This Data Protection Addendum (“Addendum“) between One Realm Inc. (“One Realm Inc.”) and the Customer (as defined in the Agreement) forms part of the One Realm Inc. Terms of Service set forth at https://getodin.ai/terms-of-service or such other written or electronic agreement incorporating this Addendum, in each case governing Customer’s access to and use of the Services (the “Agreement”).
Customer enters into this Addendum on behalf of itself and any Affiliates authorized to use the Services under the Agreement and who have not entered into a separate contractual arrangement with One Realm Inc. For the purposes of this Addendum only, and except where otherwise indicated, references to “Customer” shall include Customer and such Affiliates.
The Parties hereby agree that the terms and conditions set out below shall be added as an Addendum to the Agreement.
1. Definitions
In this Addendum, the following terms shall have the meanings set out below and cognate terms shall be construed accordingly:
“Affiliate" means an entity that owns or controls, is owned or controlled by or is or under common control or ownership with either Customer or One Realm Inc. (as the context allows), where control is defined as the possession, directly or indirectly, of the power to direct or cause the direction of the management and policies of an entity, whether through ownership of voting securities, by contract or otherwise;
"Customer Personal Data" means any Personal Data provided by or made available by Customer to One Realm Inc. or collected by One Realm Inc. on behalf of Customer which is Processed by One Realm Inc. to perform the Services;
"Controller to Processor SCCs" means the standard contractual clauses for cross-border transfers published by the European Commission on June 4, 2021 governing the transfer of European Area Personal Data to Third Countries as adopted by the European Commission, the Swiss Federal Data Protection and Information Commissioner (“Swiss FDPIC”) relating to data transfers to Third Countries (collectively “EU SCCs”); (ii) the international data transfer addendum (“UK Transfer Addendum”) adopted by the UK Information Commissioner’s Office (“UK ICO”) for data transfers from the UK to Third Countries; or (iii) any similar such clauses adopted by a data protection regulator relating to Personal Data transfers to Third Countries, including without limitation any successor clauses thereto;
"Data Protection Laws" means any local, state, or national law regarding the processing of Personal Data applicable to One Realm Inc. in the jurisdictions in which the Services are provided to Customer, including, without limitation, privacy, security, and data protection law;
“EU Area” means the European Union, European Economic Area, United Kingdom, and Switzerland;
“EU Area Law” means (i) Directive 95/46/EC and, from May 25, 2018, Regulation (EU) 2016/679 ("EU GDPR") together with applicable legislation implementing or supplementing the same or otherwise relating to the processing of Personal Data of natural persons; (ii) the Data Protection Act 1998 of the United Kingdom and the EU GDPR as saved into United Kingdom Law by virtue of section 3 of the United Kingdom’s European Union (Withdrawal) Act 2018 (the “UK GDPR”); (iii) the swiss Federal Data Protection Act of 19 June 1992 and its Ordinance (“Swiss DPA”); (iv) any other law relating to the data protection, security, or privacy of individuals that applies in the EU Area; or (v) any successor or amendments thereto (including, without limitation, implementation of the EU GDPR by Member States into their national law);
"Security Incident" means any breach of security that leads to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, Customer Personal Data being Processed by One Realm Inc. ;
"Services" means the services to be supplied by One Realm Inc. to Customer or Customer’s Affiliates pursuant to the Agreement; and
“Third Country” means countries that, where required by applicable Data Protection Laws, have not received an adequacy decision from an applicable authority relating to cross-border data transfers of Personal Data, including regulators such as the European Commission, UK ICO, or Swiss FDPIC.
The terms “Business”, “Business Purpose”, “commercial purpose”, “Contractor”, "Controller", "Data Subject", "Personal Data", "Personal Data Breach", "Process", "Processor", “Sell”, “Service Provider”, “Share”, “Subprocessor”, "Supervisory Authority", and “Third Party” have the same meanings as described in applicable Data Protection Laws and cognate terms shall be construed accordingly.
Capitalized terms not otherwise defined in this Addendum shall have the meanings ascribed to them in the Agreement.
2. Scope of Addendum
This Addendum applies to One Realm Inc.’s Processing of Customer Personal Data under the Agreement to the extent such Processing is subject to Data Protection Laws. This Addendum is governed by the governing law of the Agreement unless otherwise required by Data Protection Laws.
3. Roles of the Parties
The Parties acknowledge and agree that with regard to the Processing of Customer Personal Data, and as more fully described in Annex 1 hereto, Customer acts as a Business or Controller, and One Realm Inc. acts as a Service Provider or Processor. This Addendum shall apply solely to the Processing of Customer Personal Data by One Realm Inc. acting as a Processor, Subprocessor, or Third Party (as specified in Annex 1).
The Parties expressly agree that Customer shall be solely responsible for ensuring timely communications to Customer's Affiliates or the relevant Controller(s) who receive the Services, insofar as such communications may be required or useful in light of applicable Data Protection Laws to enable Customer's Affiliates or the relevant Controller(s) to comply with such Laws.
Customer is solely responsible for complying with Security Incident notification laws applicable to Customer and fulfilling any obligations to give notices to government authorities, affected individuals or others relating to any Security Incidents.
4. Description and Purpose of Personal Data Processing
In Annex 1 to this Addendum, the Parties have mutually set out their understanding of the subject matter and details of the Processing of the Customer Personal Data to be Processed by One Realm Inc. pursuant to this Addendum. The Parties may make reasonable amendments to Annex 1 on mutual written agreement and as reasonably necessary to meet those requirements or to address the requirements of Data Protection Laws from time to time. Annex 1 does not create any obligation or rights for any Party.
The purpose of Processing under this Addendum is the provision of the Services pursuant to the Agreement and any Order Form(s).
5. Data Processing Terms
Customer shall comply with all applicable Data Protection Laws in connection with the performance of this Addendum and the Processing of Customer Personal Data. In connection with its access to and use of the Services, Customer shall Process Customer Personal Data within such Services and provide One Realm Inc. with instructions in accordance with applicable Data Protection Laws. As between the Parties, Customer shall be solely responsible for compliance with applicable Data Protection Laws regarding the collection of and transfer to One Realm Inc. of Customer Personal Data. Customer agrees not to provide One Realm Inc. with any data concerning a natural person's health, religion or any special categories of data as defined in Article 9 of the GDPR. One Realm Inc. shall comply with all applicable Data Protection Laws in the Processing of Customer Personal Data and One Realm Inc. shall:
Process the Customer Personal Data for the purposes of the Agreement and for the specific purposes in each case as set out in Annex 1 to this Addendum and otherwise solely on the documented instructions of Customer, for the purposes of providing the Services and as otherwise necessary to perform its obligations under the Agreement. The Agreement, this Addendum, and Customer’s use of the Services’ features and functionality are Customer’s written instructions to One Realm Inc. in relation to Processing Customer Personal Data, including as follows:
One Realm Inc. shall use, retain, disclose, or otherwise Process Customer Personal Data only on behalf of Customer and for the specific business purpose of providing the Services and in accordance with Customer’s instructions, including as described in the Agreement. One Realm Inc. shall not Sell or Share Customer Personal Data, nor use, retain, disclose, or otherwise Process Customer Personal Data outside of its business relationship with Customer or for any other purpose (including One Realm Inc. ’s commercial purpose) except as required or permitted by law. One Realm Inc. shall immediately inform Customer (a) if One Realm Inc. determines that it is no longer able to meet its obligations under Data Protection Laws or (b) if, in One Realm Inc. 's opinion, an instruction infringes applicable Data Protection Laws. Customer reserves the right to take reasonable and appropriate steps to ensure Graphite’s Processing of Customer Personal Data is consistent with Customer’s obligations under Data Protection Law and discontinue and remediate unauthorized use of Customer Personal Data;
One Realm Inc. shall have rights to process Customer Personal Data solely (i) to the extent necessary to (a) perform the Business Purposes and its obligations under the Agreement; (b) operate, manage, test, maintain and enhance the Services including as part of its business operations; (c) to disclose aggregate statistics about the Services in a manner that prevents individual identification or re-identification of Customer Personal Data, including without limitation any individual device or individual person; and/or (d) protect the Services from a threat to the Services or Customer Personal Data; or (ii) if required by court order of a court or authorized governmental agency, provided that prior notice first be given to Customer; (iii) as otherwise expressly authorized by Customer;
One Realm Inc. will not combine Customer Personal Data which One Realm Inc. Processes on Customer’s behalf, with Personal Data which it receives from or on behalf of another person or persons, or collects from its own interaction with individual, provided that Graphite may combine personal information to perform any Business Purpose permitted or required under the Agreement to perform the Services;
implement and maintain measures designed to ensure that One Realm Inc. personnel authorized to process the Customer Personal Data have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality unless disclosure is required by law or professional regulations;
implement and maintain the technical and organizational measures set out in the Agreement, and, 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, implement and maintain any further commercially reasonable and appropriate administrative, technical, and organizational measures designed to ensure a level of security appropriate to the risk of the Processing of Customer Personal Data in accordance with Article 32 of the GDPR, and specifically:
pseudonymization and encryption of Customer Personal Data;
ensuring ongoing confidentiality, integrity, availability and resilience of One Realm Inc.’s processing systems and services that process Customer Personal Data;
restoring availability and access to Customer Personal Data in a timely manner in the event of a physical or technical incident; and
regularly testing, assessing and evaluating the effectiveness of technical and organizational measures for ensuring the security of the processing of the Customer Personal Data.
Customer hereby agrees that One Realm Inc. is generally authorized to engage and appoint Sub-processors, and specifically the Sub-processors listed in Annex 2 hereto, subject to One Realm Inc.’s.
notifying Customer at least thirty (30) calendar days in advance of any intended changes or additions to its Sub-processors listed in Annex 2 by emailing notice of the intended change to Customer;
including data protection obligations in its contract with each Sub-processor that are materially the same as those set out in this Addendum; and
remaining liable to Customer for any failure by each Sub-processor to fulfill its obligations in relation to the Processing of the Customer Personal Data.
In relation to any notice received under section 4.2(d)(i), Customer shall have a period of 30 (thirty) days from the date of the notice to inform One Realm Inc. in writing of any reasonable objection on data protection grounds to the use of that Sub-processor. The parties will then, for a period of no more than 30 (thirty) days from the date of Customer's objection, work together in good faith to attempt to find a commercially reasonable solution for Customer which avoids the use of the objected-to Sub-processor. Where no such solution can be found, either Party may (notwithstanding anything to the contrary in the Agreement) terminate the relevant Services immediately on written notice to the other Party, without damages, penalty or indemnification whatsoever (but without prejudice to any fees incurred by Customer prior to termination);
to the extent legally permissible, promptly notify Customer in case of any legally binding requests (i.e., disclosures required by law, court order, or subpoena) for disclosure of Customer Personal Data by One Realm Inc. . In case if it is not legally binding then Customer Personal Data would not be disclosed and One Realm Inc. will notify the Customer of such request rejection. A record of all legally binding disclosure requests relating to Customer Personal Data shall be maintained.
to the extent legally permissible, promptly notify Customer of any communication from a Data Subject regarding the Processing of Customer Personal Data, or any other communication (including from a Supervisory Authority) relating to any obligation under the applicable Data Protection Laws in respect of the Customer Personal Data. One Realm Inc. will not respond to any such request or complaint unless expressly authorized to do so by Customer or is otherwise required to respond under applicable Data Protection Laws. Taking into account the nature of the Processing, One Realm Inc. will reasonably assist Customer (or the relevant Controller) by appropriate technical and organizational measures, insofar as this is possible, for the fulfillment of Customer's, Customer's Affiliates' or the relevant Controller(s)' obligation to respond to requests for exercising the data subject's rights laid down in Chapter Ill GDPR. Customer agrees to pay One Realm Inc. for time and for out of pocket expenses incurred by One Realm Inc. in connection with the performance of its obligations under this Section 4.2(e);
upon One Realm Inc.'s becoming aware of a Personal Data Breach involving Customer Personal Data, notify Customer without undue delay of any Personal Data Breach involving Customer Personal Data, such notice to include, to the extent reasonably available to One Realm Inc. , all timely information reasonably required by Customer (or the relevant Controller) to comply with its data breach reporting obligations under the applicable Data Protection Laws. One Realm Inc. shall further take all such measures and actions as are necessary to remedy or mitigate the effects of such Security Incident and shall keep Customer reasonably informed of developments concerning Customer Personal Data. Customer acknowledges that One Realm Inc.’s notification of a Security Incident is not an acknowledgement by One Realm Inc. of its fault or liability. Security Incidents do not include unsuccessful attempts or activities that do not compromise the security of Customer Personal Data, including unsuccessful login attempts, pings, port scans, denial of service attacks or other network attacks on firewalls or networked systems;
to the extent required by the applicable Data Protection Laws, provide reasonable assistance to Customer, Customer's Affiliates' or the relevant Controller(s)' with its obligations pursuant to Articles 32 to 36 of the GDPR taking into account the nature of the Processing and information available to One Realm Inc. ; Customer agrees to pay One Realm Inc. for time and for out of pocket expenses incurred by One Realm Inc. in connection with any assistance provided in connection with Articles 35 and 36 of the GDPR;
cease Processing the Customer Personal Data upon the termination or expiry of the Agreement, and at option of Customer, Customer's Affiliates or the relevant Controller(s) either return or delete (including by ensuring such data is in non-readable format) all copies of the Customer Personal Data Processed by One Realm Inc., unless (and solely to the extent and for such period as) applicable law requires One Realm Inc. to retain some or all of the Customer Personal Data. Any such Customer Personal Data retained shall remain subject to the obligations of confidentiality set forth in the Agreement; and
One Realm Inc. shall maintain the necessary records in support of demonstrating compliance with its obligations (as specified in the applicable contract) for the processing of Customer Personal Data carried out on behalf of the Customer.
make available to Customer all information reasonably necessary to demonstrate compliance with this Addendum and allow for and contribute to audits, including inspections, by Customer, or an independent third party auditor mandated by Customer, provided that Customer gives One Realm Inc. reasonable prior notice of its intention to audit, conducts its audit during One Realm Inc.’s normal business hours, and takes all reasonable measures to prevent unnecessary disruption to One Realm Inc.’s operations. For the purposes of demonstrating compliance with this Addendum under this Section 4.2(i), the Parties agree that in the first instance, once per year during the term of the Agreement (except if and when required by instruction of a competent Supervisory Authority or where Customer believes a further audit is necessary due to a Personal Data Breach concerning Customer Personal Data suffered by One Realm Inc.), One Realm Inc. will provide to Customer responses to cybersecurity and other assessments and only where Customer cannot establish One Realm Inc.’s compliance with this Addendum from One Realm Inc.’s responses shall Customer request to inspect One Realm Inc.’s processing operations. Customer agrees to pay One Realm Inc. for time and for out of pocket expenses incurred by One Realm Inc. in connection with assistance provided in connection with such audits, responses to cybersecurity and other assessments.
6. Warranties
The Parties warrant that they and any staff and/or subcontractors will comply with their respective obligations under Data Protection Laws for the term.
7. Restricted Transfers
The parties agree that when the transfer of Customer Personal Data from Customer and/or any of its Affiliates (as exporter) to One Realm Inc. (as importer) is a Restricted Transfer and EU Area Law applies, the transfer shall be subject to the appropriate Controller to Processor SCCs, which shall be deemed incorporated into and form part of this Addendum as follows:
In relation to Customer Personal Data that is protected by the EU GDPR and processed by One Realm Inc. on behalf of and under the instruction of Customer, the EU SCCs will apply completed as follows:
Module Two will apply (controller to processor transfers);
In Clause 7, the optional docking clause will apply;
In Clause 9, Option 2 will apply, and the time period for prior notice of sub-processor changes shall be as set out in Section 4.2(d) of this Addendum;
In Clause 11, the optional language will not apply;
In Clause 17, Option 1 will apply, and the EU SCCs will be governed by Irish law;
In Clause 18(b), disputes shall be resolved before the courts of the Republic of Ireland;
Annex I of the EU SCCs shall be deemed completed with the information set out in Annex 1 to this Addendum; and
Annex II of the EU SCCs shall be deemed completed with the information set out in Section 4 of Annex 1 to this Addendum.
In relation to Customer Personal Data that is protected by the Swiss DPA, the EU SCCs shall apply in accordance with Section 5.1(a) of this Addendum, but with the following modifications:
Any references in the EU SCCs to “Regolation (EU) 2016/679” shall be interpreted as references to the Swiss DPA and the equivalent articles or sections therein;
Any references to “EU”, “Union”, “Member State”, and “Member State law” shall be interpreted as references to Switzerland and Swiss law, as the case may be;
Any references to the “competent supervisory authority” and “competent courts” shall be interpreted as references to the relevant data protection authority and courts in Switzerland; and
The Controller to Processor SCCs shall be governed by the laws of Switzerland and disputes shall be resolved before the competent Swiss Courts.
In relation to Customer Personal Data that is protected by the UK GDPR, the EU SCCs shall apply in accordance with Section 5.1(a) of this Addendum, but as modified and interpreted by the Part 2: Mandatory Clauses of the UK Addendum, which shall be incorporated into and form an integral part of this Addendum. Any conflict between the terms of the EU SCCs and the UK Addendum shall be resolved in accordance with Section 10 and Section 11 of the UK Addendum. In addition, tables 1 to 3 in Part 1 of the UK Addendum shall be completed respectively with the information set out in Annex I of this Addendum, and table 4 in Part 1 of the UK Addendum shall be deemed completed by selecting both “Importer” and “Exporter”.
One Realm Inc. shall process Personal Data using AI and machine learning technologies within the Frankfurt Region, Germany, in accordance with the terms of this Addendum and applicable Data Protection Laws, including the General Data Protection Regulation (GDPR). The purpose of such AI processing is limited to the services provided by One Realm Inc. tool. One Realm Inc. shall ensure that any AI processing of Personal Data is conducted only to the extent necessary to achieve the specified purposes.
One Realm Inc. shall not participate in any other Restricted Transfers of Customer Personal Data (whether as an importer or an exporter of the Customer Personal Data) unless the Restricted Transfer is made in compliance with applicable Data Protection Law and pursuant to the relevant Standard Contractual Clauses implemented between the relevant exporter and importer of the Customer Personal Data, as necessary in order to comply with applicable Data Protection Law.
Customer should routinely review all international transfers of Personal Data on a case-by-case basis in order to monitor new risks because of the changes in local laws, data practices, etc., and implement additional safeguards (such as encryption or pseudonymization) to mitigate identified risks to ensure the Personal Data remains protected to the standard required under Data Protection Laws.
Transfer mechanism. Where a party is located outside the EEA or an adequate country and receives Personal Data: (a) that party will act as the data importer, (b) the other party is the data exporter, and (c) the relevant Transfer Mechanism will apply. “Transfer Mechanism" refers to any lawful means of transferring personal data from the European Economic Area (EEA) or any adequate country to a third country in compliance with applicable data protection laws. This may include, but is not limited to, the following:
Standard Contractual Clauses (SCCs) approved by the European Commission Decision of 4 June 2021 (as amended from time to time) for the transfer of personal data from the EEA or adequate countries to a third country;
International Data Transfer Agreement issued by the Information Commissioner’s Office (ICO) under Section 119A of the Data Protection Act 2018, effective from 21 March 2022;
International Data Transfer Addendum issued by the Information Commissioner’s Office (ICO) under Section 119A of the Data Protection Act 2018, effective from 21 March 2022.
Additional measures. If the Transfer Mechanism is insufficient to safeguard the transferred Personal Data, the data importer will promptly implement supplementary measures to ensure Personal Data is protected to the same standard as required under Data Protection Laws.
Disclosures. Subject to terms of the relevant Transfer Mechanism, if the data importer receives a request from a public authority to access Personal Data, it will (if legally allowed): challenge the request and promptly notify the data exporter about it, and only disclose to the public authority the minimum amount of Personal Data required and keep a record of the disclosure.
8. Precedence
The provisions of this Addendum are supplemental to the provisions of the Agreement. In the event of any inconsistency between the provisions of this Addendum and the provisions of the Agreement, they will take priority in this order: (a) any Standard Contractual Clauses or other measures to which the parties have agreed to (Cross-Border Transfer Mechanisms) , (b) this Addendum, (c) the Agreement . In the event that any provision of this Addendum and/or the Agreement contradicts, directly or indirectly, the Controller to Processor SCCs, the Controller to Processor SCCs will control.
9. Indemnity
To the extent permissible by law, Customer shall (a) defend One Realm Inc. and its Affiliates (collectively, “Indemnified Parties”) from and against any and all claims, demands, suits, or proceedings made or brought against any of the Indemnified Parties by any third party (each, a “Claim”), and (b) indemnify and hold harmless the Indemnified Parties from and against any and all losses, damages, liabilities, fines and administrative fines, penalties, settlements, and costs and expenses of any kind (including, without limitation, reasonable legal, investigatory and consultancy fees and expenses) incurred or suffered by any of the Indemnified Parties, in each case arising from any breach by Customer of this Addendum or of its obligations under applicable Data Protection Laws. One Realm Inc. may participate in the defense and/or settlement of a Claim under this Section 9 with counsel of its choosing at its own expense.
10. Severability
The Parties agree that, if any section or sub-section of this Addendum is held by any court or competent authority to be unlawful or unenforceable, it shall not invalidate or render unenforceable any other section of this Addendum.
11. Miscellaneous.
The Addendum considers the following and follows:
Privacy by Design and default
Achieving security of Processing
Notification of breaches involving Customer Personal Data to the relevant Supervisory Authority
Notification of breaches involving Customer Personal Data to Customer
Conducting Privacy Impact Assessment where appropriate and required by applicable Data Protection Law
Assurance of One Realm Inc.’s assistance by if prior consultations with relevant Supervisory Authorities are needed and required by applicable Data Protection Laws.
One Realm Inc. shall comply with all statutory and regulatory requirements, ISO 27001:2013, ISO 27701:2019 and EU GDPR
In the event a Data Subject wishes to exercise its data subject rights under applicable Data Protection Law, including, but not limited to, a data subject’s right of access, correction and/or erasure of its Personal Data in One Realm Inc.’s control, the Data Subjects can submit such request done by contacting One Realm Inc.’s Data Protection Officer (DPO) below. Also, for raising concerns and/or any complaints related to the Customer Personal Data that can be done by contacting the Data Protection Officer below:
Name: Dimitri Appel
Email ID: dimitri@getodin.ai
There are no Temporary files getting generated during processing.
Annex 1 to Data Protection Addendum
Description of Processing Activities for Customer Personal Data
This Annex includes certain details of the Processing of Customer Personal Data by One Realm Inc. in connection with the Services.
List of Parties
1. Data Exporter
Name:
Customer (as defined in the Agreement)
Address:
As set forth in the relevant Order Form.
Contact person’s name, position and contact details:
As set forth in the relevant Order Form.
Activities relevant to the data transferred under these Clauses:
Recipient of the Services provided by One Realm Inc. in accordance with the Agreement.
Signature and date:
Signature and date are set out in the Agreement.
Role (controller/processor):
Controller
2. Data Importer
Name:
One Realm Inc.
Address:
4214 Caribbean St, Oxnard, CA 93035
Contact person’s name, position and contact details:
Dimitri Appel
dimitri@getodin.ai
Activities relevant to the data transferred under these Clauses:
Provision of the Services to the Customer in accordance with the Agreement.
Signature and date:
Signature and date are set out in the Agreement.
Role (controller/processor):
Processor
3. Competent Supervisory Authority
Identify the competent supervisory authority/ies in accordance (e.g. in accordance with Clause 13 SCCs)
As determined by application of Clause 13 of the EU SCCs.
4. Processing Information
Categories of data subjects whose personal data is transferred
Customer’s authorized users of the Services
Categories of personal data transferred
Processed automatically by the Services:
· Names
· email IDs
Processed where and to the extent provided by Customer or its authorized users in connection with audit services provided by One Realm Inc.:
· address
· date of birth
· past employment details
Sensitive personal data transferred
None
Frequency of the transfer
Continuous
Nature of the processing
The nature of the processing is more fully described in the Agreement and accompanying order forms but will include the following basic processing activities: The provision of Services to Customer. In order to provide people data, One Realm Inc. receives identifying Customer Personal Data to permit One Realm Inc. to query, cleanse, standardize, enrich, (when required) send to additional data to feed providers, and to store the query information.
The purpose of the transfer is to facilitate the performance of the Services more fully described in the Agreement and accompanying order forms.
Purpose of the data transfer and further processing
The nature of the processing is more fully described in the Agreement and accompanying order forms but will include the following basic processing activities: The provision of Services to Customer. In order to provide people data, One Realm Inc. receives identifying Customer Personal Data to permit One Realm Inc. to query, cleanse, standardize, enrich, (when required) send to additional data to feed providers, and to store the query information.
The purpose of the transfer is to facilitate the performance of the Services more fully described in the Agreement and accompanying order forms.
For processing involving California consumers, please select the Business Purpose(s) for Processing Personal Data
☐ N/A
☐ Auditing related to counting ad impressions to unique visitors, verifying positioning and quality of ad impressions, and auditing compliance with this specification and other standards
☒ Helping to ensure security and integrity to the extent the use of the consumer’s personal information is reasonably necessary and proportionate for these purposes
☒ Debugging to identify and repair errors that impair existing intended functionality.
☐ Short-term, transient use, including, but not limited to, non-personalized advertising shown as part of a consumer’s current interaction with the business, provided that the consumer’s personal information is not disclosed to another third party and is not used to build a profile about the consumer or otherwise alter the consumer’s experience outside the current interaction with the business
☒ Performing services on behalf of the business, including maintaining or servicing accounts, providing customer service, processing or fulfilling orders and transactions, verifying customer information, processing payments, providing financing, providing analytic services, providing storage, or providing similar services on behalf of the business.
☐ Providing advertising and marketing services, except for cross-context behavioral advertising, to the consumer provided that, for the purpose of advertising and marketing, a service provider or contractor shall not combine the personal information of opted-out consumers that the service provider or contractor receives from, or on behalf of, the business with personal information that the service provider or contractor receives from, or on behalf of, another person or persons or collects from its own interaction with consumers.
☒ Undertaking internal research for technological development and demonstration.
☒ Undertaking activities to verify or maintain the quality or safety of a service or device that is owned, manufactured, manufactured for, or controlled by the business, and to improve, upgrade, or enhance the service or device that is owned, manufactured, manufactured for or controlled by the business.
☒ To retain and employ another service provider or contractor as a subcontractor where the subcontractor meets the requirements for a service provider or contractor under CCPA.
☒ To build or improve the quality of the services it is providing to the business even if this Business Purpose is not specified in the written contract required by CCPA provided that Service Provider does not use the Customer Personal Data to perform Services on behalf of another person.
☒ To prevent, detect, or investigate data security incidents or protect against malicious, deceptive, fraudulent, or illegal activity, even if this Business Purpose is not specified in the written contract.
Period for which the personal data will be retained or criteria used to determine that period
The period for which the Customer Personal Data will be retained is more fully described in the Agreement, Addendum, and accompanying order forms.
Subprocessor transfers – subject matter, nature, and duration of processing
The subject matter, nature, and duration of the Processing more fully described in the Agreement, Addendum, and accompanying order forms.
Technical and Organisational Security Measures
Description of the technical and organisational security measures implemented by One Realm Inc. as the data processor/data importer to ensure an appropriate level of security, taking into account the nature, scope, context, and purpose of the processing, and the risks for the rights and freedoms of natural persons.
Security
Security Management System.
Organization. One Realm Inc. designates qualified security personnel whose responsibilities include development, implementation, and ongoing maintenance of the Information Security Program.
Policies. Management reviews and supports all security related policies to ensure the security, availability, integrity and confidentiality of Customer Personal Data. These policies are updated at least once annually.
Assessments. One Realm Inc. engages a reputable independent third-party to perform risk assessments of all systems containing Customer Personal Data at least once annually.
Risk Treatment. One Realm Inc. maintains a formal and effective risk treatment program that includes penetration testing, vulnerability management and patch management to identify and protect against potential threats to the security, integrity or confidentiality of Customer Personal Data.
Vendor Management. One Realm Inc. maintains an effective vendor management program
Incident Management. One Realm Inc. reviews security incidents regularly, including effective determination of root cause and corrective action.
Standards. One Realm Inc. operates an information security management system that complies with the requirements of ISO/IEC 27001:2013 standard.
Personnel Security.
One Realm Inc. personnel are required to conduct themselves in a manner consistent with the company’s guidelines regarding confidentiality, business ethics, appropriate usage, and professional standards. One Realm Inc. conducts reasonably appropriate background checks on any employees who will have access to client data under this Agreement, including in relation to employment history and criminal records, to the extent legally permissible and in accordance with applicable local labor law, customary practice and statutory regulations.
Personnel are required to execute a confidentiality agreement in writing at the time of hire and to protect Customer Personal Data at all times. Personnel must acknowledge receipt of, and compliance with, One Realm Inc.’s confidentiality, privacy and security policies. Personnel are provided with privacy and security training on how to implement and comply with the Information Security Program. Personnel handling Customer Personal Data are required to complete additional requirements appropriate to their role (e.g., certifications). One Realm Inc.’s personnel will not process Customer Personal Data without authorization.
Access Controls
Access Management. One Realm Inc. maintains a formal access management process for the request, review, approval and provisioning of all personnel with access to Customer Personal Data to limit access to Customer Personal Data and systems storing, accessing or transmitting Customer Personal Data to properly authorized persons having a need for such access. Access reviews are conducted periodically to ensure that only those personnel with access to Customer Personal Data still require it.
Infrastructure Security Personnel. One Realm Inc. has, and maintains, a security policy for its personnel, and requires security training as part of the training package for its personnel. One Realm Inc.’s infrastructure security personnel are responsible for the ongoing monitoring of One Realm Inc.’s security infrastructure, the review of the Services, and for responding to security incidents.
Access Control and Privilege Management. One Realm Inc.’s and Customer’s administrators and end users must authenticate themselves via a Multi-Factor authentication system or via a single sign on system in order to use the Services
Internal Data Access Processes and Policies – Access Policy. One Realm Inc.’s internal data access processes and policies are designed to protect against unauthorized access, use, disclosure, alteration or destruction of Customer Personal Data. One Realm Inc. designs its systems to only allow authorized persons to access data they are authorized to access based on principles of “least privileged” and “need to know”, and to prevent others who should not have access from obtaining access. One Realm Inc. requires the use of unique user IDs, strong passwords, two factor authentication and carefully monitored access lists to minimize the potential for unauthorized account use. The granting or modification of access rights is based on: the authorized personnel’s job responsibilities; job duty requirements necessary to perform authorized tasks; a need to know basis; and must be in accordance with One Realm Inc.’s internal data access policies and training. Approvals are managed by workflow tools that maintain audit records of all changes. Access to systems is logged to create an audit trail for accountability. Where passwords are employed for authentication (e.g., login to workstations), password policies follow industry standard practices. These standards include password complexity, password expiry, password lockout, restrictions on password reuse and re-prompt for password after a period of inactivity
Data Center and Network Security
Data Centers.
Infrastructure. One Realm Inc. has AWS as its data center.
Resiliency. Multi Availability Zones are enabled on AWS and One Realm Inc. conducts Backup Restoration Testing on regular basis to ensure resiliency.
Server Operating Systems. One Realm Inc.’s servers are customized for the application environment and the servers have been hardened for the security of the Services. One Realm Inc. employs a code review process to increase the security of the code used to provide the Services and enhance the security products in production environments.
Disaster Recovery. One Realm Inc. replicates data over multiple systems to help to protect against accidental destruction or loss. One Realm Inc. has designed and regularly plans and tests its disaster recovery programs.
Security Logs. One Realm Inc.’s systems have logging enabled to their respective system log facility in order to support the security audits, and monitor and detect actual and attempted attacks on, or intrusions into, One Realm Inc.’s systems.
Vulnerability Management. One Realm Inc. performs regular vulnerability scans on all infrastructure components of its production and development environment. Vulnerabilities are remediated on a risk basis, with Critical, High and Medium security patches for all components installed as soon as commercially possible.
Networks and Transmission.
Data Transmission. Transmissions on production environment are transmitted via Internet standard protocols.
External Attack Surface. AWS Security Group which is equivalent to virtual firewall is in place for Production environment on AWS.
Incident Response. One Realm Inc. maintains incident management policies and procedures, including detailed security incident escalation procedures. One Realm Inc. monitors a variety of communication channels for security incidents, and One Realm Inc.’s security personnel will react promptly to suspected or known incidents, mitigate harmful effects of such security incidents, and document such security incidents and their outcomes.
Encryption Technologies. One Realm Inc. makes HTTPS encryption (also referred to as SSL or TLS) available for data in transit and implements encryption technologies for data at rest to ensure the security and confidentiality of Customer Data.
Data Storage, Isolation, Authentication, and Destruction. One Realm Inc. stores data in a multi-tenant environment on AWS servers. Data, the Services database and file system architecture are replicated between multiple availability zones on AWS. One Realm Inc. logically isolates the data of different customers. A central authentication system is used across all Services to increase uniform security of data. One Realm Inc. ensures secure disposal of Client Data through the use of a series of data destruction processes.
Annex 2
One Realm Inc.’s Sub-processors
Name of Sub-processor
Description of Processing
Location of Sub-processor
Amazon Web Service
Running the Production environment including the Application
USA
Heroku
Running the Production environment
USA
Google Workspace
Email services
India
Firebase
Databases services
USA
Supabase
Databases services
USA
Sendgrid
Email services
USA
Sentry
Error Alerting
USA
Github
Code version control
USA
Slack
Messaging
USA
NewRelic
Monitoring
USA
ZOHO
HRMS Tool
India
