EU Data Protection - WebinarNinja EU Data Protection - WebinarNinja

EU Data Protection

You trust us. We value that and work hard to protect your information.

Summary
Security and Privacy
GDPR
Sub-processors
DPA
Summary

We have made it a priority to protect your data. We understand that there are particular concerns from companies in the EU about how we use and protect your data, so we put this page together as a guide to answer some of the most common questions you may have.

- The Security and Privacy section provides an overview of our data center and app security, as well as our data retention policy.

- The GDPR section provides detailed information about how we have prepared our services for the GDPR.

- The Sub-processors section provides a list of our sub-processors under GDPR, and a way for you to get notified if/when we add a new sub-processor.

- The DPA section provides an executable copy of our Data Processing Addendum with our customers.
Security and Privacy

For detailed information about our security and privacy practices, you can view our privacy policy and data processing addendum. Below are some highlights.

Data centers and security measures

Data centers

WebinarNinja's primary data and servers are hosted by Amazon Web Services (AWS) in Virginia, USA. We currently don't have plans to add servers in the EU (GDPR does not require physical servers in the EU).

Amazon Web Services (AWS) details

The Amazon Web Services infrastructure puts strong safeguards in place to help protect customer privacy. All data is stored in highly secure AWS data centers. For a detailed overview of all security and privacy measures, see the AWS Cloud Security page. For a list of all current security accreditations, see the AWS Compliance Programs page.

Additional security measures

Data center security: The data centers we use demonstrate ongoing compliance with rigorous international standards, such as ISO 27017 for cloud security, ISO 27018 for cloud privacy, SOC 1, SOC 2, and SOC 3, PCI DSS Level 1, and more.

Access control: We restrict access to personal data only to our employees, contractors, and agents who need to know this information in order to operate, develop, or improve our service. Only a select few have access to the servers where data is stored. We go to great lengths to ensure the right balance between support and secure infrastructure. Employees can only access accounts if they have explicit permission from an account owner or the account is in review for compliance with the WebinarNinja Terms of Use.

Confidentiality agreements: Employees, contractors, and agents are bound by confidentiality obligations and may be subject to discipline, including termination and criminal prosecution if they fail to meet these obligations.

App security: All access to the WebinarNinja interface is secured over SSL (HTTPS), ensuring the information is encrypted. Our SSL configurations are regularly and automatically scanned to ensure we can quickly remediate any vulnerabilities discovered. Additionally, we provide both TLS and HTTPS connections to the WebinarNinja SMTP and API services, ensuring emails sent to the service are encrypted. Account passwords are encrypted in the WebinarNinja database, preventing even our own staff from viewing them. 

- Fully redundant servers for the API, SMTP, Inbound and Web interface.
- Secure protocols (SSL / TLS) across the web, API, and SMTP endpoints.
- Separately hosted Help system and Public site.
- 256-bit SSL encryption on the web app and payment processing.
- All passwords are stored using one-way cryptographic hashing functions.
- External monitoring and audits by highly respected security firms.
EU General Data Protection Regulation (GDPR)

What is GDPR?
In 2016, the European Commission approved and adopted the new General Data Protection Regulation (GDPR). GDPR is a significant change in data protection regulation in the EU and replaces the existing legal framework (the Data Protection Directive and the various member state laws). It came into effect on May 25, 2018.

Why is GDPR important?
GDPR adds some new requirements regarding how companies should protect individuals' data that they process. It also raises the stakes for compliance by increasing enforcement and imposing greater fines for breaches.

What has WebinarNinja done to comply with GDPR?
We have implemented changes and our commitment to your privacy continues
Our compliance, data protection, and information security teams work hard to align our services with GDPR. In our role as the Data Processor of your customer and end user information, we have provided a Data Processing Agreement, meeting with the requirements of GDPR. You can find it here.

We have worked hard to meet our obligations as a processor under Article 28 of GDPR. To this end:

- We continue to process your customer and end user data per your instructions.

- We have implemented appropriate technical and organizational measures to protect the data with which you entrust us. 

- We have provided a list of our sub-processors and will give you the opportunity to object if we engage a new one. You can access this list on the sub-processors tab of this page.

- We have instituted a policy informing and obligating our employees to maintain the confidentiality of your information.

- We have instituted a procedure to assist you in complying with requests for access, amendment or deletion that you may get from your customers or end users. See the "How do you manage access to my information (DSR requests)?" on this page.

- We are able to inform you without delay in the event of a data breach (though we, and our sub-processors are working hard so that won't be needed).

- We will delete your customer/end user information at the end of our agreement with you, if you ask us.

- We have also updated our terms of service and privacy policy to provide greater transparency about our practices and help you pass that forward to your customers and end-users.

- As guidance about specific aspects of GDPR continues to be published, we will also continue our efforts to fine-tune and improve our compliance.

- We have addressed cross border data transfers like the Data Protection Directive that preceded it, GDPR includes provisions on international data transfer mechanisms. In order to comply with these provisions, we have worked with legal counsel to create a standard Data Processing Addendum (DPA), which meets with GDPR requirements for agreements between Data Controllers (you) and Data Processors (us).

- Our DPA includes the Standard Contractual Clauses (SCC) for cross border transfers. It also outlines in detail our current security practices. To receive and sign a copy of our DPA, please visit the Data Processing tab on this page.

Does GDPR require that my information be stored in the EU?
No. Under GDPR a company is allowed to transfer personal data outside of the EU provided that it puts in place a mechanism, approved under GDPR, to make sure that personal data is adequately protected even when it is transferred outside of the EU. We offer a Data Processing Addendum (DPA) with update Standard Contractual Clauses (SCC) to all customers.

How do you manage access to my information (DSR requests)?
As of now, our intention is to service DSR requests (such as delete and export) manually. If you have an account with us, you may access, correct, or request that we delete your personal data by contacting us at support@webinarninja.com.

This request can include personal data of other individuals, like your employees or customers that you have provided to us and who have requested this of you. We will respond to these requests within 14 days or less, which is well within the GDPR requirement of 30 days.

We got your back
We are happy to answer any questions and address any concerns regarding how we protect your personal data in general, as well as specifically under GDPR. If you have any questions, please don't hesitate to contact us at support@webinarninja.com.

List of sub-processors

We share certain information with companies that may be considered our "sub-processors" under GDPR. This information is limited to the following:

We use Amazon Web Services (AWS) and Sendgrid to host our services and process our emails. These companies host the data on physical and cloud servers that we pay for. For more information about our security practices as it relates to our data centers, see this help article.

We use ConvertKit, 200 OK and Intercom as help desk software and a tools to communicate with our customers. Although these are not technically sub-processors used to deliver our services, sometimes these communications includes the personal data of your customers' information, so we've added them here for transparency.

Below is a full list of our sub-processors and tools used to communicate with you.

Amazon Web Services, Inc.
ConvertKit, LLC
Intercom, Inc. and Intercom R&D Unlimited Company
Sendgrid, Inc.
200 OK, LLC
Data Processing Addendum

Please note that as of October 18, 2021, our updated Terms of Service incorporate our DPA with new SCCs. It is therefore no longer necessary to obtain a signed copy of our DPA. However, if your organization requires it or you would like to review our DPA, we do offer the ability to download sign a copy of our DPA here.

After completing and signing the document, please email it to support@webinarninja.com

To ensure no inconsistent or additional terms are imposed on us beyond that reflected in our standard DPA and standard contractual clauses, we can’t make individual changes to our DPA.

If you have any questions, please email support@webinarninja.com.
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