Data Processing Agreement.

Each a ‘party’; together ‘the parties’ have agreed on the following Contractual Clauses (the Clauses) in order to meet the requirements of the GDPR and to ensure the protection of the rights of the data subject.

1. Table of content.

2. Preamble

1. These Contractual Clauses (the Clauses) set out the rights and obligations of the data controller and the data processor, when processing personal data on behalf of the data controller.
2. The Clauses have been designed to ensure the parties’ compliance with Article 28(3) of Regulation 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 and repealing Directive 95/46/EC (General Data Protection Regulation).
3. In the context of the provision of the Zoios platform, the data processor, Zoios, will process personal data on behalf of the data controller in accordance with the Clauses.
4. The Clauses shall take priority over any similar provisions contained in other agreements between the parties.
5. Four appendices are attached to the Clauses and form an integral part of the Clauses.
6. Appendix A contains details about the processing of personal data, including the purpose and nature of the processing, type of personal data, categories of data subject and duration of the processing.
7. Appendix B contains the data controller’s conditions for the data processor’s use of sub-processors and a list of sub-processors authorised by the data controller.
8. Appendix C contains the data controller’s instructions with regards to the processing of personal data, the minimum required security measures to be implemented by the data processor and how audits of the data processor and any sub-processors are to be performed.
9. Appendix D contains provisions for other activities which are not covered by the Clauses.
10. The Clauses along with appendices shall be retained in writing, including electronically, by both parties.
11. The Clauses shall not exempt the data processor from obligations to which the data processor is subject pursuant to the General Data Protection Regulation (the GDPR) or other legislation.

3. The rights and obligations of the data controller

1. The data controller is responsible for ensuring that the processing of personal data takes place in compliance with the GDPR (see Article 24 GDPR), the applicable EU or Member State data protection provisions and the Clauses.
2. The data controller has the right and obligation to make decisions about the purposes and means of the processing of personal data.
3. The data controller shall be responsible, among other, for ensuring that the processing of personal data, which the data processor is instructed to perform, has a legal basis.

4. The data processor acts according to instructions

1. The data processor shall process personal data only on documented instructions from the data controller, unless required to do so by Union or Member State law to which the processor is subject. Such instructions shall be specified in appendices A and C. Subsequent instructions can also be given by the data controller throughout the duration of the processing of personal data, but such instructions shall always be documented and kept in writing, including electronically, in connection with the Clauses.
2. The data processor shall immediately inform the data controller if instructions given by the data controller, in the opinion of the data processor, contravene the GDPR or the applicable EU or Member State data protection provisions.

5. Confidentiality

1. The data processor shall only grant access to the personal data being processed on behalf of the data controller to persons under the data processor’s authority who have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality and only on a need to know basis. The list of persons to whom access has been granted shall be kept under periodic review. On the basis of this review, such access to personal data can be withdrawn, if access is no longer necessary, and personal data shall consequently not be accessible anymore to those persons.
2. The data processor shall at the request of the data controller demonstrate that the concerned persons under the data processor’s authority are subject to the abovementioned confidentiality.

6. Security of processing

1. Article 32 GDPR stipulates that, taking into account the state of the art, the costs of implementation and the nature, scope, context and purposes of processing as well as the risk of varying likelihood and severity for the rights and freedoms of natural persons, the data controller and data processor shall implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk. The data controller shall evaluate the risks to the rights and freedoms of natural persons inherent in the processing and implement measures to mitigate those risks. Depending on their relevance, the measures may include the following:
   1. Pseudonymisation and encryption of personal data;
   2. the ability to ensure ongoing confidentiality, integrity, availability and resilience of processing systems and services;
   3. the ability to restore the availability and access to personal data in a timely manner in the event of a physical or technical incident;
   4. a process for regularly testing, assessing and evaluating the effectiveness of technical and organisational measures for ensuring the security of the processing.
2. According to Article 32 GDPR, the data processor shall also – independently from the data controller – evaluate the risks to the rights and freedoms of natural persons inherent in the processing and implement measures to mitigate those risks. To this effect, the data controller shall provide the data processor with all information necessary to identify and evaluate such risks.
3. Furthermore, the data processor shall assist the data controller in ensuring compliance with the data controller’s obligations pursuant to Articles 32 GDPR, by inter alia providing the data controller with information concerning the technical and organisational measures already implemented by the data processor pursuant to Article 32 GDPR along with all other information necessary for the data controller to comply with the data controller’s obligation under Article 32 GDPR. If subsequently – in the assessment of the data controller – mitigation of the identified risks require further measures to be implemented by the data processor, than those already implemented by the data processor pursuant to Article 32 GDPR, the data controller shall specify these additional  measures to be implemented in Appendix C.

7. Use of sub-processors

1. The data processor shall therefore not engage another processor (sub-processor) for the fulfilment of the Clauses without the prior general written authorisation of the data controller.
2. The data processor has the data controller’s general authorisation for the engagement of sub-processors. The data processor shall inform in writing the data controller of any intended changes concerning the addition or replacement of sub-processors at least two weeks in advance, thereby giving the data controller the opportunity to argue against such changes prior to the engagement of the concerned sub-processor(s). The list of sub-processors already authorised by the data controller can be found in Appendix B.
3. Where the data processor engages a sub-processor for carrying out specific processing activities on behalf of the data controller, the same data protection obligations as set out in the Clauses shall be imposed on that sub-processor by way of a contract or other legal act under EU or Member State law, in particular providing sufficient guarantees to implement appropriate technical and organisational measures in such a manner that the processing will meet the requirements of the Clauses and the GDPR. The data processor shall therefore be responsible for requiring that the sub-processor at least complies with the obligations to which the data processor is subject pursuant to the Clauses and the GDPR.
4. A copy of such a sub-processor agreement and subsequent amendments shall – at the data controller’s request – be submitted to the data controller, thereby giving the data controller the opportunity to ensure that the same data protection obligations as set out in the Clauses are imposed on the sub-processor. Clauses on business related issues that do not affect the legal data protection content of the sub-processor agreement, shall not require submission to the data controller.
5. The data processor shall agree a third-party beneficiary clause with the sub-processor where – in the event of bankruptcy of the data processor – the data controller shall be a third-party beneficiary to the sub-processor agreement and shall have the right to enforce the agreement against the sub-processor engaged by the data processor, e.g. enabling the data controller to instruct the sub-processor to delete or return the personal data.
6. If the sub-processor does not fulfil his data protection obligations, the data processor shall remain fully liable to the data controller as regards the fulfilment of the obligations of the sub-processor. This does not affect the rights of the data subjects under the GDPR – in particular those foreseen in Articles 79 and 82 GDPR – against the data controller and the data processor, including the sub-processor.

8. Transfer of data to third countries or international organisations

1. Any transfer of personal data to third countries or international organisations by the data processor shall only occur on the basis of documented instructions from the data controller and shall always take place in compliance with Chapter V GDPR.
2. In case transfers to third countries or international organisations, which the data processor has not been instructed to perform by the data controller, is required under EU or Member State law to which the data processor is subject, the data processor shall inform the data controller of that legal requirement prior to processing unless that law prohibits such information on important grounds of public interest.
3. Without documented instructions from the data controller, the data processor therefore cannot within the framework of the Clauses:
   1. transfer personal data to a data controller or a data processor in a third country or in an international organization
   2. transfer the processing of personal data to a sub-processor in a third country
   3. have the personal data processed in by the data processor in a third country
4. The data controller’s instructions regarding the transfer of personal data to a third country including, if applicable, the transfer tool under Chapter V GDPR on which they are based, shall be set out in Appendix C.6.
5. The Clauses shall not be confused with standard data protection clauses within the meaning of Article 46(2)(c) and (d) GDPR, and the Clauses cannot be relied upon by the parties as a transfer tool under Chapter V GDPR.

9. Assistance to the data controller

1. Taking into account the nature of the processing, the data processor shall assist the data controller by appropriate technical and organisational measures, insofar as this is possible, in the fulfilment of the data controller’s obligations to respond to requests for exercising the data subject’s rights laid down in Chapter III GDPR. This entails that the data processor shall, insofar as this is possible, assist the data controller in the data controller’s compliance with:
   1. the right to be informed when collecting personal data from the data subject
   2. the right to be informed when personal data have not been obtained from the data subject
   3. the right of access by the data subject
   4. the right to rectification
   5. the right to erasure (‘the right to be forgotten’)
   6. the right to restriction of processing
   7. notification obligation regarding rectification or erasure of personal data or restriction of processing
   8. the right to data portability
   9. the right to object
   10. the right not to be subject to a decision based solely on automated processing, including profiling
2. In addition to the data processor’s obligation to assist the data controller pursuant to Clause 6.3., the data processor shall furthermore, taking into account the nature of the processing and the information available to the data processor, assist the data controller in ensuring compliance with:
   1. The data controller’s obligation to without undue delay and, where feasible, not later than 72 hours after having become aware of it, notify the personal data breach to the competent supervisory authority, unless the personal data breach is unlikely to result in a risk to the rights and freedoms of natural persons;
   2. The data controller’s obligation to without undue delay communicate 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;
   3. The data controller’s 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);
   4. The data controller’s obligation to consult the competent supervisory authority, 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 data controller to mitigate the risk.
3. The parties shall define in Appendix C the appropriate technical and organisational measures by which the data processor is required to assist the data controller as well as the scope and the extent of the assistance required. This applies to the obligations foreseen in Clause 9.1. and 9.2.

10. Notification of personal data breach

1. In case of any personal data breach, the data processor shall, without undue delay after having become aware of it, notify the data controller of the personal data breach.
2. The data processor’s notification to the data controller shall, if possible, take place within 36 hours after the data processor has become aware of the personal data breach to enable the data controller to comply with the data controller’s obligation to notify the personal data breach to the competent supervisory authority, cf. Article 33 GDPR.
3. In accordance with Clause 9(2)(a), the data processor shall assist the data controller in notifying the personal data breach to the competent supervisory authority, meaning that the data processor is required to assist in obtaining the information listed below which, pursuant to Article 33(3)GDPR, shall be stated in the data controller’s notification to the competent supervisory authority:
   1. 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;
   2. The likely consequences of the personal data breach;
   3. 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.
4. The parties shall define in Appendix C all the elements to be provided by the data processor when assisting the data controller in the notification of a personal data breach to the competent supervisory authority.

11. Erasure and return of data

1. On termination of the provision of personal data processing services, the data processor shall be under obligation to return all the personal data to the data controller, if this requested by the data controller, and delete or anonymize existing copies unless Union or Member State law requires storage of the personal data.
2. The data processor commits to exclusively process the personal data for the purposes and duration provided for by this law and under the strict applicable conditions.

12. Audit and inspection

1. The data processor shall make available to the data controller all information necessary to demonstrate compliance with the obligations laid down in Article 28 and the Clauses and allow for and contribute to audits, including inspections, conducted by the data controller or another auditor mandated by the data controller.
2. Procedures applicable to the data controller’s audits, including inspections, of the data processor and sub-processors are specified in appendices C.7. and C.8.
3. The data processor shall be required to provide the supervisory authorities, which pursuant to applicable legislation have access to the data controller’s and data processor’s facilities, or representatives acting on behalf of such supervisory authorities, with access to the data processor’s physical facilities on presentation of appropriate identification.

13. The parties’ agreement on other terms

1. The parties may agree other clauses concerning the provision of the personal data processing service specifying e.g. liability, as long as they do not contradict directly or indirectly the Clauses or prejudice the fundamental rights or freedoms of the data subject and the protection afforded by the GDPR.

14. Commencement and termination.

1. The Clauses shall become effective on the date both parties’ sign the Zoios general agreement.
2. Both parties shall be entitled to require the Clauses renegotiated if changes to the law or inexpediency of the Clauses should give rise to such renegotiation.
3. The Clauses shall apply for the duration of the provision of personal data processing services. For the duration of the provision of personal data processing services, the Clauses cannot be terminated unless other Clauses governing the provision of personal data processing services have been agreed between the parties.
4. If the provision of personal data processing services is terminated, and the personal data is deleted or returned to the data controller pursuant to Clause 11.1. and Appendix C.4., the Clauses may be terminated by written notice by either party.

15. Points of contact.

The parties may contact each other using the following contacts or contact points. The parties shall be under obligation continuously to inform each other of changes to contacts or contact points.

Appendix A: Information about the processing.

1. The purpose of the data processing.

The purpose of the data processor’s processing of personal data on behalf of the data controller is:

The purpose of Zoios as a data processor is to analyze and improve employee well-being, mental health, and job satisfaction, thereby enhancing overall performance and retention within organizations. This is achieved through the collection, anonymization, and analysis of employee feedback obtained via surveys. The insights derived from this data are utilized to provide actionable recommendations to executive management, HR departments, and individual department/team managers, aiding in informed decision-making and fostering a healthier work environment.

2. The nature of the processing.

The data processor’s processing of personal data on behalf of the data controller shall mainly pertain to (the nature of the processing):

The data processing activities primarily involve the systematic collection, anonymization, and analysis of employee feedback gathered through surveys. This includes assessing various aspects of employee well-being and work environment. The data is processed using advanced analytics to identify trends, patterns, and areas of improvement. Strict security measures ensure data integrity and confidentiality, with a focus on maintaining anonymity and protecting sensitive personal information.

3. Types of personal data being processed.

The processing includes the following types of personal data about data subjects:

The processing involves personal data types such as individual employee feedback responses, demographic information (e.g., age, gender, department), and work-related data (e.g., job position, length of service). This may also include responses related to mental health, job satisfaction, and well-being. The data is processed with a focus on maintaining anonymity and ensuring data security.

The type and amount of personal data stored and processed depends on two things:

• The modules that the client choose to deploy using Zoios.
  • e.g. adopting the personality module would mean that Zoios has to store and process personal traits on each employee in the organization. This data is not available to people outside the organization, and strict controls are in place to secure this data, but the client is the controller (the driver in charge) of what’s within Zoios (the vehicle).
• The data that the client choose to add to Zoios that is beyond Zoios’ control.
  • e.g. adding year of birth to Zoios enables the client to assess whether the younger generation or younger employee segments thrive as well as the older, and making sure that the client is actively working to not age-discriminate. However, adding year of birth to employees in Zoios is not mandatory and up to the client.

Here are concrete examples. This list is non-exhaustive and Zoios will not store or process these data in all cases - that is dependent on the use of the platform (as described above). However, the data with an asterix (*) are mandatory and always processed:

4. The primary data subjects.

Processing includes the following categories of data subject:

The categories of data subjects include employees of client organizations who participate in surveys and feedback mechanisms. These data subjects comprise various roles and levels within the organization, from entry-level employees to senior management, across diverse departments and functions.

The data processing activities might also encompass candidates who have applied for positions within the client organizations. This includes processing their personal data for assessment purposes, understanding their expectations and experiences during the recruitment process, and gauging their potential integration into the company's culture and ethos.

5. Duration of data processing.

The data processor’s processing of personal data on behalf of the data controller may be performed when the Clauses commence. Processing has the following duration:

The processing goes on for as long as the data processor carries out the services on behalf of the data controller.

Appendix B: Authorised sub-processors.

1. Approved sub-processors.

On commencement of the Clauses, the data controller authorises the engagement of the following sub-processors:

Zoios uses the following sub-processors:

Last updated on the 17th of October 2024.

The data controller shall on the commencement of the Clauses authorise the use of the above-mentioned sub-processors for the processing described for that party. The data processor shall not be entitled – without the data controller’s explicit written authorisation – to engage a sub-processor for a ‘different’ processing than the one which has been agreed upon or have another sub-processor perform the described processing.

Appendix C: Instructional use of personal data.

1. The instruction of the processing.

As described in the appendix A section 2 the instruct varies and can quickly change with the addition of module, or by the client beginning to utilize new features and functionality.

The data processor’s processing of personal data on behalf of the data controller shall be carried out by the data processor performing the following:

Support both managerial and organizational decision-making around People, Culture and Leadership by collecting, unifying, benchmarking and analyzing data.

This includes but is not limited to:

• Collection of engagement, well-being and satisfaction data through surveys.
• Log and show developments in salary for the organization and groups (e.g. women) to help report on ESG and the gender pay gap in the company.
• Synthesis of comments to analyse the root cause behind challenges.
• Analysis of personality profiles for individual employees and teams.
• Track goals and agreements between managers and their direct reports.

2. Security of processing.

This is one of the most complex sections of the data processing agreement.

At Zoios we do strive to keep a high level of IT and data security. Everything you need to know in relation to collection, storing and processing of personal data can be found on our page documenting our IT & Data Security processes (we will link it below). That documentation includes matters like storage periods, erasure procedures, protocols and audits.

You can access the page through the link below:

3. Assistance to the data controller.

The data processor shall insofar as this is possible – within the scope and the extent of the assistance specified below – assist the data controller in accordance with Clause 9.1. and 9.2. by implementing the following technical and organisational measures:

Assistance in accordance with Clause 9.1.

The data processor must arrange the necessary technical and organisational security measures so that the data processor is able to assist the data controller in securing and fulfilling the rights of the data subjects.

The data processor must assist the data controller in ensuring compliance with the data controller’s obligation to fulfil a data subject’s request within the timeline set out in the GDPR.

Assistance in accordance with Clause 9.2.

In the event of a personal data breach, the data processor must in accordance with Clause 9.2, notify the data controller. This notification should strive to contain any material information regarding the breach including but not limited to:

• The time and place of the breach
• The nature of the breach
• The root cause of the breach
• The timeline for fixing the breach
• The number of subjects affected
• The consequences of the breach

The data processor will actively contribute, within reason, to the data controller receiving sufficient information to handle any obligation to notify the competent supervisory authority and the data subjects.

4. Storage period and erasure procedures.

Upon termination of the provision of personal data processing services, the data processor shall either anonymize or return the personal data in accordance with Clause 11.1., unless the data controller – after the signature of the contract – has modified the data controller’s original choice. Such modification shall be documented and kept in writing, including electronically, in connection with the Clauses. More specific details on anonymization of data in relation to subjects, as well as the company as a whole, can be found on the IT & Data Security page:

5. Processing location.

Processing of the personal data under the Clauses cannot be performed at other locations than the following without the data controller’s prior written authorisation: At the data processor's address and any approved sub-processor's address as specified in Appendix B.1.

6. Third country transfers.

Instruction on the transfer of personal data to third countries:

If the data controller does not in the Clauses or subsequently provide documented instructions pertaining to the transfer of personal data to a third country, the data processor shall not be entitled within the framework of the Clauses to perform such transfer.

Where the data controller approves a third-country transfer in accordance with section 8 of these Clauses, the data processor must ensure that the necessary transfer basis has been established, e.g. the EU Commission's standard contractual clauses or the EU-U.S. Data Privacy Framework.

The data controller has approved the third-country transfers listed directly in Appendix B.1.

The data processor shall provide any information reasonably requested by the data controller concerning how an essentially equivalent level of protection is ensured for the personal data and any supplementary measures implemented to this effect. The data controller shall be entitled to object to the transfer if there is reasonable cause to believe that the transfer in question would be detrimental to the data protection requirements set out herein. If the data controller objects to the transfer, the parties shall negotiate in good faith to find a solution to address the data controller's concerns.

7. Inspection and auditing of data processor.

Procedures for the data controller’s audits, including inspections, of the processing of personal data being performed by the data processor:

The data processor must once a year at the data processor’s expense obtain an audit report from an independent third party concerning the data processor's compliance with the GDPR, the applicable EU or Member State data protection provisions and the Clauses.

The parties have agreed that the following types of audit reports may be used in compliance with the Clauses: SOC2 audit report or ISAE 3000 audit report.

The audit report shall without undue delay be submitted to the data controller for information. The data controller may contest the scope and/or methodology of the report and may in such cases request a new audit/inspection under a revised scope and/or different methodology.

Based on the results of such an audit/inspection, the data controller may request further measures to be taken to ensure compliance with the GDPR, the applicable EU or Member State data protection provisions and the Clauses.

8. Inspection and auditing of data sub-processors.

Procedures for audits, including inspections, of the processing of personal data being performed by sub-processors:

The data processor must once every year at data processor’s or the sub-processor’s expense obtain an audit report or other form of audit from an independent third party concerning the sub-processor's compliance with the GDPR, the applicable EU or Member State data protection provisions and the Clauses.

The parties have agreed that the following types of audit reports may be used in compliance with the Clauses: SOC2 audit report or ISAE 3000 audit report.

Based on the results of such an audit/inspection, the data controller may request further measures to be taken to ensure compliance with the GDPR, the applicable EU or Member State data protection provisions and the Clauses.