Pogodba o obdelavi podatkov med CONTRIMA in fotografom/fotografinjo
Različica 2 · 26. jul. 2026
Pogodba o obdelavi podatkov med CONTRIMA in fotografom
Med
obdelovalcem podatkov
Contrima GmbH, ki jo zastopa njen direktor gospod Mark Reinhardt, Enzianweg 29, 71384 Weinstadt
(v nadaljevanju »CONTRIMA«)
in
upravljavcem
{photographer_name}
{photographer_address}
{photographer_email}
(v nadaljevanju »ti«)
Uvod
CONTRIMA ti zagotavlja storitve v zvezi z zagotavljanjem infrastrukture za pošiljanje fotografij osebam, upodobljenim na fotografijah, ter za upravljanje pogodb o licenciranju slik (v nadaljevanju: »glavna pogodba«). Del izvajanja glavne pogodbe je obdelava osebnih podatkov oseb na fotografijah, ki jih posreduješ podjetju CONTRIMA. Da bi izpolnili zahteve Splošne uredbe o varstvu podatkov (GDPR) za takšne primere, kot upravljavec v smislu zakonodaje o varstvu podatkov skleneš s podjetjem CONTRIMA naslednjo pogodbo o obdelavi podatkov v naročilu.
1. Predmet/obseg naročila
1.1 Sodelovanje pogodbenih strank v skladu z glavno pogodbo pomeni, da CONTRIMA pridobi dostop do osebnih podatkov, ki jih posredujete (v nadaljevanju »podatki v okviru naročila«) in jih obdeluje izključno v tvojem imenu ter v skladu s tvojimi navodili v smislu člena 4, točka 8, in člena 28 Splošne uredbe o varstvu podatkov (GDPR).
1.2 Obdelava lahko zadeva naslednje podatke v okviru naročila:
| Posamezniki (kategorije) | Vrsta podatkov |
|---|---|
| Osebe na posnetkih |
|
| Starši ali zakoniti zastopniki oseb, ki so prikazane na slikah |
|
| Kontaktne osebe pri organih (npr. davčni organi) |
|
1.3 Vrsta in obseg obdelave podatkov o naročilu sta odvisna od namenov glavne pogodbe in sta omejena na te namene. Trajanje obdelave ustreza trajanju glavne pogodbe.
1.4 Družbi CONTRIMA je prepovedana obdelava podatkov o naročilu, ki odstopa od določb iz Priloge 1 ter točke 1.2 ali presega njihove okvire. To velja tudi za uporabo anonimiziranih podatkov.
1.5 Obdelava podatkov iz naročila poteka izključno na ozemlju Zvezne republike Nemčije, v državi članici Evropske unije ali v drugi državi pogodbenici Sporazuma o Evropskem gospodarskem prostoru. Vsak prenos v tretjo državo zahteva predhodno pisno soglasje naročnika in se sme izvesti le, če so izpolnjeni posebni pogoji iz členov 44 do 49 Splošne uredbe o varstvu podatkov (GDPR).
1.6 Določbe te pogodbe se uporabljajo za vse dejavnosti, ki so povezane z glavno pogodbo in pri katerih CONTRIMA ter njeni zaposleni ali osebe, ki jih CONTRIMA pooblasti, pridejo v stik z osebnimi podatki, ki izvirajo od tebe ali so bili zbrani zate.
2. Tvoja pravica do dajanja navodil
2.1 CONTRIMA obdeluje podatke v okviru naročila le v okviru naročila in izključno v tvojem imenu ter v skladu s tvojimi navodili v smislu člena 28 Splošne uredbe o varstvu podatkov (obdelava v imenu naročnika); to velja zlasti v zvezi s prenosom osebnih podatkov v tretjo državo. Imate izključno pravico, da dajete navodila o vrsti, obsegu in načinu obdelave (v nadaljevanju tudi »pravica do dajanja navodil«). Če je CONTRIMA v skladu z zakonodajo Evropske unije ali držav članic, ki zanjo velja, zavezana k dodatni obdelavi, te pravne zahteve CONTRIMA sporoči vam pred obdelavo.
2.2 Navodila podjetju CONTRIMA načeloma izdajaš v pisni obliki (e-poštni naslov: info@contrima.com).
2.3 Če CONTRIMA meni, da eno od vaših navodil krši določbe o varstvu osebnih podatkov, vas mora CONTRIMA o tem nemudoma obvestiti. CONTRIMA ima pravico, da izvajanje zadevnega navodila začasno ustavi, dokler ga naročnik ne potrdi ali spremeni.
3. Zaščitni ukrepi podjetja CONTRIMA
3.1 CONTRIMA je dolžna upoštevati zakonske določbe o varstvu osebnih podatkov ter informacij, ki jih pridobi od vas, ne sme posredovati tretjim osebam ali jim preprečiti dostop do njih. Podatke je treba zavarovati pred vpogledom nepooblaščenih oseb ob upoštevanju stanja tehnike.
3.2 Poleg tega bo CONTRIMA vse osebe, ki jih CONTRIMA pooblasti za obdelavo in izpolnjevanje te pogodbe (v nadaljevanju »zaposleni«), pisno zavezala k zaupnosti (obveznost zaupnosti, člen 28(3)(b) Splošne uredbe o varstvu podatkov) ter z ustrezno skrbnostjo zagotovila spoštovanje te obveznosti. CONTRIMA vam bo to na vašo zahtevo tudi dokazala.
3.3 CONTRIMA bo notranjo organizacijo oblikovala tako, da bo izpolnjevala posebne zahteve varstva podatkov. CONTRIMA se zavezuje, da bo sprejela vse ustrezne tehnične in organizacijske ukrepe za primerno zaščito podatkov iz naročila v skladu s členom 32 Splošne uredbe o varstvu podatkov (GDPR), zlasti ukrepe, navedene v Prilogi 1 k tej pogodbi, ter da bo te ukrepe ohranjala ves čas obdelave podatkov iz naročila.
3.4 CONTRIMA si pridržuje pravico do spremembe sprejetih tehničnih in organizacijskih ukrepov, pri čemer CONTRIMA zagotavlja, da raven zaščite ne bo nižja od pogodbeno dogovorjene. CONTRIMA te mora nemudoma pisno obvestiti, če obstaja razlog za domnevo, da ukrepi iz Priloge 1 niso več zadostni, in se bo z teboj uskladila glede nadaljnjih tehničnih in organizacijskih ukrepov.
3.5 Na vašo zahtevo bo CONTRIMA z ustreznimi dokazili potrdila upoštevanje tehničnih in organizacijskih ukrepov, določenih v Prilogi 1.
4. Obveznosti obveščanja in podpore
4.1 V primeru motenj, suma kršitve varstva podatkov ali kršitve pogodbenih obveznosti CONTRIME, sumu varnostnih incidentov ali drugih nepravilnosti pri obdelavi podatkov v okviru naročila, ki jih pri CONTRIMI povzročijo zaposleni ali tretje osebe, vas bo CONTRIMA nemudoma, najpozneje pa v roku 24 ur, obvestila v pisni ali elektronski obliki. Enako velja za preglede podjetja CONTRIMA s strani nadzornega organa za varstvo podatkov. Obvestila v skladu s § 4, odstavek 1, stavek 1, vsebujejo vsaj podatke, navedene v členu 33, odstavek 3 Splošne uredbe o varstvu podatkov (GDPR).
4.2 CONTRIMA vam bo v primeru iz § 4.1 v okviru razumnih možnosti pomagala pri izpolnjevanju svojih obveznosti glede obveščanja, odprave pomanjkljivosti in informiranja. CONTRIMA bo zlasti nemudoma izvedla potrebne ukrepe za zaščito podatkov in zmanjšanje morebitnih škodljivih posledic za posameznike, na katere se nanašajo osebni podatki, ter vas o tem obvestila.
4.3 CONTRIMA se zavezuje, da vam bo na vašo ustno ali pisno zahtevo v primernem roku posredovala vse informacije in dokaze, ki so potrebni za izvedbo pregleda v skladu s § 7.1 te pogodbe. Poleg tega vam bo CONTRIMA na vašo zahtevo zagotovila celovit in aktualen koncept varstva podatkov in varnosti za obdelavo po naročilu ter podatke o osebah, ki imajo pravico do dostopa.
5. Druge obveznosti podjetja CONTRIMA
5.1 CONTRIMA je dolžna voditi evidenco vseh kategorij dejavnosti obdelave, ki se izvajajo v vašem imenu, v skladu s členom 30(2) Splošne uredbe o varstvu podatkov (GDPR). Evidenco vam je treba na zahtevo dati na voljo.
5.2 Če bi bili podatki v okviru naročila pri CONTRIMA ogroženi zaradi rubeža ali zasega, zaradi postopka insolventnosti ali poravnave ali zaradi drugih dogodkov ali ukrepov tretjih oseb, te mora CONTRIMA o tem nemudoma obvestiti, razen če to prepoveduje sodni ali upravni nalog. CONTRIMA bo v tej zvezi nemudoma obvestila vse pristojne organe, da je odločevalna pristojnost nad podatki izključno v rokah naročnika kot »odgovorne osebe« v smislu Splošne uredbe o varstvu podatkov (GDPR).
6. Podizvajalska razmerja
6.1 Pogodbeno dogovorjene storitve se izvajajo z vključitvijo podizvajalcev, navedenih v Prilogi 2. CONTRIMA je v okviru svojih pogodbenih obveznosti pooblaščena za sklepanje podizvajalskih razmerij s podizvajalci („podizvajalsko razmerje“). Pred sklenitvijo dodatnih pogodb o podizvajalstvu te bo CONTRIMA pisno obvestila oziroma elektronsko dokumentirala v smislu člena 28(2) Splošne uredbe o varstvu podatkov (GDPR) z rokom štirih tednov. Proti tej spremembi lahko vložiš ugovor v roku dveh tednov po prejemu zgoraj navedenega obvestila.
6.2 Podizvajalsko razmerje v smislu teh določb ne obstaja, če CONTRIMA tretjim osebam naroči storitve, ki se štejejo za čiste stranske storitve. Mednje spadajo npr. poštne ali telekomunikacijske storitve brez konkretne povezave s storitvami, ki jih CONTRIMA opravlja za vas, ter drugi ukrepi za zagotavljanje zaupnosti, razpoložljivosti, celovitosti in odpornosti strojne in programske opreme sistemov za obdelavo podatkov.
7. Pravice do nadzora
7.1 Imate pravico, da se redno prepričate o upoštevanju določb te pogodbe, zlasti o izvajanju in upoštevanju tehničnih in organizacijskih ukrepov v skladu s § 3.3 tega sporazuma. V ta namen lahko na primer pridobiš informacije ali zahtevaš predložitev certifikatov ali notranjih pregledov ali pa tehnične in organizacijske ukrepe podjetja CONTRIMA v običajnem delovnem času osebno ali prek usposobljene tretje osebe preveriš, če ta ni v konkurenčnem razmerju s podjetjem CONTRIMA.
7.2 Preglede boš izvajal le v potrebnem obsegu in ustrezno upošteval poslovne procese podjetja CONTRIMA. O času in načinu pregleda se stranki dogovorita pravočasno.
7.3 Rezultat pregleda dokumentiraš in ga sporočiš podjetju CONTRIMA. V primeru napak ali nepravilnosti, ki jih ugotoviš zlasti pri pregledu rezultatov naročil, o tem nemudoma obvestiš podjetje CONTRIMA.
8. Pravice posameznikov, na katere se nanašajo osebni podatki
8.1 CONTRIMA vam bo, kolikor bo mogoče, s primernimi tehničnimi in organizacijskimi ukrepi pomagala pri izpolnjevanju vaših obveznosti v skladu s členi 12 do 22 ter členi 32 do 36 Splošne uredbe o varstvu podatkov (GDPR). CONTRIMA vam bo nemudoma, najpozneje pa v roku 7 delovnih dni, posredovala zahtevane informacije o podatkih v okviru naročila, če teh informacij nimate na voljo sami.
8.2 Če posameznik, na katerega se nanašajo osebni podatki, uveljavlja svoje pravice v skladu s členi 16 do 18 Splošne uredbe o varstvu podatkov (GDPR), je CONTRIMA dolžna na tvojo zahtevo nemudoma, najpozneje pa v roku 7 delovnih dni, popraviti, izbrisati ali omejiti obdelavo podatkov v okviru naročila. CONTRIMA ti bo na zahtevo pisno potrdila izbris, popravek oziroma omejitev podatkov.
8.3 Če posameznik, na katerega se nanašajo osebni podatki, neposredno pri CONTRIMA uveljavlja pravice, na primer do dostopa, popravka ali izbrisa svojih podatkov, bo CONTRIMA to zahtevo nemudoma posredovala vam in počakala na vaša navodila. Brez ustreznih podrobnih navodil CONTRIMA ne bo stopila v stik s posameznikom, na katerega se nanašajo osebni podatki.
9. Trajanje in odpoved
9.1 Trajanje te pogodbe je enako trajanju glavne pogodbe. V primeru dvoma odpoved glavne pogodbe velja tudi kot odpoved te pogodbe, odpoved te pogodbe pa kot odpoved glavne pogodbe.
9.2 Kadarkoli imate pravico do izredne odpovedi te pogodbe iz pomembnega razloga. Pomemben razlog obstaja, če CONTRIMA ne izpolnjuje svojih obveznosti iz te pogodbe, namerno ali iz hude malomarnosti krši določbe Splošne uredbe o varstvu podatkov (GDPR) ali ne more ali noče izvesti navodila. V primeru preprostih – torej niti namernih niti grobo malomarnih – kršitev najprej določiš CONTRIMI primeren rok, v katerem lahko CONTRIMA odpravi kršitev. Po neuspešnem poteku tega roka imaš pravico do izredne odpovedi.
10. Izbris in vrnitev po prenehanju pogodbe
10.1 CONTRIMA ti bo po prenehanju glavne pogodbe ali kadarkoli na zahtevo vrnila vse podatke, ki so bili predani CONTRIMI, ali jih na željo, če ne obstaja zakonski rok hrambe, v celoti in nepreklicno izbrisala. To velja tudi za kopije podatkov iz naročila, ki jih hrani CONTRIMA, na primer varnostne kopije podatkov, ne velja pa za dokumentacijo, ki služi kot dokaz o pravilni in skladni obdelavi podatkov iz naročila. Takšno dokumentacijo mora CONTRIMA hraniti za čas trajanja zakonskih rokov hrambe.
10.2 Imaš pravico, da na primeren način preveriš popolno in pogodbeno skladno vrnitev oziroma izbris podatkov pri podjetju CONTRIMA.
10.3 CONTRIMA je dolžna tudi po prenehanju glavne pogodbe zaupno ravnati s podatki, ki so ji postali znani v zvezi z glavno pogodbo.
11. Odgovornost
11.1 Odgovornost pogodbenih strank se ureja v skladu s členom 82 Splošne uredbe o varstvu podatkov (GDPR). Odgovornost podjetja CONTRIMA do tebe zaradi kršitve obveznosti iz te pogodbe ali glavne pogodbe ostaja s tem nedotaknjena.
11.2 Pogodbeni stranki se medsebojno odvezujeta odgovornosti, če katera koli stranka dokaže, da v nobenem pogledu ni odgovorna za okoliščino, zaradi katere je pri posamezniku, na katerega se nanašajo osebni podatki, nastala škoda. § 11, odstavek 2, stavek 1 se ustrezno uporablja v primeru denarne kazni, naložene eni od pogodbenih strank, pri čemer se oprostitev odgovornosti izvede v obsegu, v katerem druga pogodbena stranka nosi delež odgovornosti za kršitev, za katero je bila naložena denarna kazen.
12. Zaključne določbe
12.1 Spremembe in dopolnitve tega sporazuma morajo biti v pisni obliki v smislu člena 28(9) Splošne uredbe o varstvu podatkov (GDPR). To velja tudi za opustitev te zahteve glede oblike.
12.2 V primeru dvoma imajo določbe te pogodbe prednost pred določbami glavne pogodbe. Če se posamezne določbe tega sporazuma izkažejo za popolnoma ali delno neveljavne ali neizvedljive ali postanejo neveljavne ali neizvedljive zaradi sprememb zakonodaje po sklenitvi pogodbe, to ne vpliva na veljavnost preostalih določb. Neveljavno ali neizvedljivo določbo nadomesti veljavna in izvedljiva določba, ki se čim bolj približuje smislu in namenu neveljavne določbe.
12.3 Ta pogodba je podvržena pravu Zvezne republike Nemčije. CONTRIMA za lažje razumevanje zagotavlja te pogoje v številnih jezikovnih različicah. V primeru neskladij je merodajna angleška jezikovna različica te pogodbe o obdelavi podatkov v naročilu.
Priloga 1: Tehnični in organizacijski ukrepi
1. Tehnični in organizacijski varnostni ukrepi
CONTRIMA je dolžna izvajati ustrezne tehnične in organizacijske ukrepe tako, da se obdelava podatkov v skladu z naročilom izvaja v skladu z zakonskimi zahtevami in da je zaščita pravic posameznika, na katerega se nanašajo osebni podatki, ustrezno zagotovljena.
2. Notranja organizacija
CONTRIMA bo svojo notranjo organizacijo oblikovala tako, da bo izpolnjevala posebne zahteve varstva podatkov. Pri tem je treba sprejeti zlasti ukrepe, ki so primerni glede na vrsto podatkov ali kategorij podatkov, ki jih je treba zaščititi.
3. Opredelitev posameznih ukrepov
Natančneje so določeni naslednji ukrepi, ki služijo izvajanju zahtev iz člena 32 Splošne uredbe o varstvu podatkov (GDPR):
| Št. | Ukrep | Izvajanje ukrepa |
|---|---|---|
| 1 | Nadzor dostopa | Proizvodna obdelava podatkov poteka izključno v AWS-oblaku; fizične naprave za obdelavo podatkov tam varuje AWS (glej AVV in certifikate AWS). Upravljanje poteka z delovnega mesta z omejenim dostopom v zaklenjenih prostorih, ki niso dostopni javnosti, za požarnim zidom. Ni stikov z javnostjo in ni lastnih strežniških prostorov. |
| 2 | Nadzor dostopa | Dostop do sistema je mogoč le prek osebne prijave z uporabniškim imenom in geslom. Upravljavski in AWS-dostopi so zaščiteni z močnimi gesli in dvostopenjsko avtentifikacijo. Končne naprave so zaščitene s prijavo v operacijski sistem, požarnim zidom in šifriranjem trdih diskov. |
| 3 | Nadzor dostopa | Koncept vlog in pooblastil v aplikaciji s centralnim preverjanjem pooblastil, preverjanjem na strežniški strani na vseh končnih točkah, ki spreminjajo podatke, zaščito pred CSRF ter izključno parametriziranim dostopom do baze podatkov. Na ravni infrastrukture minimalno število administratorjev (upravljanje z eno osebo) in dodeljevanje pravic po načelu najmanjših privilegijev. |
| 4 | Nadzor ločevanja | Logična ločitev vseh podatkov po posameznih fotografih z edinstveno dodelitvijo lastništva; ločeno produkcijsko okolje. Zadošča logična ločitev. |
| 5 | Pseudonimizacija / zmanjšanje obsega podatkov | Dostop zunanjih oseb prek naključnih, neugotovljivih žetonov (trajna povezava). Zbirajo se le podatki, ki so potrebni za posamezen namen (v osnovi e-poštni naslov); opombe za prepoznavanje so namerno kratke in nevtralne. |
| 6 | Nadzor nad posredovanjem | Prenos izključno prek šifriranih povezav (TLS/HTTPS). Shranjevanje slikovnih in pogodbenih podatkov na šifriranem objektnem pomnilniku (S3 Server-Side Encryption). Posredovanje podatkov podizvajalcem le v potrebnem obsegu na podlagi AVV oziroma standardnih pogodbenih klavzul EU. |
| 7 | Nadzor vnosa | Evidentiranje postopkov, pomembnih za dokazovanje, na ravni aplikacije, zlasti sprejemov dogovorov in soglasij z časovnim žigom, IP-naslovom, podatki o napravi in hash-kodo različice ter plačilnih dogodkov. Zaradi enoosebnega delovanja je mogoče vsak vnos, spremembo in izbris pripisati eni sami osebi, ki izvaja dejanja. |
| 8 | Razpoložljivost in odpornost | Redundantna baza podatkov v več AWS-conah oziroma regijah znotraj EU oziroma EGP; avtomatizirani posnetki baze podatkov kot varnostna kopija; varnostne kopije kode in strežnikov ter pripravljena podoba strežnika (AMI) za hitro obnovo; dodatni lokalni sistem za varnostno kopiranje; dokumentiran načrt za izredne razmere in ponovni zagon. |
| 9 | Upravljanje varstva podatkov | Odgovoren je direktor družbe CONTRIMA GmbH. Pooblaščenec za varstvo podatkov ni imenovan, saj zakonska obveznost za imenovanje ne obstaja. Izpolnjevanje obveznosti obveščanja v skladu s členom 13 Splošne uredbe o varstvu podatkov (GDPR) v postopku aktivacije, obstoječi postopek za obravnavanje zahtevkov posameznikov, na katere se nanašajo osebni podatki, ter voden register dejavnosti obdelave v skladu s členom 30 GDPR. |
| 10 | Upravljanje odzivanja na incidente | Požarni zid z rednimi posodobitvami; dokumentiran postopek za odkrivanje in poročanje o kršitvah varstva osebnih podatkov v skladu s členoma 33 in 34 Splošne uredbe o varstvu podatkov (GDPR), vključno z nemudnim obveščanjem naročnika. |
| 11 | Nastavitve, ki spoštujejo varstvo podatkov | Privacy by default: zbiranje podatkov le v obsegu, ki je nujno potreben, predogledi slik le z vodnim žigom in dostava izvirnikov šele po podelitvi pooblastila ter enostavna uveljavitev pravice do preklica prek uporabniškega vmesnika. |
| 12 | Nadzor nad naročili (podizvajalci obdelave) | Skrbna izbira; sklenitev pogodb o obdelavi podatkov oziroma standardnih pogodbenih klavzul EU (modul 3) z vsemi podizvajalci, v primeru sodelovanja s tretjimi državami pa z ustreznimi jamstvi; obveščanje naročnika pred vključitvijo ali zamenjavo podizvajalca; zagotovitev izbrisa podatkov po zaključku naročila. Trenutno se uporabljajo: Stripe (obdelava plačil), Amazon Web Services (gostovanje/shranjevanje), DeepL (prevajanje oglasnih besedil). |
Priloga 2: Pooblaščeni podizvajalci
Podizvajalci, vključeni v skladu s točko 6.1 sporazuma, s katerimi se strinjaš:
| Podizvajalec (ime, naslov oziroma sedež) |
Predmet storitve v okviru obdelave naročila |
|---|---|
| Stripe Payments Europe, Ltd. 1 Grand Canal Street Lower, Grand Canal Dock Dublin, D02 H210, Irska („Stripe“) |
Obdelava plačil; v primeru prodaje podatki o plačilu, identiteti in transakciji kupca (glej tudi točko 6 iz Politika zasebnosti) |
| Amazon Web Services EMEA SARL, 38 Avenue John F. Kennedy, L-1855 Luksemburg („AWS“) |
Gostovanje spletnih strani in podatkovnih baz; shranjevanje in obdelava slikovnih podatkov (izvirniki, različice, arhiv, izvozi), vključno z metapodatki EXIF. E-poštne storitve (glej tudi točko 6 iz Politika zasebnosti) |
| DeepL SE , Maarweg 165 , 50825 Köln („DeepL“) |
Po potrebi prevod opombe o prepoznavanju in po potrebi imena zbirke v jezik trajne povezave (glej tudi točko 6 iz Politika zasebnosti) |
Različica 2 · 26. jul. 2026
Data Processing Agreement between CONTRIMA and the Photographer
Between
the data processor
Contrima GmbH, represented by its managing director Mr Mark Reinhardt, Enzianweg 29, 71384 Weinstadt
(hereinafter ‘CONTRIMA’)
and
the Data Controller
{photographer_name}
{photographer_address}
{photographer_email}
(hereinafter “you”)
Preamble
CONTRIMA provides services to you for the provision of an infrastructure for the transmission of photographs to the persons depicted therein, as well as for the management of image licence agreements (hereinafter: “Main Contract”). Part of the performance of the Main Contract involves the processing of personal data relating to the persons depicted, which you transmit to CONTRIMA. In order to comply with the requirements of the GDPR in such circumstances, you, as the data controller within the meaning of data protection law, enter into the following data processing agreement with CONTRIMA.
1. Subject matter/scope of the engagement
1.1 The cooperation between the parties in accordance with the Main Contract entails that CONTRIMA will have access to personal data provided by you (hereinafter ‘Processed Data’) and that it processes this data exclusively on your behalf and in accordance with your instructions within the meaning of Article 4(8) and Article 28 of the GDPR.
1.2 The following data subject categories may be affected by the processing:
| Data subjects (categories) | Type of data |
|---|---|
| Persons depicted |
|
| Legal guardians of the persons depicted |
|
| Contact persons at public authorities (e.g. tax authorities) |
|
1.3 The nature and scope of the processing of order data are determined by the purposes of the main contract and are limited to these. The duration of the processing corresponds to the term of the main contract.
1.4 CONTRIMA is prohibited from processing contract data in any manner that deviates from or goes beyond the provisions set out in Annex 1 and clause 1.2. This also applies to the use of anonymised data.
1.5 The processing of order data shall take place exclusively within the territory of the Federal Republic of Germany, in a Member State of the European Union or in another State party to the Agreement on the European Economic Area. Any transfer to a third country requires the prior written consent of the client and may only take place if the specific conditions set out in Articles 44 to 49 of the GDPR are met.
1.6 The provisions of this contract apply to all activities related to the main contract in which CONTRIMA and its employees or persons commissioned by CONTRIMA come into contact with personal data originating from you or collected on your behalf.
2. Your authority to issue instructions
2.1 CONTRIMA shall process the contract data only within the scope of the contract and exclusively on your behalf and in accordance with your instructions within the meaning of Article 28 of the GDPR (processing on behalf of a controller); this applies in particular to the transfer of personal data to a third country. You have the sole right to issue instructions regarding the nature, scope and method of the processing activities (hereinafter also referred to as the ‘right to issue instructions’). If CONTRIMA is obliged to carry out further processing under the law of the European Union or the Member States to which it is subject, CONTRIMA shall inform you of these legal requirements prior to processing.
2.2 Instructions to CONTRIMA must, as a general rule, be given by you in writing (email address: info@contrima.com).
2.3 If CONTRIMA considers that one of your instructions contravenes data protection regulations, CONTRIMA must inform you of this without delay. CONTRIMA is entitled to suspend the implementation of the instruction in question until it is confirmed or amended by the client.
3. CONTRIMA’s protective measures
3.1 CONTRIMA is obliged to comply with the statutory provisions on data protection and not to disclose the information obtained from you to third parties or to prevent them from accessing it. Data must be secured against unauthorised access, taking into account the state of the art.
3.2 Furthermore, CONTRIMA shall require all persons entrusted by CONTRIMA with the processing and performance of this contract (hereinafter referred to as ‘employees’) to undertake in writing to maintain confidentiality (Obligation of confidentiality, Article 28(3)(b) of the GDPR) and shall ensure compliance with this obligation with due care. CONTRIMA shall provide you with evidence of this upon request.
3.3 CONTRIMA shall organise its internal operations in such a way as to meet the specific requirements of data protection. CONTRIMA undertakes to implement all appropriate technical and organisational measures to ensure the adequate protection of the commissioned data in accordance with Article 32 of the GDPR, in particular the measures set out in Annex 1 to this contract, and to maintain these for the duration of the processing of the commissioned data.
3.4 CONTRIMA reserves the right to amend the technical and organisational measures put in place, whilst ensuring that the level of protection agreed in the contract is not compromised. CONTRIMA must inform you in writing without delay if there is reason to believe that the measures set out in Annex 1 are no longer sufficient, and will consult with you regarding further technical and organisational measures.
3.5 At your request, CONTRIMA shall demonstrate compliance with the technical and organisational measures set out in Annex 1 by providing appropriate evidence.
4. Obligations to provide information and support
4.1 In the event of disruptions, suspected data breaches or breaches of CONTRIMA’s contractual obligations, suspected security incidents or other irregularities in the processing of the contract data, whether by persons employed by CONTRIMA in the context of the contract or by third parties, CONTRIMA shall inform you without delay, but at the latest within 24 hours, in writing or by electronic means. The same applies to inspections of CONTRIMA by the data protection supervisory authority. Notifications pursuant to Section 4(1), first sentence, shall in each case contain at least the information specified in Article 33(3) of the GDPR.
4.2 In the event referred to in Section 4.1, CONTRIMA shall assist you, to the extent reasonably practicable, in fulfilling its relevant obligations to provide information, take remedial action and keep you informed. In particular, CONTRIMA shall immediately implement the necessary measures to secure the data and to mitigate any potential adverse consequences for the data subjects, and shall inform you accordingly.
4.3 CONTRIMA undertakes to provide you, upon your verbal or written request and within a reasonable period, with all information and evidence necessary to carry out an audit in accordance with § 7.1 of this contract. Furthermore, at your request, CONTRIMA will provide you with a comprehensive and up-to-date data protection and security policy for the processing of personal data, as well as a list of authorised access holders.
5. Other obligations of CONTRIMA
5.1 CONTRIMA is obliged to maintain a record of all categories of processing activities carried out on your behalf in accordance with Article 30(2) of the GDPR. This record must be made available to you upon request.
5.2 Should the data processed on your behalf at CONTRIMA be at risk due to attachment or seizure, insolvency or composition proceedings, or other events or measures taken by third parties, CONTRIMA must inform you of this without delay, provided this is not prohibited by a court or official order. In this context, CONTRIMA shall immediately inform all relevant authorities that decision-making authority over the data lies exclusively with the client as the ‘controller’ within the meaning of the GDPR.
6. Subcontracting
6.1 The contractually agreed services shall be performed with the involvement of the subcontractors listed in Annex 2. CONTRIMA is authorised, within the scope of its contractual obligations, to enter into subcontracting relationships with subcontractors (‘subcontracting relationship’). Before entering into any further subcontracting relationships, CONTRIMA shall inform you in writing or by electronic means in accordance with Article 28(2) of the GDPR, giving four weeks’ notice. You may object to the change within two weeks of receiving the aforementioned notification.
6.2 A subcontracting relationship within the meaning of these provisions does not exist if CONTRIMA commissions third parties to provide services that are to be regarded as purely ancillary services. These include, for example, postal or telecommunications services with no specific connection to the services CONTRIMA provides for you, as well as other measures to ensure the confidentiality, availability, integrity and resilience of the hardware and software of data processing systems.
7. Rights of inspection
7.1 You are entitled to verify, on a regular basis, compliance with the provisions of this contract, in particular the implementation of and compliance with the technical and organisational measures set out in clause 3.3 of this agreement. To this end, you may, for example, request information, ask to be provided with certifications or internal audit reports, or have CONTRIMA’s technical and organisational measures inspected yourself during normal business hours or by a competent third party, provided that such third party is not in competition with CONTRIMA.
7.2 You shall carry out inspections only to the extent necessary and shall take due account of CONTRIMA’s operational processes. The parties shall agree in good time on the timing and nature of the inspection.
7.3 You shall document the results of the audit and notify CONTRIMA thereof. In the event of errors or irregularities which you identify, in particular when auditing the results of orders, you shall inform CONTRIMA without delay.
8. Rights of data subjects
8.1 CONTRIMA shall, where possible, support you with appropriate technical and organisational measures in fulfilling your obligations under Articles 12 to 22 and Articles 32 to 36 of the GDPR. CONTRIMA shall provide you with the requested information regarding processing data without delay, but no later than within 7 working days, unless you already have the relevant information yourself.
8.2 If a data subject exercises their rights under Articles 16 to 18 of the GDPR, CONTRIMA is obliged, on your instructions, to rectify, erase or restrict the processing of the data without undue delay, and at the latest within 7 working days. CONTRIMA will provide you with written confirmation of the erasure, rectification or restriction of the data upon request.
8.3 If a data subject exercises rights – such as the right to access, rectification or erasure of their data – directly against CONTRIMA, CONTRIMA shall forward this request to you without delay and await your instructions. CONTRIMA shall not contact the data subject without specific instructions to do so.
9. Term and Termination
9.1 The term of this contract corresponds to the term of the main contract. In case of doubt, termination of the main contract shall also be deemed to be termination of this contract, and termination of this contract shall be deemed to be termination of the main contract.
9.2 You are entitled at any time to terminate this contract extraordinarily for good cause. Good cause shall be deemed to exist if CONTRIMA fails to fulfil its obligations under this contract, breaches provisions of the GDPR intentionally or through gross negligence, or is unable or unwilling to carry out an instruction. In the case of minor breaches – i.e. those that are neither intentional nor due to gross negligence – you shall first set CONTRIMA a reasonable period within which CONTRIMA may remedy the breach. Once this period has expired without result, you shall then be entitled to terminate this contract without notice.
10. Deletion and Return upon Termination of the Contract
10.1 Upon termination of the main contract or at any time upon request, CONTRIMA shall return to you all data provided to CONTRIMA or, upon request, delete it completely and irrevocably, provided that no statutory retention period applies. This also applies to copies of the order data held by CONTRIMA, such as data backups, but not to documentation serving as evidence of the proper and compliant processing of the order data. Such documentation must be retained by CONTRIMA for the duration of the statutory retention periods.
10.2 You have the right to verify, in an appropriate manner, that the data has been returned or deleted by CONTRIMA in full and in accordance with the contract.
10.3 CONTRIMA is obliged to treat as confidential any data that has come to its knowledge in connection with the main contract, even after the main contract has ended.
11. Liability
11.1 The liability of the parties is governed by Article 82 of the GDPR. This does not affect CONTRIMA’s liability towards you for any breach of obligations arising from this contract or the main contract.
11.2 Each party shall be exempt from liability if it proves that it is in no way responsible for the circumstance that caused the damage to a data subject. Section 11(2), first sentence, shall apply mutatis mutandis in the event of a fine being imposed on a party, whereby the indemnification shall apply to the extent that the other party bears a share of the responsibility for the infringement sanctioned by the fine.
12. Final Provisions
12.1 Any amendments or additions to this agreement must be made in writing in accordance with Article 28(9) of the GDPR. This also applies to any waiver of this formal requirement.
12.2 In the event of any doubt, the provisions of this Agreement shall take precedence over those of the main contract. Should any individual provisions of this Agreement prove to be wholly or partially invalid or unenforceable, or should they become invalid or unenforceable as a result of legislative changes following the conclusion of the Agreement, this shall not affect the validity of the remaining provisions. The invalid or unenforceable provision shall be replaced by a valid and enforceable provision that comes as close as possible to the meaning and purpose of the invalid provision.
12.3 This contract is governed by the law of the Federal Republic of Germany. CONTRIMA provides these terms and conditions in a variety of language versions for the sake of clarity. In the event of any discrepancies, the English version of this Data Processing Agreement shall prevail.
Appendix 1: Technical and organisational measures
1. Technical and Organisational Security Measures
CONTRIMA is obliged to implement appropriate technical and organisational measures to ensure that the processing of the commissioned data is carried out in accordance with the statutory requirements and that the rights of the data subject are adequately safeguarded.
2. Internal Organisation
CONTRIMA shall structure its internal organisation in such a way as to meet the specific requirements of data protection. In particular, measures must be taken that are appropriate to the nature of the data or categories of data to be protected.
3. Specification of individual measures
Specifically, the following measures are set out to implement the requirements of Article 32 of the GDPR:
| No. | Measure | Implementation of the measure |
|---|---|---|
| 1 | Access control | Productive data processing takes place exclusively in the AWS cloud; the physical data processing facilities there are secured by AWS (see AWS Terms of Service and certifications). Administration is carried out from an access-controlled workstation in lockable, non-publicly accessible rooms behind a firewall. There is no public access and no dedicated server rooms. |
| 2 | Access Control | System access is granted only via personal login with a username and password. Administrative and AWS accesses are protected by strong passwords and two-factor authentication. End devices are secured by operating system login, a firewall and disk encryption. |
| 3 | Access control | Role- and authorisation-based concept within the application, featuring centralised authorisation checks, server-side validation on all endpoints that modify data, protection against CSRF, and exclusively parameterised database access. At the infrastructure level, a minimum number of administrators (single-person operation) and the granting of rights in accordance with the principle of least privilege. |
| 4 | Segregation of duties | Multi-tenant logical separation of all data for each photographer via a unique owner assignment; separate production environment. Logical separation is sufficient. |
| 5 | Pseudonymisation / Data minimisation | Access for external parties via random, non-guessable tokens (permanent link). Only the data necessary for the respective purpose is collected (essentially the email address); identifying notes are deliberately kept brief and neutral. |
| 6 | Control of data disclosure | Transmission takes place exclusively via encrypted connections (TLS/HTTPS). Image and contract data are stored on encrypted object storage (S3 Server-Side Encryption). Data is transferred to subcontractors only to the extent necessary, on the basis of the Data Processing Agreement (DPA) or EU Standard Contractual Clauses. |
| 7 | Input control | Logging of audit-relevant operations at application level, in particular the acceptance of agreements and consents, including timestamps, IP addresses, device information and version hashes, as well as payment events. As the service is operated by a single person, every entry, modification and deletion can be traced back to a single individual. |
| 8 | Availability and Resilience | Database redundancy across multiple AWS zones or regions within the EU or the EEA; automated database snapshots as backups; code and server backups, as well as a pre-configured server image (AMI) for rapid recovery; additional local backup system; documented emergency and recovery plan. |
| 9 | Data Protection Management | The Managing Director of CONTRIMA GmbH is responsible. No data protection officer has been appointed, as there is no legal obligation to do so. Compliance with the information obligations under Article 13 of the GDPR during the activation process; an existing process for handling data subjects’ enquiries; and a register of processing activities maintained in accordance with Article 30 of the GDPR. |
| 10 | Incident Response Management | Firewall updated regularly; documented process for detecting and reporting data breaches in accordance with Articles 33 and 34 of the GDPR, including the immediate notification of the client. |
| 11 | Privacy-friendly default settings | Privacy by default: no data collected beyond what is necessary; image previews only with watermarks; original files provided only after authorisation has been granted; and the right to withdraw consent can be exercised easily via the user interface. |
| 12 | Contract management (sub-processors) | Careful selection; conclusion of data processing agreements or EU Standard Contractual Clauses (Module 3) with all sub-processors, with appropriate safeguards where third countries are involved; notification of the client prior to engaging or replacing sub-processors; ensuring data erasure upon termination of the contract. Currently used: Stripe (payment processing), Amazon Web Services (hosting/storage), DeepL (translation of advert copy). |
Appendix 2: Appointed Sub-processors
Sub-processors included under clause 6.1 of the agreement, to the use of whom you consent:
| Subcontractor (name, address or registered office) |
Scope of services within the framework of data processing |
|---|---|
| Stripe Payments Europe, Ltd. 1 Grand Canal Street Lower, Grand Canal Dock , Dublin, D02 H210, Ireland (“Stripe”) |
Payment processing; in the event of a sale, the purchaser’s payment, identity and transaction data (see also clause 6 of Privacy Policy) |
| Amazon Web Services EMEA SARL, 38 Avenue John F. Kennedy, L-1855 Luxembourg (“AWS”) |
Web and database hosting ; storage and processing of image data (originals, variants, archive, exports), including EXIF metadata. Email services (see also section 6 of Privacy Policy) |
| DeepL SE , Maarweg 165 , 50825 Cologne (“DeepL”) |
Where applicable, translation of the recognition note and, where applicable, the collection name into the language of the permanent link (see also 6. from Privacy Policy) |