Last Updated: June, 2020

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This Data Processing Agreement (“Addendum”), applies to agreements between The African electronic Trade Group (“AeTrade Group”), and entities who subscribe for The AeTrade Group’s services and who are subject to Applicable Law (“Customer”) (collectively referred to as the “Parties”), sets forth the terms and conditions relating to the privacy, confidentiality and security of Personal Data (as defined below) associated with services to be rendered by The AeTrade Group to Customer pursuant to the subscription agreement entered into between the Parties (the “Master Agreement”).

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THESE TERMS (WHICH TOGETHER WITH ANY ONLINE ORDER PROCESS OR ORDER FORM OFFERED BY THE AETRADE GROUP THROUGH THE WEBSITE WHICH INCORPORATE THESE TERMS BY REFERENCE (“ORDER FORM”) ARE COLLECTIVELY REFERRED TO AS THE “AGREEMENT”) CONTAIN IMPORTANT LIMITATIONS ON REPRESENTATIONS, WARRANTIES, CONDITIONS, REMEDIES AND LIABILITIES THAT ARE APPLICABLE TO THE SERVICES. ACCORDINGLY, YOU SHOULD READ THESE TERMS CAREFULLY BEFORE USING THE SERVICES. EITHER BY CLICKING A BOX INDICATING YOUR ACCEPTANCE OR BY EXECUTING AN ORDER FORM THAT REFERENCES THESE TERMS, YOU AGREE TO THE TERMS HEREOF. IF YOU ARE AN AGENT OR EMPLOYEE OF AN ENTITY YOU REPRESENT AND WARRANT THAT (I) THE INDIVIDUAL ACCEPTING THIS AGREEMENT IS AUTHORIZED TO ACCEPT THIS AGREEMENT ON SUCH ENTITY'S BEHALF AND TO BIND SUCH ENTITY, AND (II) SUCH ENTITY HAS FULL POWER, CORPORATE OR OTHERWISE, TO ENTER INTO THIS AGREEMENT AND PERFORM ITS OBLIGATIONS HEREUNDER. IF YOU DO NOT ACCEPT THESE TERMS, THEN DO NOT USE THE WEBSITE OR ANY OF ITS CONTENT OR SERVICES.

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I. Definitions

• (A) “Applicable Law” means all applicable laws and regulations relating to the privacy, confidentiality, security and protection of Personal Data, including, without limitation: the Personal Information Protection and Electronic Documents Act (“PIPEDA”), the European Union (“EU”) General Data Protection Regulation 2016/679 (“GDPR”), with effect from 25 May 2018, and EU Member State laws supplementing the GDPR; the EU Directive 2002/58/EC (“e-Privacy Directive”), as replaced from time to time.

• (B) “Data Controller” means a person who alone or jointly with others determines the purposes and means of the Processing of Personal Data.

• (C) “Data Processor” means a person who Processes Personal Data on behalf of the Data Controller.

• (D) “Data Security Measures” means technical and organisational measures that are aimed at ensuring a level of security of Personal Data that is appropriate to the risk of the Processing, including protecting Personal Data against accidental or unlawful loss, misuse, unauthorised access, disclosure, alteration, destruction, and all other forms of unlawful Processing, including measures to ensure the confidentiality of Personal Data.

• (E) “Data Subject” means an identified or identifiable natural person to which the Personal Data pertain.

• (F) “Instructions” means this Addendum and any further written agreement or documentation through which the Data Controller instructs the Data Processor to perform specific Processing of Personal Data.

• (G) “Personal Data” means any information relating to an identified or identifiable natural person Processed by The AeTrade Group in accordance with Customer’s Instructions pursuant to this Addendum; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

• (H) “Personal Data Breach” a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, Personal Data transmitted, stored or otherwise Processed.

• (I) “Process”, “Processed”,or “Processing” means any operation or set of operations performed upon Personal Data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

• (J) “Services” means the services offered by The AeTrade Group and subscribed for by Customer under the Master Agreement.

• (K) “Sub-Processor” means the entity engaged by the Data Processor or any further Sub-Processor to Process Personal Data on behalf and under the authority of the Data Controller.

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II. Roles and Responsibilities of the Parties

• (A) The Parties acknowledge and agree that Customer is acting as a Data Controller, and has the sole and exclusive authority to determine the purposes and means of the Processing of Personal Data Processed under this Addendum, and The AeTrade Group is acting as a Data Processor on behalf and under the Instructions of Customer.

• (B) Any Personal Data will at all times be and remain the sole property of Customer and The AeTrade Group will not have or obtain any rights therein.

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III. Obligation of the The AeTrade Group The AeTrade Group agrees and warrants to:

• (A) Process Personal Data disclosed to it by Customer only on behalf of and in accordance with the instructions of the Data Controller and Annex 1 of this Addendum, unless The AeTrade Group is otherwise required by Applicable Law. The AeTrade Group shall inform Customer if, in The AeTrade Group’s opinion, an Instruction provided infringes Applicable Law.

• (B) Ensure that any person authorised by The AeTrade Group to Process Personal Data in the context of the Services is only granted access to Personal Data on a need-to-know basis, is subject to a duly enforceable contractual or statutory confidentiality obligation, and only processes Personal Data in accordance with the Instructions of the Data Controller.

• (C) The AeTrade Group stores and Processes all data, including Personal Data. The AeTrade Group has and shall continue to enter into any written agreements as are necessary (in its reasonable determination) to comply with Applicable Law concerning any cross-border transfer of Personal Data, whether to or from The AeTrade Group.

• (D) Inform Customer promptly and without undue delay of any formal requests from Data Subjects exercising their rights of access, correction or erasure of their Personal Data, their right to restrict or to object to the Processing as well as their right to data portability, and not respond to such requests, unless instructed by the Customer in writing to do so. Taking into account the nature of the Processing of Personal Data, The AeTrade Group shall assist Customer, by appropriate technical and organisational measures and at Customer’s cost, insofar as possible, in fulfilling Customer’s obligations to respond to a Data Subject’s request to exercise their rights with respect to their Personal Data.

• (E) Notify Customer immediately in writing of any subpoena or other judicial or administrative order by a government authority or proceeding seeking access to or disclosure of Personal Data. Customer shall have the right to defend such action in lieu of and on behalf of The AeTrade Group. Customer may, if it so chooses, seek a protective order. The AeTrade Group shall reasonably cooperate with Customer in such defense.

• (F) Provide reasonable assistance to Customer, at Customer’s cost, in complying with Customer’s obligations under Applicable Law.

• (G) Maintain internal record(s) of Processing activities, copies of which shall be provided to Customer by The AeTrade Group or to supervisory authorities upon request.

• (H) Remain in compliance with GDPR, CCPA, PIPEDA and all other Applicable Laws with respect to any and all of Customer’s users while they are using the The AeTrade Group Services.

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IV. Sub-Processing 

The AeTrade Group shall not share, transfer, disclose, make available or otherwise provide access to any Personal Data to any third party, or contract any of its rights or obligations concerning Personal Data, unless The AeTrade Group has entered into a written agreement with each such third party that imposes obligations on the third party that are substantively similar as those imposed on The AeTrade Group under this Addendum. The AeTrade Group shall only retain third parties that are capable of appropriately protecting the privacy, confidentiality and security of the Personal Data.

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V. Compliance with Applicable Laws

• (A) Each party covenants and undertakes to the other that it shall comply with all Applicable Laws in the use of the Services.

• (B) Without limiting the above, (i) Customer is responsible for ensuring that it has a lawful basis for the processing of Personal Information in the manner contemplated by this Agreement, and has adequate record of such basis (whether directly or through another third party provider); and (ii) The AeTrade Group is not responsible for determining the requirements of laws applicable to Customer’s business or that The AeTrade Group’s provision of the Services meet the requirements of such laws. As between the parties, Customer is responsible for the lawfulness of the Processing of the Customer Personal Data. Customer will not use the Services in conjunction with Personal Data to the extent that doing so would violate applicable Data Protection Laws.

• (C) If a Data Subject brings a claim directly against The AeTrade Group for a violation of their Data Subject rights in breach of Applicable Laws and such claim does not arise from a breach by The AeTrade Group of the terms of this Agreement, Customer will indemnify The AeTrade Group for any cost, charge, damages, expenses or loss arising from such a claim, to the extent that The AeTrade Group has notified Customer about the claim and given Customer the opportunity to cooperate with The AeTrade Group in the defense and settlement of the claim. Subject to the terms of the Agreement, Customer may claim from The AeTrade Group amounts paid to a Data Subject for a violation of their Data Subject rights caused by The AeTrade Group’s breach of its obligations under GDPR.

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VI. Data Security

(A) The AeTrade Group shall develop, maintain and implement a comprehensive written information security program that complies with Applicable Law and good industry practice. The AeTrade Group’s information security program shall include appropriate administrative, technical, physical, organisational and operational safeguards and other security measures designed to (i) ensure the security and confidentiality of Personal Data; (ii) protect against any anticipated threats or hazards to the security and integrity of Personal Data; and (iii) protect against any Personal Data Breach, including, as appropriate:

• a) The encryption of the Personal Data;

• b) The ability to ensure the ongoing confidentiality, integrity, availability and resilience of Processing systems and services;

• c) The ability to restore the availability and access to the Personal Data in a timely manner in the event of a physical or technical incident; and

• d) A process for regularly testing, assessing and evaluating the effectiveness of technical and organisational measures adopted pursuant to this provision for ensuring the security of the Processing.

(B) The AeTrade Group shall supervise The AeTrade Group personnel to the extent required to maintain appropriate privacy, confidentiality and security of Personal Data. The AeTrade Group shall provide training, as appropriate, to all The AeTrade Group personnel who have access to Personal Data.

(C) Promptly (and in any event within 90 days) following the expiration or earlier termination of the Master Agreement, The AeTrade Group shall return to Customer or its designee, if so requested during such period, or if not so requested securely destroy or render unreadable or undecipherable, each and every original and copy in every media of all Personal Data in The AeTrade Group’s, its affiliates’ or their respective subcontractors’ possession, custody or control. In the event applicable law does not permit The AeTrade Group to comply with the delivery or destruction of the Personal Data, The AeTrade Group warrants that it shall ensure the confidentiality of the Personal Data and that it shall not use or disclose any Personal Data after termination of this Addendum.

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VII. Data Breach Notification

(A) The AeTrade Group shall promptly inform Customer in writing of any Personal Data Breach of which The AeTrade Group becomes aware. The notification to Customer shall include all available information regarding such Personal Data Breach, including information on:

• a) The nature of the Personal Data Breach including where possible, the categories and approximate number of affected Data Subjects and the categories and approximate number of affected Personal Data records;

• b) The likely consequences of the Personal Data Breach; and

• c) The measures taken or proposed to be taken to address the Personal Data Breach, including, where appropriate, measures to mitigate its possible adverse effects.

The AeTrade Group shall cooperate fully with Customer in all reasonable and lawful efforts to prevent, mitigate or rectify such Breach. The AeTrade Group shall provide such assistance as required to enable Customer to satisfy Customer’s obligation to notify the relevant supervisory authority and Data Subjects of a personal data breach under Articles 33 and 34 of the GDPR, if applicable.

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VIII. Audit

The AeTrade Group shall on written request (but not more than once per year, other than in the event of a breach) make available to Customer such information as may be reasonably necessary to demonstrate compliance with the obligations set forth in this Addendum and, where required by Applicable Law and at the Customer’s expense, allow for and contribute to audits, including inspections, conducted by Customer or another auditor mandated by Customer. Upon prior written request by Customer (provided that it shall be not more than once per year other than in the event of a breach), The AeTrade Group agrees to cooperate and, within reasonable time, provide Customer with: (a) audit reports (if any) and all information necessary to demonstrate The AeTrade Group’s compliance with the obligations laid down in this Addendum; and (b) confirmation that no audit, if conducted, has revealed any material vulnerability in The AeTrade Group’s systems, or to the extent that any such vulnerability was detected, that The AeTrade Group has fully remedied such vulnerability.

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IX. Governing Law

This Addendum shall be governed by the laws of the jurisdiction specified in the Agreement.

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ANNEX 1: SCOPE OF THE DATA PROCESSING

This Annex forms part of the Data Processing Addendum between Customer and The AeTrade Group. The Processing of Personal Data concerns the following categories of Data Subjects:
 

End users administrative users

The Processing concerns the following categories of Personal Data:

• (i) Email addresses

• (ii) Unique identifiers

• (iii) Usage

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The Processing concerns the following categories of Sensitive Data:

None.

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The Processing concerns the following categories of data Processing activities (i.e., purposes of Processing):

Provision of services to Customer