Leapsome GmbH, Brunnenstraße 153, 10115 Berlin, Germany (“Processor””) provides a cloud-based Employee Engagement Platform (the “Platform”) to you, or the entity you represent (“Controller”, “Customer” together with the Processor, the “Parties”) on the basis of the Processor’s Terms of Service available at https://www.leapsome.com (hereinafter referred to as the Agreement). With regard to the obligations under data protection law pursuant to Article 28 GDPR, the Controller and the Processor conclude the standard contractual clauses approved by the EU Commission below (Commission Implementing Decision EU 2021/915 of 4 June 2021 on standard contractual clauses).
1. Purpose and scope
1.1 The purpose of these Standard Contractual Clauses (the “Clauses”) is to ensure compliance with Article 28 (3) and (4) of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data.
1.2 These Clauses apply to the processing of personal data as specified in Annex I.
1.3 Annexes I to III are an integral part of the Clauses.
1.4 These Clauses are without prejudice to obligations to which the Controller is subject by virtue of Regulation (EU) 2016/679.
1.5 These Clauses do not by themselves ensure compliance with obligations related to international transfers in accordance with Chapter V of Regulation (EU) 2016/679.
2. Invariability of the Clauses
2.1 The Parties undertake not to modify the Clauses, except for adding information to the Annexes or updating information in them. Notwithstanding this, the Parties agree to deviate from the wording of the standard contractual clauses published by the EU Commission to the following extent:
(a) The Parties changed the order of the Annexes.
(b) The Parties deleted the references to Regulation (EU) 2018/1725 and waived the inclusion of Clause 7.7 (e).
2.2 This does not prevent the Parties from including the standard contractual clauses laid down in these Clauses in a broader contract, or from adding other clauses or additional safeguards provided that they do not directly or indirectly contradict the Clauses or detract from the fundamental rights or freedoms of data subjects.
3. Interpretation
3.1 Where these Clauses use the terms defined in Regulation (EU) 2016/679, those terms shall have the same meaning as in that Regulation.
3.2 These Clauses shall be read and interpreted in the light of the provisions of Regulation (EU) 2016/679.
3.3 These Clauses shall not be interpreted in a way that runs counter to the rights and obligations provided for in Regulation (EU) 2016/679 or in a way that prejudices the fundamental rights or freedoms of the data subjects.
4. Hierarchy
In the event of a contradiction between these Clauses and the provisions of related agreements between the Parties existing at the time when these Clauses are agreed or entered into thereafter, these Clauses shall prevail.
5. Intentionally left blank
6. Description of processing(s)
The details of the processing operations, in particular the categories of personal data and the purposes of processing for which the personal data is processed on behalf of the Controller, are specified in Annex I.
7. Obligations of the Parties
7.1 Instructions. The Processor shall process personal data only on documented instructions from the Controller, unless required to do so by Union or Member State law to which the Processor is subject. In this case, the Processor shall inform the Controller of that legal requirement before processing, unless the law prohibits this on important grounds of public interest. Subsequent instructions may also be given by the Controller throughout the duration of the processing of personal data. These instructions shall always be documented. The Processor shall immediately inform the Controller if, in the Processor’s opinion, instructions given by the Controller infringe Regulation (EU) 2016/679 or the applicable Union or Member State data protection provisions.
7.2 Purpose limitation. The Processor shall process the personal data only for the specific purpose(s) of the processing, as set out in Annex I, unless it receives further instructions from the Controller.
7.3 Duration of the processing of personal data. Processing by the Processor shall only take place for the duration specified in Annex I.
7.4 Security of processing. The Processor shall at least implement the technical and organisational measures specified in Annex II to ensure the security of the personal data. This includes protecting the data against a breach of security leading to accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access to the data (personal data breach). In assessing the appropriate level of security, the Parties shall take due account of the state of the art, the costs of implementation, the nature, scope, context and purposes of processing and the risks involved for the data subjects. The Processor shall grant access to the personal data undergoing processing to members of its personnel only to the extent strictly necessary for implementing, managing and monitoring of the contract. The Processor shall ensure that persons authorised to process the personal data received have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality.
7.5 Sensitive data. If the processing involves personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data or biometric data for the purpose of uniquely identifying a natural person, data concerning health or a person’s sex life or sexual orientation, or data relating to criminal convictions and offences (“sensitive data”), the Processor shall apply specific restrictions and/or additional safeguards.
7.6 Documentation and compliance
(a) The Parties shall be able to demonstrate compliance with these Clauses.
(b) The Processor shall deal promptly and adequately with inquiries from the Controller about the processing of data in accordance with these Clauses.
(c) The Processor shall make available to the Controller all information necessary to demonstrate compliance with the obligations that are set out in these Clauses and stem directly from Regulation (EU) 2016/679. At the Controller’s request, the Processor shall also permit and contribute to audits of the processing activities covered by these Clauses, at reasonable intervals or if there are indications of non-compliance. In deciding on a review or an audit, the Controller may take into account relevant certifications held by the Processor.
(d) The Controller may choose to conduct the audit by itself or mandate an independent auditor. Audits may also include inspections at the premises or physical facilities of the Processor and shall, where appropriate, be carried out with reasonable notice.
(e) The Parties shall make the information referred to in this Clause, including the results of any audits, available to the competent supervisory authority/ies on request.
7.7 Use of sub-Processors
(a) The Processor has the Controller’s general authorisation for the engagement of sub-Processors from an agreed list. The Processor shall specifically inform in writing the Controller of any intended changes of that list through the addition or replacement of sub-Processors at least three weeks in advance, thereby giving the Controller sufficient time to be able to object to such changes prior to the engagement of the concerned sub-Processor(s). The Processor shall provide the Controller with the information necessary to enable the Controller to exercise the right to object.
(b) Where the Processor engages a sub-Processor for carrying out specific processing activities (on behalf of the Controller), it shall do so by way of a contract which imposes on the sub-Processor, in substance, the same data protection obligations as the ones imposed on the data Processor in accordance with these Clauses. The Processor shall ensure that the sub-Processor complies with the obligations to which the Processor is subject pursuant to these Clauses and to Regulation (EU) 2016/679.
(c) At the Controller’s request, the Processor shall provide a copy of such a sub-Processor agreement and any subsequent amendments to the Controller. To the extent necessary to protect business secrets or other confidential information, including personal data, the Processor may redact the text of the agreement prior to sharing the copy.
(d) The Processor shall remain fully responsible to the Controller for the performance of the sub-Processor’s obligations in accordance with its contract with the Processor. The Processor shall notify the Controller of any failure by the sub-Processor to fulfil its contractual obligations.
7.8 International transfers. Any transfer of data to a third country or an international organisation by the Processor shall be done only on the basis of documented instructions from the Controller or in order to fulfil a specific requirement under Union or Member State law to which the Processor is subject and shall take place in compliance with Chapter V of Regulation (EU) 2016/679. The Controller agrees that where the Processor engages a sub-Processor in accordance with Clause 7.7 for carrying out specific processing activities (on behalf of the Controller) and those processing activities involve a transfer of personal data within the meaning of Chapter V of Regulation (EU) 2016/679, the Processor and the sub-Processor can ensure compliance with Chapter V of Regulation (EU) 2016/679 by using standard contractual clauses adopted by the Commission in accordance with of Article 46(2) of Regulation (EU) 2016/679, provided the conditions for the use of those standard contractual clauses are met.
8. Assistance to the Controller
8.1 The Processor shall promptly notify the Controller of any request it has received from the data subject. It shall not respond to the request itself, unless authorised to do so by the Controller.
8.2 The Processor shall assist the Controller in fulfilling its obligations to respond to data subjects’ requests to exercise their rights, taking into account the nature of the processing. In fulfilling its obligations in accordance with (a) and (b), the Processor shall comply with the Controller’s instructions
8.3 In addition to the Processor’s obligation to assist the Controller pursuant to Clause 8.2, the Processor shall furthermore assist the Controller in ensuring compliance with the following obligations, taking into account the nature of the data processing and the information available to the Processor:
(a) the obligation to carry out an assessment of the impact of the envisaged processing operations on the protection of personal data (a ‘data protection impact assessment’) where a type of processing is likely to result in a high risk to the rights and freedoms of natural persons;
(b) the obligation to consult the competent supervisory authority/ies prior to processing where a data protection impact assessment indicates that the processing would result in a high risk in the absence of measures taken by the Controller to mitigate the risk;
(c) the obligation to ensure that personal data is accurate and up to date, by informing the Controller without delay if the Processor becomes aware that the personal data it is processing is inaccurate or has become outdated;
(d) the obligations in Article 32 Regulation (EU) 2016/679.
8.4 The Parties shall set out in Annex II the appropriate technical and organisational measures by which the Processor is required to assist the Controller in the application of this Clause as well as the scope and the extent of the assistance required.
9. Notification of personal data breach
In the event of a personal data breach, the Processor shall cooperate with and assist the Controller for the Controller to comply with its obligations under Articles 33 and 34 Regulation (EU) 2016/679, where applicable, taking into account the nature of processing and the information available to the Processor.
9.1 Data breach concerning data processed by the Controller. In the event of a personal data breach concerning data processed by the Controller, the Processor shall assist the Controller:
(a) in notifying the personal data breach to the competent supervisory authority/ies, without undue delay after the Controller has become aware of it, where relevant/(unless the personal data breach is unlikely to result in a risk to the rights and freedoms of natural persons);
(b) in obtaining the following information which, pursuant to Article 33(3) Regulation (EU) 2016/679, shall be stated in the Controller’s notification, and must at least include:
(i) the nature of the personal data including where possible, the categories and approximate number of data subjects concerned and the categories and approximate number of personal data records concerned;
(ii) the likely consequences of the personal data breach;
(iii) the measures taken or proposed to be taken by the Controller to address the personal data breach, including, where appropriate, measures to mitigate its possible adverse effects.
Where, and insofar as, it is not possible to provide all this information at the same time, the initial notification shall contain the information then available and further information shall, as it becomes available, subsequently be provided without undue delay.
(c) in complying, pursuant to Article 34 Regulation (EU) 2016/679, with the obligation to communicate without undue delay the personal data breach to the data subject, when the personal data breach is likely to result in a high risk to the rights and freedoms of natural persons.
9.2 Data breach concerning data processed by the Processor. In the event of a personal data breach concerning data processed by the Processor, the Processor shall notify the Controller without undue delay after the Processor having become aware of the breach. Such notification shall contain, at least:
(a) a description of the nature of the breach (including, where possible, the categories and approximate number of data subjects and data records concerned);
(b) the details of a contact point where more information concerning the personal data breach can be obtained;
(c) its likely consequences and the measures taken or proposed to be taken to address the breach, including to mitigate its possible adverse effects.
Where, and insofar as, it is not possible to provide all this information at the same time, the initial notification shall contain the information then available and further information shall, as it becomes available, subsequently be provided without undue delay.
The Parties shall set out in Annex II all other elements to be provided by the Processor when assisting the Controller in the compliance with the Controller’s obligations under Articles 33 and 34 of Regulation (EU) 2016/679.
10. Non-compliance with the Clauses and termination
10.1 Without prejudice to any provisions of Regulation (EU) 2016/679, in the event that the Processor is in breach of its obligations under these Clauses, the Controller may instruct the Processor to suspend the processing of personal data until the latter complies with these Clauses or the contract is terminated. The Processor shall promptly inform the Controller in case it is unable to comply with these Clauses, for whatever reason.
10.2 The Controller shall be entitled to terminate the contract insofar as it concerns processing of personal data in accordance with these Clauses if:
(a) the processing of personal data by the Processor has been suspended by the Controller pursuant to Clause 10.1 and if compliance with these Clauses is not restored within a reasonable time and in any event within one month following suspension;
(b) the Processor is in substantial or persistent breach of these Clauses or its obligations under Regulation (EU) 2016/679;
(c) the Processor fails to comply with a binding decision of a competent court or the competent supervisory authority/ies regarding its obligations pursuant to these Clauses or to Regulation (EU) 2016/679.
10.3 The Processor shall be entitled to terminate the contract insofar as it concerns processing of personal data under these Clauses where, after having informed the Controller that its instructions infringe applicable legal requirements in accordance with Clause 7.1, the Controller insists on compliance with the instructions.
10.4 Following termination of the contract, the Processor shall, at the choice of the Controller, delete all personal data processed on behalf of the Controller and certify to the Controller that it has done so, or, return all the personal data to the Controller and delete existing copies unless Union or Member State law requires storage of the personal data. Until the data is deleted or returned, the Processor shall continue to ensure compliance with these Clauses.
10.5 This Data Processing Agreement is governed and construed under the laws of Germany. The venue for any conflicts arising from this Data Processing Agreement shall be Berlin, Germany.
ANNEX I – DESCRIPTION OF THE PROCESSING
1. Categories of data subjects whose personal data is processed:
2. Categories of personal data processed required to use platform:
3. Optional categories of personal data depending on settings:
4. Optional personal data that may be entered in free text. Leapsome offers the possibility to enter free text or to import data via an HRIS integration. Leapsome has no control of which type of data is processed. Therefore, hypothetically, the user and/or Controller may enter or store any type of data. Based on experience of usage the following may apply:
5. Nature of the processing. The Processor will provide services in the form of a software-as-a-service offering (such as performance management and employee engagement measurement) to the Controller in the framework of the company-wide cooperation. Stored data includes personal information.
6. Purpose(s) for which the personal data is processed on behalf of the Controller. Provide a software platform for performance management, employee engagement measurement and training.
7. Duration of the processing. The duration of this Data Processing Agreement corresponds to the duration of fulfillment of contractual obligations under the Agreement or other legal obligations.
8. Subject matter, nature and duration of the processing by (sub-) Processors. The subject matter and nature of the processing are set forth in Annex III. The duration of the processing by (sub)-Processors shall be the same as the duration of this Data Processing Agreement.
ANNEX II – TECHNICAL AND ORGANISATIONAL MEASURES INCLUDING TECHNICAL AND ORGANISATIONAL MEASURES TO ENSURE THE SECURITY OF THE DATA
Leapsome is certified as compliant with ISO/IEC 27001:2013, which is recognized globally as the leading Information Security Management System (ISMS) standard. For more information on Leapsome’s security measures, please visit: https://www.leapsome.com/security-details.
1. Confidentiality (Article 32 (1) (b) GDPR)
1.1 Physical Access Control: No unauthorised access to Data Processing Facilities: secure key system, access control systems.
2.2 Electronic Access Control: No unauthorised use of the Data Processing and Data Storage Systems: secure passwords, two-factor authentication, encryption of data carriers / storage media, firewalls and virus protection.
2.3 Internal Access Control: No unauthorised Reading, Copying, Changes or Deletions of Data within the system: rights authorisation concept, need-based rights of access with regular updates, logging of system access events.
2.4 Isolation Control: The isolated Processing of Data, which is collected for differing purposes: multiple customer support, sandboxing for test and production environments.
2. Integrity (Article 32 (1) (b) GDPR)
2.1 Data Transfer Control: No unauthorised Reading, Copying, Changes or Deletions of Data with electronic transfer or transport: encryption of data in transit (SSL), encryption of data at rest.
2.2 Data Entry Control: Verification, whether and by whom personal data is entered into a Data Processing System, is changed or deleted: monitoring and log management, user right management.
3. Availability and resilience (Article 32 (1) (b) and (c) GDPR)
3.1 Availability Control: Prevention of accidental or wilful destruction or loss of Personal Data:
3.2 Resilience Control: Rapid recovery and the ability to restore availability and access to Personal Data in a timely manner in the event of a physical or technical incident:
4. Regular testing, assessment and evaluation (Article 32 (1) (d) GDPR)
4.1 To ensure the security of processing, these technical and organisational measures are tested and reassessed on a regular basis; the data protection officer maintains an up-to-date documentation.
4.2 All relationships with subcontractors (as per Article 28 GDPR) are regularly inspected and evaluated, especially with regard to the efficacy of the implemented technical and organisational measures for data protection.
ANNEX III – LIST OF SUB-PROCESSORs
The Controller has authorised the use of the following sub-Processors:
1. Amazon Web Services EMEA SARL
Address: 38 avenue John F. Kennedy, L-1855, Luxemburg
Contact person’s name, position and contact details: [email protected]
Description of the processing (including a clear delimitation of responsibilities in case several sub-Processors are authorised): Application hosting in data centres located in the EEA; technical support can not access the data without explicit permission.
2. MongoDB, Inc.
Address: 1633 Broadway, 38th Floor, New York, NY 10019, USA
Contact person’s name, position and contact details: Murray Gregorson,
Privacy Counsel, [email protected]
Description of the processing (including a clear delimitation of responsibilities in case several sub-Processors are authorised): Database hosting (DaaS) in AWS data centres located in the EEA; technical support can not access the data without explicit permission.
Guarantees for third-country transfers: EU-U.S. Data Privacy Framework.
3. Twilio, Inc.
Address: 375 Beale Street, Suite 300, San Francisco, CA 94105, USA
Contact person’s name, position and contact details: Amy Holcroft, Chief Privacy Officer, [email protected]
Description of the processing (including a clear delimitation of responsibilities in case several sub-Processors are authorised): All transactional emails are sent via Twilio - these emails typically only contain the name and a generic notification message.
Guarantees for third-country transfers: EU-U.S. Data Privacy Framework.
4. Appcues, Inc.
Address: 54 Canal St 6th Floor, Boston, MA 02114, USA
Contact person’s name, position and contact details: Sean Edwards, Head of Security, [email protected]
Description of the processing (including a clear delimitation of responsibilities in case several sub-Processors are authorised): Users receive personalised in-tool onboarding via an Appcues widget.
Guarantees for third-country transfers: standard contractual clauses and transfer risk assessment.
5. Merge API, Inc.
OPTIONAL - only on specific instruction by Controller to provide additional software integrations
Address: 415 Mission Street, WeWork, Floor 37, San Francisco, CA 94105
Contact person’s name, position and contact details: Shensi Ding, CEO, [email protected]
Description of the processing (including a clear delimitation of responsibilities in case several sub-Processors are authorised): User input is used for transfer from one application to another application by the Processor’s Software-as-a-Service integration solution. Such user input may contain personal data such as names or email addresses.
Guarantees for third-country transfers: EU-U.S. Data Privacy Framework.
6. OpenAI LP
OPTIONAL - only on specific instruction by Controller to provide additional software integrations
Address: 3180 18th St, San Francisco, California 94110, USA
Contact person’s name, position and contact details: Jason Kwon, General Counsel, [email protected]
Description of the processing (including a clear delimitation of responsibilities in case several sub-processors are authorised): User input is used for smart recommendations by an artificial intelligence. Such user input may contain personal data such as names or email addresses.
Guarantees for third-country transfers: standard contractual clauses and transfer risk assessment.