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<h2 class="color-brand-1 mb-50">Data Protection and Privacy at Kuuv
<p class="color-grey-900 font-lg-bold mb-25">Last Updated Feb 10, 2023 </p>
</h2>
<h4 class="color-brand-1">Overview </h4>
<p class="font-md color-grey-500">Kuuv constantly works on building, reviewing and further developing required
policies, processes, and procedures in place to comply with the applicable
privacy and data protection laws. Some of those laws include the EU and the UK
General Data Protection Regulation (“GDPR”), the California Consumer Privacy Act
of 2018 (“CCPA”), and the e-Privacy Directive as implemented in the Member
States of the EU. Further, Kuuv is constantly evaluating our exposure to other
data protection laws to make any necessary adjustments to our privacy program.
Additionally, we regularly monitor data protection developments with a view to
incorporate the principles from new laws, frameworks, and best practices into
our operations to keep strengthening the protection of personal data
</p>
<p class="font-md color-grey-500">
We have engaged privacy experts to assist us with our privacy and data
protection compliance efforts, and with their assistance, we are actively
engaged in ensuring our own compliance with applicable data protection laws and
having solutions to enable our customers to comply with their own obligations as
data controllers under the applicable data protection laws. Read on to learn a
few things we have done to help you make our use of our service as compliant as
possible.
</p>
<h4 class="color-brand-1">What Are the EU GDPR and UK GDPR? </h4>
<p class="font-md color-grey-500">The GDPR is the European Union’s, comprehensive privacy and data protection law
that took effect on May 25, 2018. The primary aim of the GDPR is to regulate how
the personal data of individuals in the EU is processed – even by businesses
that have no physical or legal presence in the EU. Organizations can face hefty
fines for non-compliance: up to €20 million or 4 percent of annual global
revenue, whichever is higher. The UK GDPR largely mirrors the GDPR and was
adopted by the UK as part of Brexit. </p>
<h5>Take a look at the full text of the GDPR articles. </h5>
<h4 class="color-brand-1">Is Kuuv GDPR certified? </h4>
<p class="font-md color-grey-500">
There is not yet any kind of recognized GDPR global certification scheme in the
EU, but we’ve been working hard to ensure that we’re in compliance with the
GDPR. We spend a considerable amount of time and energy to ensure that our data
protection practices meet or exceed the highest standards, so that individuals
who disclose personal data to us can rest assured that their data is protected.
Read on to learn how we work to make your use of our service compliant.
</p>
<h4 class="color-brand-1">How Can I Enter into a Data Processing Addendum (DPA) with Kuuv? </h4>
<p class="font-md color-grey-500">We offer customers a new Data Processing Addendum (DPA) in conjunction with
our <a href="https://kuuv.app/terms-conditions.php">Terms of Service</a>. When
applicable, the DPA amends our standard terms of
service to reflect obligations required by the GDPR. This is the instrument that
legally binds us to complying with our responsibilities under the GDPR and other
applicable data protection laws, such as the CCPA.
</p>
<p class="font-md color-grey-500">The DPA governs the terms by which we, as a data processor, process data on
behalf of you, our customers, (who are typically data controllers) in accordance
with <a href="https://gdpr.verasafe.com/article-28/">Article 28</a> of the EU
GDPR and other data protection and privacy laws that
may be applicable.
</p>
<p class="font-md color-grey-500">
According to <a href="https://gdpr.verasafe.com/article-28/">Article 28</a> of
the GDPR, data processors must act only upon the
documented instructions of the data controller unless otherwise required by law.
This, however, does not relieve us of any of our obligations or liabilities
under the GDPR. We are still required to ensure that we comply with the GDPR.
</p>
<h4 class="color-brand-1">
What Does Kuuv Do to Ensure that Its Vendor Relationships Meet Applicable Data
Protection Requirements?
</h4>
<p class="font-md color-grey-500">
Before transferring any personal data to service providers, we conduct due
diligence on the recipient of the data (including reviewing security reports).
We also ensure that robust contractual protections are in place. Our vendor
management procedures require that such contracts be in line with the highest
common denominators when it comes to data protection laws (the GDPR and the
CCPA). We have developed a detailed DPA that all service providers must sign in
addition to their standard contract. We can also sign the service providers’
DPAs if they meet the legal and contractual requirements.
</p>
<p class="font-md color-grey-500">
When we need to transfer personal data governed by the GDPR outside the European
Economic Area (“EEA”) or the UK to a country that has not been deemed to provide
an adequate level of data protection by the European Commission or the UK
Secretary of State, we ensure to strengthen the protection of the data through
approved transfer mechanisms.
</p>
<h5>
We require our service providers to share with us recent third-party audit
security reports such as SOC 2 reports and ISO 27001 certifications security
documentation or respond to detailed security questionnaires.
</h5>
<h4 class="color-brand-1">GDPR and You </h4>
<p class="font-md color-grey-500">
So Kuuv is focused on compliance with the GDPR. Does that mean that I’m
automatically compliant too? If not, where can I learn more about my own
obligations?
</p>
<p class="font-md color-grey-500">
Much of how you collect, use, and dispose of personal data is not determined by
Kuuv (your data processor). Thus, each organization should get its own
professional guidance on the topic to help ensure compliance. In addition to our
Readiness Guide, here’s an additional resource from the UK Information
Commissioner’s Office:
<br>
<a href="https://ico.org.uk/for-organisations/advice-for-small-organisations/checklists/data-protection-self-assessment/"> https://ico.org.uk/for-organisations/advice-for-small-organisations/checklists/data-protection-self-assessment/.</a>
</p>
<h4 class="color-brand-1">Am I a Data Controller? Is Kuuv a Data Processor? </h4>
<p class="font-md color-grey-500">
Typically, a Kuuv customer will be considered a data controller (i.e., an
organization that determines the purposes and means of the processing of
personal data) and Kuuv will be considered a data processor under the law.
</p>
<p class="font-md color-grey-500">
Controllers and processors each have their own respective obligations under the
law. Therefore, our GDPR compliance plan looks a bit different from what yours
will look like. This doesn’t mean we can’t be used by data controllers – quite
the opposite. When a data controller engages a service provider like us, the
service provider is typically a data processor acting on behalf of the
controller, and the processor acts at the behest of the controller. As stated
above, our DPA will govern the relationship, and the nature of the processing
activities, between Kuuv and its customers.
</p>
<h4 class="color-brand-1">What is Considered Personal Data? </h4>
<p class="font-md color-grey-500">
According to GDPR <a href="https://gdpr.verasafe.com/article-4/">Article 4</a>,
personal data means…“any information relating to an
identified or identifiable natural person (‘data subject’); an identifiable
natural person is one who can be identified, directly or indirectly, in
particular by reference to an identifier such as a 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.”
</p>
<h4 class="color-brand-1">So, what does that mean for you? </h4>
<p class="font-md color-grey-500">Within your Kuuv account, that would include your customers’ contact
information. And they may at some point ask you to forget them, or modify their
information to be accurate, etc. You would then be responsible for fulfilling
that request. </p>
<p class="font-md color-grey-500">
Does the GDPR Require an Additional Checkbox to Be Able to Lawfully Process
Personal Data? Or Will a Sentence such as "Enter your information for us to
email you XYZ Pdf" Be Sufficient?
</p>
<p class="font-md color-grey-500">
If you are processing personal data on the basis of the data subject’s consent,
you will need to include a mechanism to collect that consent, which could
include an unticked checkbox which the data subject can tick to consent to the
processing of his or her data for a specified purpose (for example, receiving
email marketing communications from you about your products). If you can
consider this type of arrangement as a “contract” between you and the individual
who requested the “something,” then you may be able to skip the checkbox
altogether and base your processing on the need to perform your obligations
under this “contract”.
</p>
<h5>If a Customer Asks to Exercise Their Right to be Forgotten, do I have to Remove
them from my Database? </h5>
<p class="font-md color-grey-500">
Normally, yes.<a href="https://gdpr.verasafe.com/article-17/">Article 17</a> of
the GDPR sets out the data subject’s right to have
his or her data erased (also known as the “right to be forgotten”) when certain
(broad) grounds apply, such as (without limitation) when the personal data are
no longer necessary for the purposes of processing, where consent, as the sole
basis of processing, has been withdrawn, or where the data subject has objected
to the processing of his or her personal data and you have no “compelling
legitimate grounds” to continue the processing. It’s important to note how
broadly this right applies: in practice, there will be few circumstances where
the GDPR will not require the deletion of data at the data subject’s request.
</p>
<h4 class="color-brand-1">Consent </h4>
<h4 class="color-brand-1">Do I need to obtain consent again from all my contacts? </h4>
<p class="font-md color-grey-500">
Not necessarily. There are other permitted bases for processing personal data
under <a href="https://gdpr.verasafe.com/article-6/">Article 6</a> of the GDPR,
such as the need to process personal data for the
performance of a contract, or the legitimate interests of the data controller or
another party. However, if you will be processing personal data based solely on
the consent of the individual, you likely need to re-acquire consent from these
“old” contacts.
</p>
<h4 class="color-brand-1">Under GDPR, can I still have my opt-in forms checked by default? </h4>
<p class="font-md color-grey-500">
No, please note that the use of pre-ticked opt-in boxes is not valid under the
GDPR. Silence or inactivity on the part of the data subject, as well as merely
using a service (without first ticking a box to indicate agreement) doesn’t
count as “consent”.
</p>
<h4 class="color-brand-1">Data Protection </h4>
<h4 class="color-brand-1">Contact </h4>
<p class="font-md color-grey-500">
In accordance with <a href="https://gdpr.verasafe.com/article-38/">Article
38</a> of the GDPR, members of the public may contact the
DPO with regard to issues related to processing of their personal data and to
exercise their rights under the GDPR – for example, to object to the processing
of their data in cases where the data controller (that’s you, the Kuuv
customer) does not provide an adequate response.
</p>
<p class="font-md color-grey-500">In accordance with <a href="https://gdpr.verasafe.com/article-27/">Article
27</a> of the GDPR, supervisory authorities and persons
whose personal data are being processed by us, Kuuv, may contact our Article 27
Representative on all issues related to processing, for the purposes of ensuring
compliance with the GDPR. </p>
<h4 class="color-brand-1">What solution does Kuuv offer for cross-border data transfers? </h4>
<p class="font-md color-grey-500">
Area (commonly referred to as the EEA and which consists of the EU, plus Norway,
Iceland, and Liechtenstein) in certain circumstances, such as to a country whose
data protection laws are deemed "adequate" by the European Commission, or by
relying on an approved data transfer mechanism.
</p>
<p class="font-md color-grey-500">
Because we’re a company located outside of the EU, we have added the Standard
Contractual Clauses to our DPA to enable the lawful flow of personal data from
the UK and EEA to Kuuv in the United States.
</p>
<h4 class="color-brand-1">What Security Controls Has Kuuv Implemented to Safeguard My Data? </h4>
<p class="font-md color-grey-500">
Our Data Security Statement goes well beyond the customary confidentiality
clauses found in the business terms of many SaaS providers. The statement
describes some of the specific data security controls that we’ve implemented
and, by publishing the information, legally obligates us to maintain the high
standard of data security that’s described in the Statement.
</p>
<h4 class="color-brand-1">Is Kuuv PCI Compliant? </h4>
<p class="font-md color-grey-500">
We adhere to, and are audited annually for compliance with, the Payment Card
Industry Data Security Standard, which is a rigorous data protection framework
oriented towards the protection of payment card data.
</p>
<p class="font-md color-grey-500">Our most recent PCI DSS audit documentation is available upon request. Please
contact support@kuuv.app if you require the documentation. </p>
<h4 class="color-brand-1">GDPR and Other Channels </h4>
<h4 class="color-brand-1">How does the GDPR apply to social media? </h4>
<p class="font-md color-grey-500">
The GDPR applies to personal data processed for the purposes of social media
marketing campaigns, communication with customers via social media, and using
Facebook tracking pixels and similar technologies. However, the specific impact
depends on the manner in which the social media is used. Social media isn’t
specifically discussed in the GDPR, so there are no aspects of the GDPR that are
unique to social media or social media marketing.
</p>
<h4 class="color-brand-1">Does the GDPR apply only if a customer buys something from a website? </h4>
<p class="font-md color-grey-500">
If you are offering services to a data subject in the UK or EU, they do not
necessarily need to buy something from you in order for the GDPR to apply. When
you go out of your way to offer goods or services to the people in the UK or EU,
the GDPR likely applies to you.
</p>
<h4 class="color-brand-1">Compliance of Third-Party Integrations with Kuuv </h4>
<p class="font-md color-grey-500">
When you configure your Kuuv service to connect with third-party apps, you must
ensure that you also use those providers in a compliant manner. For example, you
need to ensure service providers that you enter into a contract with the service
provider that meets the requirements laid out in
<a href="https://gdpr.verasafe.com/article-28/">Article 28</a> of the EU and UK
GDPR. This means, for example, that there must be an agreement that, among other
things, requires the service provider to use the personal data you entrust it
with only upon your instructions, and to notify you of any data breaches. You
also need to determine whether such service providers have the technical
capabilities to protect the personal data you make available to them.
</p>
<p class="font-md color-grey-500">
When you configure your Kuuv service to connect with those third-party apps,
you should ensure that those vendors are also GDPR compliant, and that your
relationship with that vendor meets the requirements laid out in <a href="https://gdpr.verasafe.com/article-28/">Article 28</a> of
the GDPR. For example, the service agreement in place between your company and
the third-party service provider should impose various obligations on that
service provider, such as a requirement to use the personal data only upon your
instructions, and to notify you of any data breaches.
</p>
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