Popular searches
1.1 This Addendum describes the parties’ obligations, including under applicable privacy, data security, and data protection laws, with respect to the processing and security of Subscriber Data (as defined below). This Addendum will be effective on the Addendum Effective Date (as defined below) and will replace any terms previously applicable to the processing and security of Subscriber Data. Capitalized terms used but not defined in this Addendum have the meaning given to them in the SaaS Terms.
2.1 In this Addendum:
2.2 The terms “personal data”, “data subject”, “processing”, “controller”, and “processor” as used in this Addendum have the meanings given by Applicable Privacy Law or, absent any such meaning or law, by GDPR.
2.3 The terms “data subject”, “controller” and “processor” include “consumer”, “business”, and “service provider”, respectively, as required by Applicable Privacy Law.
2.4 Order of Precedence. To the extent of any conflict between:
2.5 For clarity, if Subscriber has more than one Agreement, this Addendum will amend each of the Agreements separately.
2.6 Section References. Unless indicated otherwise, section references in any Appendix to this Addendum refer to sections of these terms of the Addendum.
3.1 Regardless of whether the applicable Agreement has terminated or expired, this Addendum will remain in effect until, and automatically expire when, all Subscriber Data is deleted as described in this Addendum.
4.1 Roles of Parties. Kocho is a processor and Subscriber is a controller or processor, as applicable, of Subscriber Personal Data.
4.2 Processing Summary. The subject matter and details of the processing of Subscriber Personal Data are described in Appendix 1 (Subject Matter and Details of Data Processing).
4.3 Compliance with Law. Each party will comply with its obligations related to the processing of Subscriber Personal Data under Applicable Privacy Law.
4.4 Additional Legal Terms. To the extent the processing of Subscriber Personal Data is subject to an Applicable Privacy Law described in Appendix 2 (Specific Privacy Laws), the corresponding terms in Appendix 2 will apply in addition to these terms and prevail as described in Section 2.4 (Precedence).
5.1 Subscriber as Processor. If Subscriber is a processor:
5.2 Compliance with Subscriber’s Instructions. Subscriber instructs Kocho to process Subscriber Data in accordance with the applicable Agreement (including this Addendum) only as follows:
5.3 Any other written instructions given by Subscriber and acknowledged by Kocho as constituting instructions under this Addendum
(collectively, the “Instructions”).
6.1 Deletion by Subscriber. Kocho will accept requests from Subscriber to delete Subscriber Data during the Term in a manner consistent with the functionality of SaaS and the Services. If Subscriber uses SaaS functionality and/or the Services to delete any Subscriber Data during the Term and that Subscriber Data cannot be recovered by Subscriber, this use will constitute an Instruction to Kocho to delete the relevant Subscriber Data from SaaS and Kocho’s systems (if applicable). Kocho will comply with this Instruction as soon as reasonably practicable and within a maximum period of 180 days, unless UK Law requires storage, where UK Data Protection Law applies, or applicable law requires storage, where any other Applicable Privacy Law applies.
6.2 Return or Deletion When Term Ends. If Subscriber wishes to retain any Subscriber Data after the end of the Term, it may instruct Kocho in accordance with Section 9.1 (Access; Rectification; Restricted Processing; Portability) to return that data during the Term. Subject to Section 6.3 (Deferred Deletion Instruction), Subscriber may instruct Kocho to delete all remaining Subscriber Data (including existing copies) from SaaS and/or Kocho’s systems (if applicable) at the end of the Term. After a recovery period of up to 30 days from that date, Kocho will comply with this Instruction as soon as reasonably practicable and within a maximum period of 180 days, unless UK Law requires storage, where UK Data Protection Law applies, or applicable law requires storage, where any other Applicable Privacy Law applies.
6.3 Deferred Deletion Instruction. To the extent any Subscriber Data covered by the deletion instruction described in Section 6.2 (Return or Deletion When Term Ends) is also processed, when the applicable Term under Section 6.2 expires, in relation to an Agreement with a continuing Term, such deletion instruction will take effect with respect to such Subscriber Data only when the continuing Term expires. For clarity, this Addendum will continue to apply to such Subscriber Data until its deletion by Kocho.
7.1 Kocho’s Security Measures, Controls and Assistance.
7.1.1 Kocho’s Security Measures. Kocho will implement and maintain appropriate technical, organizational, and physical measures to protect Subscriber Data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure or access (the“Security Measures”). The Security Measures include measures to encrypt Subscriber Data; to help ensure ongoing confidentiality, integrity, availability and resilience of Kocho’s systems and services; to help restore timely access to Subscriber Data following an incident; and for regular testing of effectiveness. Kocho may update the Security Measures from time to time provided that such updates do not result in a material reduction of the security of SaaS and/or the Services.
7.1.2 Access and Compliance. Kocho will:
7.1.3 Additional Security Controls. Kocho will make Additional Security Controls available to:
7.2 Kocho’s Security Assistance. Kocho will (taking into account the nature of the processing of Subscriber Personal Data and the information available to Kocho) assist Subscriber in ensuring compliance with its (or, where Subscriber is a processor, the third-party controller’s) obligations relating to security and personal data breaches under Applicable Privacy Law, by:
7.3 Data Incidents.
7.3.1 Incident Notification. Kocho will notify Subscriber promptly and without undue delay after becoming aware of a Data Incident, and promptly take reasonable steps to minimize harm and secure Subscriber Data.
7.3.2 Details of Data Incident. Kocho’s notification of a Data Incident will describe: the nature of the Data Incident including the Subscriber resources impacted; the measures Kocho has taken, or plans to take, to address the Data Incident and mitigate its potential risk; the measures, if any, Kocho recommends that Subscriber take to address the Data Incident; and details of a contact point where more information can be obtained. If it is not possible to provide all such information at the same time, Kocho’s initial notification will contain the information then available and further information will be provided without undue delay as it becomes available.
7.3.3 No Assessment of Subscriber Data by Kocho. Kocho has no obligation to assess Subscriber Data in order to identify information subject to any specific legal requirements.
7.3.4 No Acknowledgement of Fault by Kocho. Kocho’s notification of or response to a Data Incident under this Section 7.2 (Data Incidents) will not be construed as an acknowledgement by Kocho of any fault or liability with respect to the Data Incident.
7.4 Subscriber’s Security Responsibilities and Assessment.
7.4.1 Subscriber’s Security Responsibilities. Without prejudice to Kocho’s obligations under Sections 7.1 (Kocho’s Security Measures, Controls and Assistance) and 7.2 (Data Incidents), and elsewhere in the applicable Agreement, Subscriber is responsible for its use of SaaS and/or the Services and its storage of any copies of Subscriber Data outside Kocho’s or Kocho’s Sub-processors’ systems, including:
7.4.2 Subscriber’s Security Assessment. Subscriber agrees that SaaS, the Services, Security Measures, Additional Security Controls, and Kocho’s obligations under this Section 7 (Data Security) provide a level of security appropriate to the risk to Subscriber Data (taking into account the state of the art, the costs of implementation and the nature, scope, context and purposes of the processing of Subscriber Data as well as the risks to individuals).
7.5 Compliance Certifications and SOC Reports. Kocho will maintain at least the following for the Audited Services to verify the continued effectiveness of the Security Measures:
Kocho may add or modify standards at any time. Kocho may replace a Compliance Certification or SOC Report with an equivalent or enhanced alternative.
7.6 Reviews and Audits of Compliance.
7.6.1 Reviews of Security Documentation. To demonstrate compliance by Kocho with its obligations under this Addendum, Kocho will make the Security Documentation available for review by Subscriber and, if Subscriber is a processor, allow Subscriber to request access to the SOC Reports for the third-party controller in accordance with Section 7.5.3 (Additional Business Terms for Reviews and Audits).
7.6.2 Subscriber’s Audit Rights.
7.6.3 Additional Business Terms for Reviews and Audits.
8.1 Kocho will (taking into account the nature of the processing and the information available to Kocho) assist Subscriber in ensuring compliance with its (or, where Subscriber is a processor, the third-party controller’s) obligations relating to data protection assessments, risk assessments, prior regulatory consultations or equivalent procedures under Applicable Privacy Law, by:
9.1 Access; Rectification; Restricted Processing; Portability. During the Term, Kocho will enable Subscriber, in a manner consistent with the functionality of the Services, to access, rectify and restrict processing of Subscriber Data, including via the deletion request facility provided by Kocho as described in Section 6.1 (Deletion by Subscriber), and to export Subscriber Data. If Subscriber becomes aware that any Subscriber Personal Data is inaccurate or outdated, Subscriber will be responsible for using such functionality to rectify or request deletion of that data if required by Applicable Privacy Law.
9.2 Data Subject Requests.
9.2.1 Responsibility for Requests. During the Term, if Kocho’s Application Team receives a request from a data subject that relates to Subscriber Personal Data and identifies Subscriber, Kocho will:
Subscriber will be responsible for responding to any such request including, where necessary, by using the functionality of SaaS or the Services.
9.2.2 Kocho’s Data Subject Request Assistance. Kocho will (taking into account the nature of the processing of Subscriber Personal Data) assist Subscriber in fulfilling its (or, where Subscriber is a processor, the third-party controller’s) obligations under Applicable Privacy Law to respond to requests for exercising the data subject’s rights by:
10.1 Data Storage and Processing Facilities. Subject to Kocho’s data location commitments under the Service Specific Terms (if any applicable) and data transfer commitments under Appendix 2 (Specific Privacy Laws), if applicable, Subscriber Data may be processed in any country where Kocho or its Sub-processors maintain facilities.
10.2 Data Center Information. The locations of data centers are described in Appendix 2 (Sub-processors and Data Centre Locations).
11.1 Consent to Sub-processor Engagement. Subscriber specifically authorizes Kocho’s engagement as Sub-processors of those entities disclosed as described in Section 11.2 (Information about Sub-processors) as of the Addendum Effective Date. In addition, without prejudice to Section 11.4 (Opportunity to Object to Sub-processors), Kocho generally authorizes Kocho’s engagement of other third parties as Sub-processors (“New Sub-processors”).
11.2 Information about Sub-processors. Names, locations, and activities of Sub-processors are described in Appendix 3 (Sub-processors and Data Centre Locations).
11.3 Requirements for Sub-processor Engagement. When engaging any Sub-processor, Kocho will:
11.4 Opportunity to Object to Sub-processors.
12.1 Kocho Application Team. Kocho Application Team will provide prompt and reasonable assistance with any Subscriber queries related to processing Subscriber Data under the applicable Agreement and can be contacted as described in the Notices section of the applicable Agreement.
12.2 Kocho’s Processing Records. Kocho will keep appropriate documentation of its processing activities as required by Applicable Privacy Law. To the extent any Applicable Privacy Law requires Kocho to collect and maintain records of certain information relating to Subscriber, Subscriber will use SaaS or other means identified in the Agreement to supply such information and keep it accurate and up to date. Kocho may make any such information available to competent regulators, including a Supervisory Authority, if required by Applicable Privacy Law.
12.3 Controller Requests. During the Term, if Kocho Application Team receives a request or instruction from a third-party purporting to be a controller of Subscriber Personal Data, Kocho will advise the third party to contact Subscriber.
13.1 Notices under this Addendum (including notifications of any Data Incidents) will be delivered to the Notification Email Address. Subscriber is responsible for using SaaS, or otherwise notifying Kocho, to ensure that its Notification Email Address remains current and valid.
***** ***** ***** ***** *****
Subject Matter and Details of Data Processing
Subject Matter
Kocho’s provision of SaaS and/or the Services to Subscriber.
Duration of the Processing
The Term plus the period from the end of the Term until deletion of all Subscriber Data by Kocho in accordance with this Addendum.
Nature and Purpose of the Processing
Kocho will process Subscriber Personal Data for the purposes of providing SaaS and/or the Services to Subscriber in accordance with this Addendum.
Categories of Data
Data relating to individuals provided to Kocho via SaaS and/or the Services, by (or at the direction of) Subscriber or by its end users.
Data Subjects
Data subjects include the individuals about whom data is provided to Kocho via SaaS and/or the Services by (or at the direction of) Subscriber or by its end users.
***** ***** ***** ***** *****
Specific Privacy Laws
The terms in each subsection of this Appendix 2 apply only where the corresponding law applies to the processing of Subscriber Personal Data.
European Data Protection Law
1. Additional Definitions
2. Instruction Notification. Without prejudice to Kocho’s obligations under Section 5.2 (Compliance with Subscriber’s Instructions) or any other rights or obligations of either party under the applicable Agreement, Kocho will immediately notify Subscriber if, in Kocho’s opinion:
in each case unless such notice is prohibited by European Law.
If Subscriber is a processor, Subscriber will immediately forward to the third-party controller any notice provided by Kocho under this section.
3. Subscriber’s Audit Rights. Kocho will allow Subscriber or an independent auditor appointed by Subscriber (not being a competitor of Kocho) to conduct audits (including inspections) as described in Section 7.5.2(a) (Subscriber Audit). During such an audit, Kocho will make available all information necessary to demonstrate compliance with its obligations under this Addendum and contribute to the audit as described in Section 7.5 (Reviews and Audits of Compliance) and this section.
4. Data Transfers
5. Requirements for Sub-processor Engagement. European Data Protection Law requires Kocho to ensure via a written contract that the data protection obligations described in this Addendum, as referred to in Article 28(3) of the GDPR, if applicable, are imposed on any Sub-processor engaged by Kocho.
***** ***** ***** ***** *****
Sub-processors and Data Centre Locations
List of approved Sub-processors for the Alira Project powered by Kocho:
| Sub-processor | Location | Purpose | Data Types Processed | Legal Safeguards / Notes |
| Microsoft Azure | Global (incl. EU/US) | Cloud infrastructure hosting, storage, compute, DevOps | Any data stored or processed in your app environment | DPA in place, SCCs, EU data centres available |
| Microsoft 365 | Global (incl. EU/US) | Business productivity tools (email, docs, collaboration) | Employee contact info, communications, documents | SCCs, DPA in place, EU data centres available |
| Cloudflare | Global (with EU routing options) | DNS | DNS traffic and records | Data minimisation, DPA, SCCs; no content inspection |
| Mailjet | EU (primarily France, Germany), with US sub-processing | Transactional email delivery | Email addresses, message content, metadata | GDPR-compliant, DPA, SCCs, ISO 27001 certified |
| Salesforce | Global (incl. EU/US) | CRM and Subscriber support data storage | Subscriber contact data, communication history | SCCs, DPA, BCRs in place, EU data centres available |
Got a question? Need more information?
Our expert team is here to help.