This Data Processing Agreement (the "DPA") forms part of and is incorporated into the Contract for Services, Order Form, Terms of Service, Master Services Agreement, or other written or electronic agreement governing the provision of the Services by Zaui Software Ltd. to Customer (the "Main Agreement").
This DPA is entered into by and between:
Customer: The legal entity identified in the Main Agreement ("Customer" or "Controller"); and
Zaui Software Ltd., a company organized under the laws of British Columbia, Canada ("Zaui", "Processor", and, where applicable under U.S. state privacy laws, "Service Provider" and/or "Contractor"),
each a "Party" and together the "Parties."
1.1 This Data Processing Agreement ("DPA") forms part of and is incorporated into the Customer Agreement between Customer and Zaui.
1.2 For purposes of this DPA, "Customer Agreement" means the Zaui Software Licensing Agreement, Order Form, signed commercial agreement, or other ordering document entered into between the Parties, together with the Zaui Terms of Service and any schedules, addenda, or other documents expressly incorporated into either of them, including this DPA.
1.3 For clarity, the Zaui Privacy Policy is a transparency notice and does not, by itself, expand Zaui's rights to Process Customer Personal Data beyond the rights and obligations expressly set out in this DPA and the Customer Agreement.
1.4 This DPA applies only to the extent that Zaui Processes Personal Data on behalf of Customer in connection with the Services.
1.5 As between the Parties, Customer is the Controller and Zaui is the Processor of Customer Personal Data, except to the extent Zaui acts as an independent controller under Applicable Data Protection Laws for limited purposes such as billing, account administration, legal compliance, fraud prevention, abuse prevention, and network and information security. For clarity, Zaui's use of anonymized, de-identified, and/or aggregated data is governed by Section 18.
1.6 This DPA does not apply to:
2.1 In this DPA:
"Applicable Data Protection Laws" means all laws applicable to the Processing of Customer Personal Data under the Main Agreement, including, to the extent applicable:
"Customer Personal Data" means Personal Data Processed by Zaui or a Subprocessor on behalf of Customer in connection with the Services.
"EEA" means the European Economic Area.
"Personal Data", "Processing", "Processor", "Controller", "Data Subject", "Personal Data Breach", and "Supervisory Authority" have the meanings given to them under the GDPR, and equivalent terms under other Applicable Data Protection Laws shall be interpreted consistently where applicable.
"Restricted Transfer" means any transfer of Customer Personal Data for which Applicable Data Protection Laws require specific safeguards, including Chapter V GDPR or equivalent UK transfer rules.
"Services" means the Zaui platform and related services provided under the Main Agreement.
"Standard Contractual Clauses" or "SCCs" means the standard contractual clauses approved by the European Commission from time to time for transfers of personal data to third countries.
"Subprocessor" means any third party appointed by or on behalf of Zaui to Process Customer Personal Data on behalf of Customer in connection with the Services.
"UK Addendum" means the UK International Data Transfer Addendum to the EU SCCs, as amended or replaced from time to time.
3.1 The details of the Processing are set out in Annex 1.
3.2 Customer acknowledges that the description in Annex 1 is intended to describe Customer's reasonably anticipated use of the Services in general terms and does not require Zaui to accept categories of data or processing activities outside the Services or beyond what is reasonably supported by Zaui's systems and security posture.
4.1 Zaui shall Process Customer Personal Data only:
4.2 The Parties agree that Customer's documented instructions include the following processing activities, to the extent they involve Customer Personal Data:
4.3 For the avoidance of doubt, Zaui shall not use Customer Personal Data that remains Personal Data under Applicable Data Protection Laws for analytics, benchmarking, product development, or training, testing, or improving artificial intelligence or machine learning models except to the extent expressly authorized by Customer's documented instructions, the Customer Agreement, or a separate written agreement between the Parties.
4.4 Zaui is not required to comply with any instruction that:
4.5 If Zaui is required by law to Process Customer Personal Data other than on Customer's instructions, Zaui shall inform Customer before such Processing unless prohibited by law.
4.6 If Zaui reasonably believes that an instruction infringes Applicable Data Protection Laws, Zaui may suspend the affected Processing until the issue is resolved.
5.1 Customer represents, warrants, and undertakes that:
5.2 Customer is solely responsible for:
5.3 Unless otherwise expressly agreed in writing, Customer shall not use the Services to Process:
where such use would materially increase Zaui's compliance burden or risk profile beyond the scope of this DPA and the standard Services.
6.1 Zaui shall ensure that persons authorized to Process Customer Personal Data are bound by confidentiality obligations by contract, policy, or law and access such data only on a need-to-know basis.
6.2 Zaui shall use reasonable efforts to ensure that such persons receive appropriate training or guidance on privacy and security responsibilities relevant to their role.
7.1 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 risks to individuals, Zaui shall implement and maintain appropriate technical and organizational measures designed to protect Customer Personal Data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, unauthorized access, or other unlawful Processing.
7.2 Zaui's technical and organizational measures are described in Annex 2.
7.3 Customer acknowledges that:
8.1 Customer grants Zaui general written authorization to engage Subprocessors in connection with the Services.
8.2 Zaui shall maintain a current list of Subprocessors, including their general function and processing location, in Annex 3 or on an online page made available by Zaui.
8.3 Zaui shall provide notice of any new or replacement Subprocessor by updating Annex 3 or the online list.
8.4 Customer may object to a new or replacement Subprocessor only on reasonable, documented grounds relating to data protection law and only by written notice to Zaui within ten (10) business days after Zaui's notice.
8.5 If Customer objects, the Parties shall work in good faith to address the objection. If Zaui cannot reasonably address the objection, Customer may terminate the affected Services for convenience on written notice. Termination of the affected Services shall be Customer's sole and exclusive remedy with respect to the objected-to Subprocessor.
8.6 Zaui shall impose data protection obligations on each Subprocessor that are no less protective than the obligations imposed on Zaui under this DPA, to the extent applicable to the relevant subprocessing activity.
8.7 Zaui shall remain responsible for the acts and omissions of its Subprocessors to the extent required by Applicable Data Protection Laws.
9.1 Taking into account the nature of the Processing, Zaui shall provide commercially reasonable assistance to Customer, through appropriate technical and organizational measures and functionality made available through the Services, to enable Customer to respond to requests from Data Subjects or consumers under Applicable Data Protection Laws.
9.2 If Zaui receives a request directly from a Data Subject or consumer relating to Customer Personal Data, Zaui shall:
9.3 To the extent legally permitted, Customer shall be responsible for any costs arising from assistance requested under this Section 9 that falls outside the standard functionality or support included in the Services.
10.1 Taking into account the nature of the Processing and the information available to Zaui, Zaui shall provide commercially reasonable assistance to Customer with:
in each case only to the extent required by Applicable Data Protection Laws and only insofar as such assistance relates to Processing by Zaui on behalf of Customer.
10.2 Zaui may charge reasonable fees at its then-current professional services rates for assistance under this Section 10 except to the extent such assistance is required due to Zaui's material breach of this DPA.
11.1 Zaui shall notify Customer without undue delay after becoming aware of a Personal Data Breach affecting Customer Personal Data.
11.2 Such notice shall, to the extent reasonably available at the time, include:
11.3 Zaui may provide the information in phases as it becomes available.
11.4 Zaui shall take commercially reasonable steps to contain, investigate, and mitigate the effects of the Personal Data Breach.
11.5 Zaui's notification of a Personal Data Breach does not constitute an admission of fault or liability.
12.1 To the extent required by Applicable Data Protection Laws, Zaui shall maintain records of categories of Processing activities carried out on behalf of Customer.
13.1 Zaui shall make available to Customer information reasonably necessary to demonstrate compliance with this DPA.
13.2 Zaui may satisfy Section 13.1 by providing one or more of the following, in Zaui's discretion:
13.3 Customer agrees that the documentation provided under Section 13.2 shall, in the ordinary course, satisfy Customer's audit and inspection rights under Article 28 GDPR, UK GDPR, and equivalent rights under other Applicable Data Protection Laws.
13.4 Only if the information made available under Section 13.2 is reasonably insufficient to demonstrate compliance, Customer may request an additional audit, provided that:
13.5 For purposes of the CCPA, the rights granted in this Section 13, together with Section 17.3, are intended to constitute Customer's right to take reasonable and appropriate steps to help ensure and verify Zaui's compliant use of personal information and, upon notice, to stop and remediate unauthorized use.
14.1 On termination or expiry of the provision of services relating to the Processing of Customer Personal Data, Zaui shall, at Customer's choice, return all Customer Personal Data to Customer and delete existing copies unless Union, Member State, or other applicable law requires storage of the personal data.
14.2 To the extent deletion from backup or archival systems is not immediately technically feasible, such copies may be retained solely in secure, access-restricted backup or archival systems until overwritten or deleted in the ordinary course, provided that such copies are put beyond use and are not otherwise Processed except as required by applicable law.
14.3 Upon Customer's written request, Zaui shall provide written confirmation that return and/or deletion has been completed in accordance with this Section 14.
15.1 Customer acknowledges that Zaui and its Subprocessors may Process Customer Personal Data in Canada, the United States, the EEA, the United Kingdom, Australia, New Zealand, and other jurisdictions identified in Annex 3 or Zaui's subprocessor list, subject to lawful transfer mechanisms where required.
15.2 Where required by Applicable Data Protection Laws, Zaui shall ensure that Restricted Transfers are subject to an appropriate transfer mechanism, which may include:
15.3 To the extent required for a Restricted Transfer, the SCCs are incorporated by reference and apply as follows:
15.4 For UK Restricted Transfers, the SCCs shall be deemed supplemented by the UK Addendum.
15.5 Customer acknowledges that:
15.6 Zaui shall provide, upon reasonable written request, information reasonably necessary to support Customer's transfer impact assessment, provided that Zaui may satisfy this obligation by making available standard documentation, whitepapers, transfer materials, or security summaries prepared for customers generally.
16.1 If Zaui receives a legally binding request from a government authority for Customer Personal Data, Zaui shall, where legally permitted:
16.2 Nothing in this DPA requires Zaui to challenge a legally binding request where such challenge would be unlawful, futile, or unreasonable in the circumstances.
Where Customer Personal Data is subject to the UK GDPR, references in this DPA to the GDPR shall be deemed to include the UK GDPR and the Data Protection Act 2018, as applicable.
Where Customer Personal Data is subject to PIPEDA:
To the extent Zaui Processes "personal information" or "sensitive personal information" as a service provider or contractor under the CCPA:
Where Customer Personal Data is subject to the Australian Privacy Act and the APPs:
Where Customer Personal Data is subject to the New Zealand Privacy Act 2020:
18.1 Nothing in this DPA restricts Zaui from generating, using, and disclosing data derived from Customer Personal Data where such data has been anonymized, de-identified, and/or aggregated such that it does not identify, and cannot reasonably be used to identify, any individual, household, or Customer.
18.2 Zaui shall not attempt to re-identify any data described in Section 18.1.
18.3 Zaui may use data described in Section 18.1 for lawful business purposes, including analytics, benchmarking, security, fraud prevention, service improvement, product development, and training, testing, and improving artificial intelligence or machine learning models.
18.4 For the avoidance of doubt, where data remains Personal Data under Applicable Data Protection Laws, Zaui shall Process such data for training, testing, or improving artificial intelligence or machine learning models only to the extent expressly authorized by Customer's documented instructions, the Customer Agreement, or a separate written agreement between the Parties.
18.5 This Section 18 does not reduce or limit Zaui's obligations under this DPA with respect to Customer Personal Data that remains identifiable Personal Data under Applicable Data Protection Laws.
19.1 This DPA is subject to the exclusions, limitations, disclaimers, and liability allocation provisions set out in the Main Agreement, including any limitation of liability, except to the extent prohibited by Applicable Data Protection Laws, the SCCs, or the UK Addendum.
19.2 Nothing in this DPA excludes or limits either Party's liability to Data Subjects or regulators to the extent such liability cannot be excluded or limited under Applicable Data Protection Laws.
20.1 In the event of conflict:
21.1 This DPA remains in effect for as long as Zaui Processes Customer Personal Data on behalf of Customer.
21.2 A material breach of this DPA by a Party shall be deemed a material breach of the Main Agreement.
21.3 Except where Applicable Data Protection Laws require otherwise, Customer's rights under this DPA with respect to a disputed Subprocessor, audit issue, or assistance dispute shall be limited to the remedies expressly set out in this DPA and the Main Agreement.
22.1 Except to the extent the SCCs, UK Addendum, or mandatory Applicable Data Protection Laws require otherwise, this DPA is governed by the laws of British Columbia, Canada.
22.2 Except to the extent the SCCs, UK Addendum, or mandatory Applicable Data Protection Laws require otherwise, the courts of British Columbia, Canada shall have exclusive jurisdiction over disputes arising out of this DPA.
23.1 This DPA may be entered into by signature, electronic acceptance, or Customer's acceptance of the Main Agreement referencing this DPA.
23.2 If any provision of this DPA is held invalid or unenforceable, the remainder shall remain in force.
23.3 Zaui may update Annex 2 and Annex 3 from time to time in accordance with this DPA.
Subject matter of the Processing
Provision of the Zaui SaaS platform and associated hosting, implementation, support, maintenance, monitoring, integrations, and related services.
Duration of the Processing
For the term of the Main Agreement and any limited retention period permitted under this DPA.
Nature of the Processing
Collection, recording, organization, storage, retrieval, consultation, use, transmission, alignment, support, backup, deletion, and destruction, in each case as necessary to provide the Services.
Purpose of the Processing
To host, operate, secure, maintain, support, and provide the Services; enable booking, reservation, operational, reporting, customer support, and integration functionality; prevent fraud, misuse, and service disruption; and, to the extent expressly described in the Main Agreement and this DPA and permitted by Applicable Data Protection Laws, to develop, train, test, tune, validate, monitor, secure, support, and improve analytics, automation, artificial intelligence, and machine-learning-enabled features and related functionality of the Services.
Categories of Data Subjects
As determined by Customer, which may include:
Categories of Personal Data
As determined by Customer, which may include:
Sensitive / Special Category Data
Not intentionally required for the Services and not permitted unless expressly agreed in writing.
Zaui shall maintain measures appropriate to the Services and associated risks, including where appropriate:
Zaui may update these measures from time to time provided that the overall security posture of the Services is not materially reduced.
Zaui may use Subprocessors for:
For each Subprocessor, Zaui shall maintain and make available:
Primary processing regions may include Canada and the United States, the EEA, the United Kingdom, Australia, and New Zealand.