including notice of their rights and provide the mechanisms for individuals to exercise those rights;
d. responding to requests from individuals about their data and the processing of the same, including requests to have personal data altered, corrected, or erased, and providing copies of the actual data processed;
e. implementing your own appropriate technical and organizational measures to ensure and demonstrate processing in accord with this DPA;
f. notifying individuals and any relevant regulators or authorities of any incident as may be required by law in your jurisdiction.
4. Referral Rock shall assist the customer by implementing appropriate technical and organizational measures, insofar as this is reasonably and commercially possible (in Referral Rock’s sole determination and discretion), in fulfilling customer’s obligations to respond to individuals’ requests to exercise rights under the GDPR.
5. As stated in our Privacy Policy, the customer consents to Referral Rock engaging sub-processors to process customer personal data for the permitted purpose of providing products and services for which the customer contracted provided that: (a) Referral Rock will maintain an up-to-date list of its sub-processors, which it will update with the details of any change in sub-processors; and (b) Referral Rock ensures sub-processors provide a comparable level of data protection consistent with this agreement. Customer may object to Referral Rock’s appointment or replacement, provided such objection is based on reasonable grounds related to data protection.
In such an event, Referral Rock will either not appoint or replace the sub-processor, or if that is not possible, Customer may suspend or terminate the Subscription Service.
6. Processor shall, in accordance with Data Protection Laws and in response to a reasonable written request by Controller, make available to Controller such information in Processor’s possession or control related to Processor’s compliance with the obligations of data processors under Data Protection Law in relation to its Processing of Personal Data.
Processor shall, upon Controller’s written request and on at least 30 days’ notice to the Processor, provide Controller with all information necessary for such audit, to the extent that such information is within Processor’s control and Processor is not precluded from disclosing it by applicable law, a duty of confidentiality, or any other obligation owed to a third party. Any additional cost arising in connection with the audit shall be borne by Controller.
Incident Management
1. When either party becomes aware of an incident that impacts the processing of personal data, it shall promptly notify the other about the incident and shall reasonably cooperate in order to enable the other party to perform a thorough investigation into the incident, to formulate a correct response, and to take suitable further steps in respect of the incident.
2. Both parties shall at all times have in place written procedures which enable them to promptly respond to the other about an incident. Where the incident is reasonably likely to require a data breach notification under applicable laws, the party responsible for the incident shall notify the other without undue delay of having become aware of such an incident.
3. Any notifications made under this section shall be made to privacy@referralrock.com (when made to Referral Rock) and to our point of contact with you (when made to the customer), and shall contain:(i) a description of the nature of the incident, including, where possible, the categories and approximate number of individuals concerned and the categories and approximate number of records concerned; (ii) the name and contact details of the point of contact where more information can be obtained; (iii) a description of the likely consequences of the incident; and (iv) a description of the measures taken or proposed to be taken to address the incident including, where appropriate, measures to mitigate its possible adverse effects.
Termination
Termination or expiration of this DPA shall not discharge the parties from the confidentiality obligations herein.