Data Processing Addendum

Last updated April 28th, 2021

This Data Processing Addendum (“DPA”) amends and forms part of the Terms of Service (the “Agreement”) between Clvrly Learning, Inc dba “Grove XR” (“Grove”) and the customer identified in the table below (“Customer”). This DPA prevails over any conflicting term of the Agreement, but does not otherwise modify the Agreement.

  1. Definitions

    1. In this DPA:

      1. - “Controller”, “Data Subject”, “Personal Data”, “Personal Data Breach”, “Processing”, “Processor”, and “Supervisory Authority” have the meaning given to them in the GDPR;
      2. - “Customer Personal Data” means any Personal Data, the Processing of which is subject to Data Protection Law, for which Customer or Customer’s customers are the Controller, and which is Processed by Grove to provide the Services;
      3. - “Data Protection Law” means the General Data Protection Regulation (EU) 2016/679 (“GDPR”), and e-Privacy Directive 2002/58/EC (as amended by Directive 2009/136/EC), and their national implementations in the European Economic Area (“EEA”), Switzerland and the United Kingdom, each as applicable, and as may be amended or replaced from time to time;
      4. - “Data Subject Rights” means Data Subjects’ rights to information, access, rectification, erasure, restriction, portability, objection, and not to be subject to automated individual decision-making in accordance with Data Protection Law;
      5. - “International Data Transfer” means any transfer of Customer Personal Data from the EEA, Switzerland or the United Kingdom to an international organization or to a country outside of the EEA, Switzerland and the United Kingdom;
      6. - “Services” means the services provided by Grove to Customer under the Agreement;
      7. - “Subprocessor” means a Processor engaged by Grove to Process Customer Personal Data; and
      8. - “Standard Contractual Clauses” means the clauses annexed to EU Commission Decision 2010/87/EU of 5 February 2010 on standard contractual clauses for the transfer of personal data to processors established in third countries under Directive 95/46/EC of the European Parliament and of the Council (OJ L 39, 12.2.2010, p. 5-18).
    2. Capitalized terms used but not defined herein have the meaning given to them in the Agreement.

  2. Scope and applicability

    1. This DPA applies to Processing of Customer Personal Data by Grove to provide the Services.
    2. The subject matter, nature and purpose of the Processing, the types of Customer Personal Data and categories of Data Subjects are set out in Appendix 1.
    3. Customer is a Controller and appoints Grove as a Processor on behalf of Customer. Customer is responsible for compliance with the requirements of Data Protection Law applicable to Controllers.
    4. If Customer is a Processor on behalf of other Controller(s), then Customer: is the single point of contact for Grove; must obtain all necessary authorizations from such other Controller(s); undertakes to issue all instructions and exercise all rights on behalf of such other Controller(s); and is responsible for compliance with the requirements of Data Protection Law applicable to Processors.
    5. Customer acknowledges that Grove may Process Personal Data relating to the operation, support, or use of the Services for its own business purposes, such as billing, account management, data analysis, marketing, benchmarking, technical support, product development, and compliance with law. Grove is the Controller for such Processing and will Process such data in accordance with Data Protection Law.
  3. Instructions

    1. Grove will Process Customer Personal Data to provide the Services and in accordance with Customer’s documented instructions.
    2. The Controller’s instructions are documented in this DPA, the Agreement, and any applicable statement of work.
    3. Customer may reasonably issue additional instructions as necessary to comply with Data Protection Law. Grove may charge a reasonable fee to comply with any additional instructions.
    4. Unless prohibited by applicable law, Grove will inform Customer if Grove is subject to a legal obligation that requires Grove to Process Customer Personal Data in contravention of Customer’s documented instructions.
  4. Personnel

    1. Grove will ensure that all personnel authorized to Process Customer Personal Data are subject to an obligation of confidentiality.
  5. Security and Personal Data Breaches

    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 risk of varying likelihood and severity for the rights and freedoms of natural persons, Grove will implement appropriate technical and organizational measures to ensure a level of security appropriate to the risk, including the measures listed in Appendix 2.
    2. Customer acknowledges that the security measures in Appendix 2 are appropriate in relation to the risks associated with Customer’s intended Processing, and will notify Grove prior to any intended Processing for which Grove’s security measures may not be appropriate.
    3. Grove will notify Customer without undue delay after becoming aware of a Personal Data Breach involving Customer Personal Data. If Grove’s notification is delayed, it will be accompanied by reasons for the delay. The Customer will be notified by email.
  6. Subprocessing

    1. Customer hereby authorizes Grove to engage Subprocessors. A list of Grove’s current and potential Subprocessors is included in Appendix 0.
    2. Grove will enter into a written agreement with Subprocessors which imposes the same obligations as required by Data Protection Law.
    3. Grove will notify Customer prior to any intended change to Subprocessors. Customer may object to the addition of a Subprocessor based on reasonable grounds relating to a potential or actual violation of Data Protection Law by providing written notice detailing the grounds of such objection within thirty (30) days following Grove’s notification of the intended change. Customer and Grove will work together in good faith to address Customer’s objection. If Grove chooses to retain the Subprocessor, Grove will inform Customer at least thirty (30) days before authorizing the Subprocessor to Process Customer Personal Data, and Customer may immediately discontinue using the relevant parts of the Services, and may terminate the relevant parts of the Services within thirty (30) days.
  7. Assistance

    1. Taking into account the nature of the Processing, and the information available to Grove, Grove will assist Customer, including, as appropriate, by implementing technical and organizational measures, with the fulfilment of Customer’s own obligations under Data Protection Law to: comply with requests to exercise Data Subject Rights; conduct data protection impact assessments, and prior consultations with Supervisory Authorities; and notify a Personal Data Breach.
    2. Grove will maintain records of Processing of Customer Personal Data in accordance with Data Protection Law.
    3. Grove may charge a reasonable fee for assistance under this Section If Grove is at fault, Grove and Customer shall each bear their own costs related to assistance.
  8. Audit

    1. Grove must make available to Customer all information necessary to demonstrate compliance with the obligations of this DPA and allow for and contribute to audits, including inspections, as mandated by a Supervisory Authority or reasonably requested by Customer and performed by an independent auditor as agreed upon by Customer and Grove.
    2. Grove will inform Customer if Grove believes that Customer’s instruction under Section infringes Data Protection Law. Grove may suspend the audit or inspection, or withhold requested information until Customer has modified or confirmed the lawfulness of the instructions in writing.
    3. Grove and Customer each bear their own costs related to an audit.
  9. International Data Transfers

    1. Customer hereby authorizes Grove to perform International Data Transfers to any country deemed adequate by the EU Commission; on the basis of appropriate safeguards in accordance with Data Protection Law; or pursuant to the Standard Contractual Clauses referred to in Section 9.2.
    2. By signing this DPA, Customer and Grove conclude the Standard Contractual Clauses, which are hereby incorporated into this DPA and completed as follows: the “data exporter” is Customer; the “data importer” is Grove; the governing law in Clause 9 and Clause 11.3 of the Standard Contractual Clauses is the law of the country in which Customer is established; Appendix 1 and Appendix 2 to the Standard Contractual Clauses, are Appendix 1 and 2 to this DPA respectively; and the optional indemnification clause is struck.
    3. If Grove’s compliance with Data Protection Law applicable to International Data Transfers is affected by circumstances outside of Grove’s control, including if a legal instrument for International Data Transfers is invalidated, amended, or replaced, then Customer and Grove will work together in good faith to reasonably resolve such non-compliance.
  10. Notifications

    1. Customer will send all notifications, requests and instructions under this DPA to Grove’s Legal Department via email to privacy@grove.us.
  11. Liability

    1. To the extent permitted by applicable law, where Grove has paid damages or fines, Grove is entitled to claim back from Customer that part of the compensation, damages or fines, corresponding to Customer’s part of responsibility for the damages or fines.
  12. Termination and return or deletion

    1. This DPA is terminated upon the termination of the Agreement.
    2. Customer may request return of Customer Personal Data up to ninety (90) days after termination of the Agreement. Unless required or permitted by applicable law, Grove will delete all remaining copies of Customer Personal Data within one hundred eighty (180) days after returning Customer Personal Data to Customer.
  13. Modification of this DPA

    1. This DPA may only be modified by a written amendment signed by both Grove and Customer.
  14. Invalidity and severability

    1. If any provision of this DPA is found by any court or administrative body of competent jurisdiction to be invalid or unenforceable, then the invalidity or unenforceability of such provision does not affect any other provision of this DPA and all provisions not affected by such invalidity or unenforceability will remain in full force and effect.

Appendix 0: Subprocessors

  1. AWS: Stores instances of our internet SAAS in the cloud
  2. Pusher: Coordinates real-time communication between company servers and client devices
  3. Stripe: Processes customer payment information & assists in the company’s licensing framework
  4. Sentry: Tracking system error and logs for debugging and technical improvements.
  5. Intercom: Live customer communications to resolve any concerns they may have, and subsequently any information they may provide.

Appendix 1: Description of the Processing

  1. Data Subjects
      The Customer Personal Data Processed concern the following categories of Data Subjects:
    1. Participants
    2. Facilitators
  2. Categories of Customer Personal Data
      The Customer Personal Data Processed concern the following categories of data (please specify):
    1. Participants
    2. Device information, logs, and video stream, including recordings thereof
    3. Contact information (name, email, organization, team logo, phone numbers).
    4. Login information (password, user name, login history).
    5. Session information, including aggregated device profiles, participant history and session logs.
  3. Sensitive data
      The Customer Personal Data Processed concern the following categories of Data Subjects:
    1. The Services are not intended to Process special categories of data.
  4. Processing operations
      The Customer Personal Data Processed concern the following categories of Data Subjects:
    1. Analytics on device, Participant, and Session information to provide insight to Facilitators about their Participants and Session trends
    2. Allowing for business interactions with the Customer such as user login and payment
    3. Displaying Participant information to the Facilitator during or after a Session
    4. Curating link/app playlists for Facilitator/Participant use and sharing
    5. Exposing device information to the Facilitator for device management purposes, such as state of charge, connected network, and serial number
    6. Exposing device information to the Facilitator for Session guiding purposes, such as installed applications, current application, and device state (ex. locked, focused)
    7. Giving device control to the Facilitator to progress the Session

Appendix 2: Security Measures

Grove, or its subprocessors, as appropriate, will implement the following types of security measures:

  1. Physical access control: Technical and organizational measures to prevent unauthorized persons from gaining access to the data processing systems available in premises and facilities (including databases, application servers and related hardware), where Customer Personal Data are Processed, include:
    • Key management, card-keys procedures;
    • Door locking (electric door openers etc.);
    • Securing decentralized data processing equipment and personal computers.
  2. Virtual access control: Technical and organizational measures for Grove’s employees to prevent data processing systems from being used by unauthorized persons include:
    • User identification and authentication procedures;
    • ID/password security procedures (special characters (1 char), minimum length (8char))
  3. Data access control: Technical and organizational measures to ensure that persons entitled to use a data processing system gain access only to such Customer Personal Data in accordance with their access rights, and that Customer Personal Data cannot be read, copied, modified or deleted without authorization, include:
    • Internal policies and procedures;
    • Differentiated access rights (profiles, roles, transactions and objects);
    • Logging of accesses;
    • Disciplinary action against employees who access Customer Personal Data without authorization;
    • Access procedure;
    • Change procedure;
    • Deletion procedure; and
    • Encryption.
  4. Disclosure control: Technical and organizational measures to ensure that Customer Personal Data cannot be read, copied, modified or deleted without authorization during electronic transmission, transport or storage on storage media (manual or electronic), and that it can be verified to which companies or other legal entities Customer Personal Data are disclosed, include:
    • Encryption
    • Logging; and
    • Transport security.
  5. Entry control: Technical and organizational measures to monitor whether Customer Personal Data have been entered, changed or removed (deleted), and by whom, from data processing systems, include:
    • Logging and reporting systems
  6. Control of instructions: Technical and organizational measures to ensure that Customer Personal Data are Processed solely in accordance with the instructions of the Controller include:
    • Unambiguous wording of the contract;
    • Criteria for selecting the Processor.
  7. Availability control: Technical and organizational measures to ensure that Customer Personal Data are protected against accidental destruction or loss (physical/logical) include:
    • Backup procedures;
    • Remote storage;
    • Anti-virus/firewall systems; and
  8. Separation control: Technical and organizational measures to ensure that Customer Personal Data collected for different purposes can be Processed separately include:
    • Separation of databases;
    • “Internal client” concept / limitation of use;
    • Segregation of functions (production/testing); and
    • Procedures for storage, amendment, deletion, transmission of data for different purposes.