Learn about obligations under the GDPR, and how Vamonosco is designed to help you achieve GDPR compliance.
Vamonosco has always made security and privacy among its highest priorities. That's why we've committed not only to provide tools to facilitate your compliance with the GDPR, but to educate you on your responsibilities as a business owner. As the GDPR's scope is broad, and the potential penalties for noncompliance are large, we've ensured that our tools are available to all of our customers, at no additional cost.
This page will outline some of the key GDPR principles and terms and present how they apply to your use of Vamonosco. Please review this carefully and share it with your privacy team with the legal documents listed below.
Disclaimer: This guide is not and should not be considered legal advice. Please consult a legal professional for details on how the GDPR may impact your business, and what you need for compliance.
The GDPR is a unified regulation that supersedes and universalizes previous privacy laws in Europe, offering citizens and residents of the European Union (EU) greater transparency and controls over how their personal data is used by others. The GDPR requires the compliance of businesses which transact in Europe, or which facilitate transaction in Europe.
There are two key roles defined in the GDPR with respect to personal data: Controller and Processor. The Controller is the business -- you. As a customer of Vamonosco, you operate as the Controller when using our products and services. You have the responsibility for ensuring that the personal data you are collecting is being processed in a lawful manner pursuant to the GDPR and that you are using processors, such as Vamonosco, that are committed to handling the data in a compliant manner.
Vamonosco is considered a Processor. We act on the instructions of the Controller (you), which come in the form of in-Vamonosco or external (API) requests. Like Controllers, Processors have an obligation to explain what they do with personal data. However, as a Processor, we rely on you, the Controller of the data and our customer, to ensure that there is a lawful basis for processing.
Processors may, in the performance of their service, use other third-parties in the processing of personal data. These entities are known as sub-processors. For example, Vamonosco leverages cloud infrastructure providers like Amazon Web Services, Rackspace, as well as other services like SendGrid.
These documents will be available before the GDPR goes into full enforcement on March 25, 2019.
In order to process personal data, you need a lawful basis for processing. There are several methods to establish a lawful basis for GDPR compliance, but the most likely mechanisms you will rely on when communicating with your customers and leads is one of the following:
1. Consent – Much of the GDPR revolves around the concept that your leads and customers have consented to you collecting their personal data, to you using (e.g. processing) their data, or to receiving communications. According to the ICO, the following criteria must be met to show valid consent:11.
A. Consent must be freely given. This means giving people genuine, ongoing choice and control over how you use their data.
B. Consent should be obvious and require positive action to opt in. Consent requests must be prominent, unbundled from other terms and conditions, concise, user-friendly, and easy to understand.
C. Consent must specifically cover the data Controller’s name, the purposes of the processing, and the types of processing activity.
D. Explicit consent must be expressly confirmed in words, rather than by any other positive action.
E. There is no set time limit for consent. How long it lasts will depend on the context. You should review and refresh consent as appropriate.
In short, under the GDPR (and it's a good idea in general), consent must be obtained by a “clear affirmative act”. In contrast to ‘clear affirmative acts’ pre-checked boxes or implicit consent are inadequate to establish consent.
If you are relying on consent as the lawful basis for processing data, the GDPR requires recorded evidence that consent has been given. You thus need in your business the ability to record proper consent for each customer and lead. When you enable the GDPR functionality in Vamonosco, you have the ability to obtain your lead's consent at the point of opt-in, and that consent will be registered as a tag associated with that lead.
Note: Vamonosco cannot control what you do with leads in an automated, API environment. You will need to ensure that, when Vamonosco is acting as a sub-processor, that you use your main processor's to ensure you are compliant with the GDPR. (If your main processor is not GDPR compliant, that could be difficult.)
2. Contract – In addition to consent, another lawful basis for processing data is if the processing of personal data is necessary for the performance of a contract. Password reset, billing notifications, and onboarding communication would likely fall under this lawful basis. In other words, if its a customer who transacts with you, there are certain processing tasks that must be undertaken for your to provide the service. Likewise, to keeps its commitments under its EULA and provide service to you, Vamonosco has to perform certain processing.
Vamonosco is committed to full transparency in the handling and processing of your customers’ personal data that you control.
The User Data Vamonosco collects: Name, Email, Phone, Address, Country, IP, and Username (if not a user, it's automatically generated).
Vamonosco tracks the following activities: transactions, helpdesk tickets, memberships, associated lists, and associated sequences.
Data is stored or deleted at the Controllers' request. When a Controller ceases to be an active Vamonosco customer, their accumulated data is retired to a storage cluster of servers with no front-facing access. After an arbitrary period of time, the data is deleted.
Under the GDPR, EU data subjects are certain rights regarding their data.
Vamonosco offers tools to let you answer customer queries about what data you have collected through Vamonosco and what's been done with it. Keep in mind, if you have collected personal data outside of Vamonosco, Vamonosco has no knowledge or ability to answer queries regarding such data.
Have a lead or customer who wants their personal data out of your database? No problem! You can remove that contact from any list or sequence -- or even delete them entirely. However, transactional records will remain intact for bookkeeping purposes (though personal data will be redacted (e.g. ‘blacked out’ from view).
Unless otherwise required by law, in the event that Vamonosco receives any type of request from a data subject, we will engage the respective customer within seven days to respond to the data subject request.
Our data processing addendum (DPA) to our End-User Licensing Agreement formalizes many of the details described on this site in specific legal language. As part of the EULA, the DPA will govern the terms by which Vamonosco, as a data processor, processes data on behalf of its customers (who are typically data controllers) in accordance with Article 28 of the GDPR.
In many cases, yes. Even businesses that are not based in the EU are considered to be subject to the GDPR if they are collecting personal data on EU residents. Enforcement of the GDPR outside of the EU will be by EU authorities and it remains to be seen how aggressive they will be. Consult your own legal counsel but it is widely accepted that companies that collect personal data from EU residents will be subject to the requirements of the GDPR.
The GDPR does not require that data processing (including storage of data) be limited to the EU. Vamonosco Data Processing Addendum includes the EU Model Clauses, which is also a valid mechanism for the lawful transfer of data between the EU and US.
The GDPR applies to all personal data, even if it was collected before May 25, 2018. As your business is preparing for the implementation of the GDPR, you should make sure you can properly audit the consent records for the EU-residing members of your email list, or that you can obtain and record evidence of consent going forward.
Yes! It contains information on our policies and efforts to comply with all applicable regulations and to guarantee the privacy of your data. It can be found in the footer.
Yes! Our Data Processing Addendum to our EULA contains the details of our data processing and how we work with Controllers and Subprocessors to comply with the applicable regulations and to ensure the privacy of your data. You can obtain a copy of the KARTRA DPA by making a written request by email to our Data Protection Officer.
In accordance with Article 38 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 (i.e., Vamonosco's customer) does not provide an adequate response.
Vamonosco adheres to, and is 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.
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