Data Transfer Agreement Controller To Controller

[v.1.1 (applicable from 25/05/2018)]

These Terms and Conditions apply to your relationship Columbia World-Wide Movers Limited, a company registered in Cyprus with Registration Number 66165, with Registered office at Neas Genias 101, K. Polemidia 4150, Limassol, Cyprus (hereinafter the “Data Exporter”), in relation to the processing of Personal Data in case you have received an e-mail from Columbia as an Origin Agent or as a Destination Agent (hereinafter the “Data Importer”) (each a “Party”; together “the Parties”).

These terms and conditions do not apply in case the personal data are collected by you or processed by you in Andorra, Argentina, Canada, Faroe Islands, Guernsey, Israel, Isle of Man, Jersey, New Zealand, Switzerland, Uruguay and the United States of America (limited to the Privacy Shield Framework) or in any other country which the European Commission has issued an adequacy decision under article 45(3) of the GDPR.

 

  1. DEFINITIONS

For the purposes of the clauses:

  • “personal data”, “special categories of data/sensitive data”, “process/processing”, “controller”, “processor”, “data subject” and “supervisory authority/authority” shall have the same meaning as in the Regulation (EU) 2016/679 – General Data Protection Regulation (“GDPR”) (whereby “the authority” shall mean the competent data protection authority in the territory in which the data exporter is established);
  • “the data exporter” shall mean the controller who transfers the personal data;
  • “the data importer” shall mean the controller who agrees to receive from the data exporter personal data for further processing in accordance with the terms of these clauses and who is not subject to a third country’s system ensuring adequate protection;

In relation to data importers who are acting as Origin Agents, Annex B applies at the exclusion of Annex C and in relation to data importers who are acting as Destination Agents, Annex C applies at the exclusion of Annex B. 

  • “clauses” shall mean these contractual clauses, which are a free-standing document that does not incorporate commercial business terms established by the parties under separate commercial arrangements.
  • “Destination Agent” is a Data Importer to whom the Data Exporter has sent an e-mail requesting you to facilitate a natural person’s request to move his/her personal effects or goods to the Country where the Destination Agent is situated
  • “Origin Agent” is a Data Importer to whom the Data Exporter has sent an e-mail requesting to facilitate a natural person’s request to move his/her personal effects or goods to the Republic of Cyprus.

The details of the transfer (as well as the personal data covered) are specified in Annex B for Destination Agents and in Annex C for Origin Agents.

 

  1. OBLIGATIONS OF THE DATA EXPORTER

The data exporter warrants and undertakes that:

  • The personal data have been collected, processed and transferred in accordance with the laws applicable to the data exporter.
  • It has used reasonable efforts to determine that the data importer is able to satisfy its legal obligations under these clauses.
  • It will provide the data importer, when so requested, with copies of relevant data protection laws or references to them (where relevant, and not including legal advice) of the country in which the data exporter is established.
  • It will respond to enquiries from data subjects and the authority concerning processing of the personal data by the data importer, unless the parties have agreed that the data importer will so respond, in which case the data exporter will still respond to the extent reasonably possible and with the information reasonably available to it if the data importer is unwilling or unable to respond. Responses will be made within a reasonable time.
  • It will make available, upon request, a copy of the clauses to data subjects who are third party beneficiaries under clause 4, unless the clauses contain confidential information, in which case it may remove such information. Where information is removed, the data exporter shall inform data subjects in writing of the reason for removal and of their right to draw the removal to the attention of the authority. However, the data exporter shall abide by a decision of the authority regarding access to the full text of the clauses by data subjects, as long as data subjects have agreed to respect the confidentiality of the confidential information removed. The data exporter shall also provide a copy of the clauses to the authority where required.

 

 

  1. OBLIGATIONS OF THE DATA IMPORTER

The data importer warrants and undertakes that:

  • It will have in place appropriate technical and organisational measures to protect the personal data against accidental or unlawful destruction or accidental loss, alteration, unauthorised disclosure or access, and which provide a level of security appropriate to the risk represented by the processing and the nature of the data to be protected.
  • It will have in place procedures so that any third party it authorises to have access to the personal data, including processors, will respect and maintain the confidentiality and security of the personal data. Any person acting under the authority of the data importer, including a data processor, shall be obligated to process the personal data only on instructions from the data importer. This provision does not apply to persons authorised or required by law or regulation to have access to the personal data.
  • It has no reason to believe, at the time of entering into these clauses, in the existence of any local laws that would have a substantial adverse effect on the guarantees provided for under these clauses, and it will inform the data exporter (which will pass such notification on to the authority where required) if it becomes aware of any such laws.
  • It will process the personal data for purposes described in Annex B or C (accordingly), and has the legal authority to give the warranties and fulfil the undertakings set out in these clauses.
  • It will identify to the data exporter a contact point within its organisation authorised to respond to enquiries concerning processing of the personal data, and will cooperate in good faith with the data exporter, the data subject and the authority concerning all such enquiries within a reasonable time. In case of legal dissolution of the data exporter, or if the parties have so agreed, the data importer will assume responsibility for compliance with the provisions of clause 2(e).
  • At the request of the data exporter, it will provide the data exporter with evidence of financial resources sufficient to fulfil its responsibilities under clause 4 (which may include insurance coverage).
  • Upon reasonable request of the data exporter, it will submit its data processing facilities, data files and documentation needed for processing to reviewing, auditing and/or certifying by the data exporter (or any independent or impartial inspection agents or auditors, selected by the data exporter and not reasonably objected to by the data importer) to ascertain compliance with the warranties and undertakings in these clauses, with reasonable notice and during regular business hours. The request will be subject to any necessary consent or approval from a regulatory or supervisory authority within the country of the data importer, which consent or approval the data importer will attempt to obtain in a timely fashion.
  • It will process the personal data, at its option, in accordance with:
    1. the data protection laws of the Republic of Cyprus, or
    2. the relevant provisions of any Commission decision pursuant to Article 25(6) of Directive 95/46/EC (enforceable and binding under Article 45(9) of the GDPR), where the data importer complies with the relevant provisions of such an authorisation or decision and is based in a country to which such an authorisation or decision pertains, but is not covered by such authorisation or decision for the purposes of the transfer(s) of the personal data, or
  • the data processing principles set forth in Annex A as may be amended by the Commission from time to time.
  • It will not disclose or transfer the personal data to a third party data controller located outside the European Economic Area (EEA) unless it notifies the data exporter about the transfer and
    1. the third party data controller processes the personal data in accordance with a Commission decision finding that a third country provides adequate protection, or
    2. the third party data controller becomes a signatory to these clauses or another data transfer agreement approved by a competent authority in the EU, or
  • data subjects have been given the opportunity to object, after having been informed of the purposes of the transfer, the categories of recipients and the fact that the countries to which data is exported may have different data protection standards, or
  1. with regard to onward transfers of sensitive data, data subjects have given their unambiguous consent to the onward transfer

 

  1. LIABILITY AND THIRD PARTY RIGHTS
  • Each party shall be liable to the other parties for damages it causes by any breach of these clauses. Liability as between the parties is limited to actual damage suffered. Punitive damages (i.e. damages intended to punish a party for its outrageous conduct) are specifically excluded. Each party shall be liable to data subjects for damages it causes by any breach of third party rights under these clauses. This does not affect the liability of the data exporter under its data protection law. Each party shall be liable to the other parties for damages it causes by any breach of these clauses. Liability as between the parties is limited to actual damage suffered. Punitive damages (i.e. damages intended to punish a party for its outrageous conduct) are specifically excluded. Each party shall be liable to data subjects for damages it causes by any breach of third party rights under these clauses. This does not affect the liability of the data exporter under its data protection law.
  • The parties agree that a data subject shall have the right to enforce as a third party beneficiary this clause and clauses 2(b), 2(d), 2(e), 3(a), 3(c), 3(d), 3(e), 3(h), 3(i), 4(a), 6, 7(d) and 8 against the data importer or the data exporter, for their respective breach of their contractual obligations, with regard to his personal data, and accept jurisdiction for this purpose in the data exporter’s country of establishment. In cases involving allegations of breach by the data importer, the data subject must first request the data exporter to take appropriate action to enforce his rights against the data importer; if the data exporter does not take such action within a reasonable period (which under normal circumstances would be one month), the data subject may then enforce his rights against the data importer directly. A data subject is entitled to proceed directly against a data exporter that has failed to use reasonable efforts to determine that the data importer is able to satisfy its legal obligations under these clauses (the data exporter shall have the burden to prove that it took reasonable efforts).

 

  1. LAW APPLICABLE TO THE CLAUSES

These clauses shall be governed by the law of the country in which the data exporter is established, with the exception of the laws and regulations relating to processing of the personal data by the data importer under clause 3(h), which shall apply only if so selected by the data importer under that clause.

 

  1. RESOLUTION OF DISPUTES WITH DATA SUBJECTS OR THE AUTHORITY
  • In the event of a dispute or claim brought by a data subject or the authority concerning the processing of the personal data against either or both of the parties, the parties will inform each other about any such disputes or claims, and will cooperate with a view to settling them amicably in a timely fashion.
  • The parties agree to respond to any generally available non-binding mediation procedure initiated by a data subject or by the authority. If they do participate in the proceedings, the parties may elect to do so remotely (such as by telephone or other electronic means). The parties also agree to consider participating in any other arbitration, mediation or other dispute resolution proceedings developed for data protection disputes.
  • Each party shall abide by a decision of a competent court of the data exporter’s country of establishment or of the authority which is final and against which no further appeal is possible.

 

  1. TERMINATION
  • In the event that the data importer is in breach of its obligations under these clauses, then the data exporter may temporarily suspend the transfer of personal data to the data importer until the breach is repaired or the contract is terminated.
  • In the event that:
    1. the transfer of personal data to the data importer has been temporarily suspended by the data exporter for longer than one month pursuant to paragraph (a);
    2. compliance by the data importer with these clauses would put it in breach of its legal or regulatory obligations in the country of import;
  • the data importer is in substantial or persistent breach of any warranties or undertakings given by it under these clauses;
  1. a final decision against which no further appeal is possible of a competent court of the data exporter’s country of establishment or of the authority rules that there has been a breach of the clauses by the data importer or the data exporter; or
  2. a petition is presented for the administration or winding up of the data importer, whether in its personal or business capacity, which petition is not dismissed within the applicable period for such dismissal under applicable law; a winding up order is made; a receiver is appointed over any of its assets; a trustee in bankruptcy is appointed, if the data importer is an individual; a company voluntary arrangement is commenced by it; or any equivalent event in any jurisdiction occurs

then the data exporter, without prejudice to any other rights which it may have against the data importer, shall be entitled to terminate these clauses, in which case the authority shall be informed where required. In cases covered by (i), (ii), or (iv) above the data importer may also terminate these clauses.

  • Either party may terminate these clauses if (i) any Commission positive adequacy decision under Article 25(6) of Directive 95/46/EC (enforceable and binding under Article 45(9) of the GDPR) (or any superseding text) is issued in relation to the country (or a sector thereof) to which the data is transferred and processed by the data importer, or (ii) the GDPR (or any superseding text) becomes directly applicable in such country.
  • The parties agree that the termination of these clauses at any time, in any circumstances and for whatever reason (except for termination under clause 7(c)) does not exempt them from the obligations and/or conditions under the clauses as regards the processing of the personal data transferred.

 

  1. VARIATION OF THESE CLAUSES

The parties may not modify these clauses except to update any information in Annex B or Annex C, in which case they will inform the authority where required. This does not preclude the parties from adding additional commercial clauses where required.

 

  1. DESCRIPTION OF THE TRANSFER

The details of the transfer and of the personal data are specified in Annex B or Annex C (accordingly). The parties agree that Annex B or Annex C (accordingly) may contain confidential business information which they will not disclose to third parties, except as required by law or in response to a competent regulatory or government agency, or as required under clause 2(e). The parties may execute additional annexes to cover additional transfers, which will be submitted to the authority where required. Annex B or Annex C (accordingly) may, in the alternative, be drafted to cover multiple transfers.

The parties agree that each is acting independently as Data Controller with respect of Personal Data and the parties shall in no case be regarded as joint controllers as defined in the GDPR.

 

  1. INDEMNIFICATION BETWEEN THE DATA EXPORTER AND DATA IMPORTER

The parties will indemnify each other and hold each other harmless from any cost, charge, damages, expense or loss which they cause each other as a result of their breach of any of the provisions of these clauses. Indemnification hereunder is contingent upon (a) the party to be indemnified (the “indemnified party”) promptly notifying the other party (the “indemnifying party”) of a claim, (b) the indemnifying party having sole control of the defence and settlement of any such claim, and (c) the indemnified party providing reasonable cooperation and assistance to the indemnifying party in defence of such claim.

 

  1. ALLOCATION OF COSTS:

Each party shall perform its obligations under these clauses at its own cost. 

 

  1. EXTRA TERMINATION CLAUSE:

In the event of termination of these clauses, the data importer must return all personal data and all copies of the personal data subject to these clauses to the data exporter forthwith or, at the data exporter’s choice, will destroy all copies of the same and certify to the data exporter that it has done so, unless the data importer is prevented by its national law or local regulator from destroying or returning all or part of such data, in which event the data will be kept confidential and will not be actively processed for any purpose. The data importer agrees that, if so requested by the data exporter, it will allow the data exporter, or an inspection agent selected by the data exporter and not reasonably objected to by the data importer, access to its establishment to verify that this has been done, with reasonable notice and during business hours.

  1. GOVERNING LAW AND JURISDICTION:

Notwithstanding anything in the Agreement to the contrary, this Agreement shall be governed by the laws of the Republic of Cyprus, and any action or proceeding related to this Agreement (including those arising from non contractual disputes or claims) will be brought in Nicosia, Cyprus.

ANNEX A

DATA PROCESSING PRINCIPLES

 

  1. Purpose limitation: Personal data may be processed and subsequently used or further communicated only for purposes described in Annex B or subsequently authorised by the data subject.
  2. Data quality and proportionality: Personal data must be accurate and, where necessary, kept up to date. The personal data must be adequate, relevant and not excessive in relation to the purposes for which they are transferred and further processed.
  3. Transparency: Data subjects must be provided with information necessary to ensure fair processing (such as information about the purposes of processing and about the transfer), unless such information has already been given by the data exporter.
  4. Security and confidentiality: Technical and organisational security measures must be taken by the data controller that are appropriate to the risks, such as against accidental or unlawful destruction or accidental loss, alteration, unauthorised disclosure or access, presented by the processing. Any person acting under the authority of the data controller, including a processor, must not process the data except on instructions from the data controller.
  5. Rights of access, rectification, deletion and objection: As provided in Article 12 of Directive 95/46/EC, data subjects must, whether directly or via a third party, be provided with the personal information about them that an organisation holds, except for requests which are manifestly abusive, based on unreasonable intervals or their number or repetitive or systematic nature, or for which access need not be granted under the law of the country of the data exporter. Provided that the authority has given its prior approval, access need also not be granted when doing so would be likely to seriously harm the interests of the data importer or other organisations dealing with the data importer and such interests are not overridden by the interests for fundamental rights and freedoms of the data subject. The sources of the personal data need not be identified when this is not possible by reasonable efforts, or where the rights of persons other than the individual would be violated. Data subjects must be able to have the personal information about them rectified, amended, or deleted where it is inaccurate or processed against these principles. If there are compelling grounds to doubt the legitimacy of the request, the organisation may require further justifications before proceeding to rectification, amendment or deletion. Notification of any rectification, amendment or deletion to third parties to whom the data have been disclosed need not be made when this involves a disproportionate effort. A data subject must also be able to object to the processing of the personal data relating to him if there are compelling legitimate grounds relating to his particular situation. The burden of proof for any refusal rests on the data importer, and the data subject may always challenge a refusal before the authority.
  6. Sensitive data: The data importer shall take such additional measures (e.g. relating to security) as are necessary to protect such sensitive data in accordance with its obligations under clause 3.
  7. Data used for marketing purposes: Where data are processed for the purposes of direct marketing, effective procedures should exist allowing the data subject at any time to “opt-out” from having his data used for such purposes.
  8. Automated decisions: For purposes hereof “automated decision” shall mean a decision by the data exporter or the data importer which produces legal effects concerning a data subject or significantly affects a data subject and which is based solely on automated processing of personal data intended to evaluate certain personal aspects relating to him, such as his performance at work, creditworthiness, reliability, conduct, etc. The data importer shall not make any automated decisions concerning data subjects, except when:
    1. such decisions are made by the data importer in entering into or performing a contract with the data subject, and (the data subject is given an opportunity to discuss the results of a relevant automated decision with a representative of the parties making such decision or otherwise to make representations to that parties or
    2. where otherwise provided by the law of the data exporter
  9. Notwithstanding all of the above principles, the data importer should take all steps to comply with the GDPR. In case the GDPR provides for more onerous obligations on the part of the Data Importer, it shall be the duty of the Data Importer to check whether such obligations exists and it shall be the duty of the Data Importer to comply with such obligations irrespective to what is stated in this agreement.

  

ANNEX B

DESCRIPTION OF THE TRANSFER

 

  1. DATA SUBJECTS

The personal data transferred concern the following categories of data subjects:

Natural Persons who wish their goods to be moved to the 3rd Country where the Destination Agent is situated (Client) as well as the Clearing Agent hired by the Data Exporter to perform custom clearance on behalf of the Client (Clearing Agent).

 

  1. PURPOSES OF THE TRANSFER(S)

The transfer is made for the following purposes:

In order for the Destination Agent to be able to provide the Data Exporter with a Quotation on its services. In order for the Destination Agent to be provided with a quotation on the Data Exporters Services.

The Data Subject will be contacted by the Destination Agent and the Data Subject will have to accept the Destination Agent’s terms and conditions. The Destination Agent will carry out its own procedures in relation to what information it may collect from the Data Subject in accordance with this policy.

 

  1. CATEGORIES OF DATA

The personal data transferred concern the following categories of data: 

Typical data to be found in a Bill of Lading, a Packing List, Passport. These include information such as: Name, Address of the Client and Name and VAT Number of the Clearing Agent. The Nationality, Place of Birth, Date of Birth, Sex of the Client, the Date of Issue, Date of Expiry, Passport Number, Signature, Authority of Issue and Photograph of the Client. The telephone of the Client, the date of packing, the survey volume, the actual volume and the special instructions given by the Client as these relate to packing.

 

  1. RECIPIENTS

The personal data transferred concern the following recipients or categories of recipients: 

Employees and other representatives of the Data Importer in the 3rd country of Destination who have a legitimate interest or are contractually bound to process the personal data mentioned in Part 3 of this Annex.

 

  1. SENSITIVE DATA

The personal data transferred concern the following categories of sensitive data:

We do not anticipate the transfer of any sensitive or special categories of data.

 

  1. DATA PROTECTION REGISTRATION INFORMATION OF DATA EXPORTER:

None

 

  1. ADDITIONAL USEFUL INFORMATION

(storage limits and other relevant information)

The information retained by the Data Importer shall only be retained for a period of a maximum of three years from the date of settlement of any outstanding obligation either from the Data Subject or from the Data Importer whichever is applicable unless otherwise provided by the law of the Country of the Data Importer. 

  1. CONTACT POINTS FOR DATA PROTECTION ENQUIRIES:
    1. DATA IMPORTER: The contact person of the Destination Agent who is the first point of Communication with the Data Exporter.
    2. DATA EXPORTER: Zoe Thouki of the Data Exporter (zoeth@columbiamovers.com).

   

ANNEX C

DESCRIPTION OF THE TRANSFER 

  1. DATA SUBJECTS

The personal data transferred concern the following categories of data subjects:

Natural Persons who wish their goods to be moved from the 3rd Country where the Origin Agent is situated (Clients), Employees of the Data Exporter (Exporter Employees),

 

  1. PURPOSES OF THE TRANSFER(S)

The transfer is made for the following purposes:

In order for the Origin Agent to be able to contact the Data Subject and conduct a survey on the Data Subject’s premises so that the Origin Agent may provide the Data Exporter with a quote on its services. The Origin Agent will carry out its own procedures in relation to what information it may collect from the Data Subject in accordance with this Agreement.

 

  1. CATEGORIES OF DATA

The personal data transferred concern the following categories of data: 

Typical data to be found in a Passport, Booking Form, Packing List, Import Storage Check List, Delivery Worksheet, Feedback Form, Property Damage Report Form, Employee Schedule Form,   of the Data Exporter such as the Name, E-mail, Delivery Address and address of Pickup, List of Items, Telephone Number, Nationality, Place of Birth, Date of Birth, Sex of the Client, the Date of Issue, Date of Expiry, Passport Number, Authority of Issue of Passport, Photograph of the Client, Signature of the Client as well as Special Requests of the Client in relation to packing. Details of Exporter’s Employees who dealt with the packing names, signatures as well as start time and finish time of packing for specific jobs.

 

  1. RECIPIENTS

The personal data transferred concern the following recipients or categories of recipients: 

Employees and other representatives of the Data Importer in the 3rd country of Destination who have a legitimate interest or are contractually bound to process the personal data mentioned in Part 3 of this Annex.

 

  1. SENSITIVE DATA

The personal data transferred concern the following categories of sensitive data:

We do not anticipate the transfer of any sensitive or special categories of data.

 

  1. DATA PROTECTION REGISTRATION INFORMATION OF DATA EXPORTER:

None

 

  1. ADDITIONAL USEFUL INFORMATION

(storage limits and other relevant information)

 

The information retained by the Data Importer shall only be retained for a period of a maximum of three years from the date of settlement of any outstanding obligation either from the Data Subject or from the Data Importer whichever is applicable unless otherwise provided by the law of the Country of the Data Importer.

 

  1. CONTACT POINTS FOR DATA PROTECTION ENQUIRIES:
    1. DATA IMPORTER: The contact person of the Destination Agent who is the first point of Communication with the Data Exporter.
    2. DATA EXPORTER: Zoe Thouki of the Data Exporter (zoeth@columbiamovers.com).