Data Protection Agreement

This Data Processing Agreement (“DPA”) is an addendum to the Terms & Conditions between Helping Kids Shine Limited and you (“Customer”).  The DPA will be effective and replace any previously applicable data processing and security terms as from 15th August 2023 and will continue for as long as Helping Kids Shine Limited provides the services as set out in Helping Kids Shine Limited Terms & Conditions.

Definitions

“Customer Data” means data provided by or on behalf of Customer or Customer End Users via the Services under the account.

“Data Controller” means the entity that determines the purposes and means of the processing of Personal Data.

“Data Processor” means the entity that processes Personal Data on behalf of the Data Controller.

“Data Protection Laws” means all data protection and privacy laws and regulations applicable to the processing of Personal Data under the Agreement, including the GDPR.

“Data Subject” means the individual to whom the Personal Data relates.

“EEA” means the European Economic Area.

“GDPR” means EU General Data Protection Regulation 2016/679.

“Personal Data” means any Customer Data relating to an identified or identifiable natural person to the extent that such information is protected as personal data under GDPR.

“Processing” has the meaning given to it in the GDPR and “process”, “processes” and “processed” shall be interpreted accordingly.

“Sub-Processor” means any third party authorised under this DPA to have logical access to and process Customer Data to provide parts of the Services.

“Services” means any product or service provided to Customer and as described in Helping Kids Shine Limited Terms & Conditions.

Data Processing

Helping Kids Shine Limited will only act and process Customer Data in accordance with the documented instruction from Customer (the “Instruction”), unless required by law to act without such Instruction. The Instruction at the time of entering into this DPA is that Helping Kids Shine Limited may only process Customer Data with the purpose of delivering Services as described in its Terms & Conditions and any product-specific agreements. Subject to the terms of this DPA and with agreement of the parties, Customer may issue additional written instructions consistent with the terms of this Agreement. Customer is responsible for ensuring that all individuals who provide instructions are authorised to do so.

Helping Kids Shine Limited will inform Customer of any instruction that it deems to be in violation of GDPR and will not execute the instructions until they have been confirmed or modified.

When Customer Data is processed by Helping Kids Shine Limited both parties acknowledge and agree that:

– Helping Kids Shine Limited is a Data Processor of Customer Data under the GDPR
– Customer is a Data Subject providing Customer Data under GDPR.

Confidentiality

Helping Kids Shine Limited shall treat all Customer Data as strictly confidential information. Customer Data may not be copied, transferred or otherwise processed in conflict with the Instruction from Customer unless required by law.

Helping Kids Shine Limited employees shall be subject to an obligation of confidentiality that ensures that the employees shall treat all Customer Data under this DPA with strict confidentiality and only process Customer Data in accordance with the Instruction.

Sub-Processing

Customer authorises Helping Kids Shine Limited to engage third-parties to process Customer Data (“Sub-Processors”) without obtaining any further written, specific authorisation. Helping Kids Shine Limited will restrict Sub-Processor access to Customer Data to what is necessary to provide the Services.  

Helping Kids Shine Limited shall complete a written Data Sharing Agreement with any Sub-Processors before commencing any data sharing in the absence of an adequate Data Processing Agreement provided by the Sub-Processor at the discretion of our Data Protection Officer.

Helping Kids Shine Limited will inform Customer of any new Sub-Processor engagements at least 7 days before the new Sub-Processor processes any Customer Data. Notifications of such engagements will be delivered to the account email address and/or through our websites Data Processing Agreement. It is Customer’s sole responsibility to ensure account information is correct and kept up to date.

Customer has the right to object to a use of a Sub-Processor by terminating this Addendum and Services in accordance with Helping Kids Shine Limited Terms and Conditions. A list of current Sub-Processors can be found in Annex 1.

Security

Helping Kids Shine Limited will implement and maintain technical and organizational measures to protect Customer Data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access as set out Annex 2 of this Addendum and in accordance with GDPR, article 32. The security measures are subject to technical progress and development and Customer acknowledges that Helping Kids Shine Limited may update or modify the security measures from time-to-time provided that such updates and modifications do not result in the degradation of the overall security.

Data Breach Notifications

If Helping Kids Shine Limited becomes aware of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, Customer Data on systems managed by or otherwise controlled by Helping Kids Shine Limited, Helping Kids Shine Limited agrees to notify Customer without hesitation or delay. Notifications of such incidents will be sent to the account email address as set by Customer. It is Customer’s sole responsibility to ensure this information is correct and kept up to date inside the control panel.

Helping Kids Shine Limited will make reasonable efforts to identify the cause of any breach and take necessary steps to prevent such a breach from reoccurring.

Customer agrees that Data Breach Notifications will not include unsuccessful attempts or activities that do not compromise the security of Customer Data, including unsuccessful log-in attempts, pings, port scans, denial of service attacks, and other network attacks on firewalls or networked systems.

Data Subject Rights

If Helping Kids Shine Limited directly receives a request from a Data Subject to exercise such rights in relation to Customer Data, it will forward the request to relevant Sub-Processors. Sub-Processors must respond to any such request within the timeframes specified within GDPR.

Helping Kids Shine Limited will assist Sub-Processors in fulfilling any obligation to respond to requests by data subjects to help comply with the commitments set out under GDPR.

Data Transfers

Helping Kids Shine Limited stores and processes data in secure datacentres located inside the European Economic Area (“EEA”). Data may be transferred and processed outside the EEA to countries where Sub-Processors maintain their own data processing operations. Customer hereby agrees to the transfer, storing or processing of data outside the EEA. Helping Kids Shine Limited will take all steps reasonably necessary to ensure that Customer Data is treated securely and in accordance with the relevant Data Protection Laws.

Compliance and Audit Rights

Helping Kids Shine Limited agrees to maintain records of its security standards and, upon written request by Customer, Helping Kids Shine Limited shall make available all relevant information necessary to demonstrate compliance with this DPA. Customer agrees any audit or inspection shall be carried out with reasonable prior written notice of no less than 30 days and shall not be conducted more than once in any 12-month period. If Helping Kids Shine Limited declines the request, Customer is entitled to terminate this addendum and Services.

Return or Deletion of Data

Helping Kids Shine Limited only retains Customer Data for as long as required to fulfil the purposes for which it was initially collected with exception of the compliance any regulatory body policies. Termination of this Addendum or Services in line with Helping Kids Shine Limited Terms & Conditions will result in all Customer Data being deleted, unless otherwise required by law. For Customer Data archived on back-up systems, Helping Kids Shine Limited shall securely isolate and protect from any further processing.

Limitation of Liability

The total liability of each part under this addendum shall be subject to the limitation of liability as set out in Helping Kids Shine Limited Terms & Conditions. For the avoidance of doubt, in no instance will Helping Kids Shine Limited be liable for any losses or damages suffered by Customer where Customer is using Services in violation of its Terms & Conditions, regardless of whether it terminates or suspend an account due to such violation.

Annex 1 – Sub-Processors

* denotes information shared with a third party only at customers request and not applied to any customer without specific opt-in.

Annex 2 – Security Measures

Available upon request.