Client Data Processing Agreement

How the agreement works

Our standard contract for clients whose systems hold personal data is the Software Services & Data Protection Agreement. You receive it by email, sign it digitally, and can read it at any time in your client portal.

This page summarises the standard data protection terms. The agreement you sign is the binding document, and it prevails over this summary.

Roles

• You are the Data Controller for personal data you enter into your system, such as records of your staff, customers, patients or students.
• Helvino is your Data Processor for that data. We process it only to provide, secure and support the service, and only on your documented instructions.
• Helvino is a Data Controller only for its own business records, such as the contact details of your authorised representatives used to manage the contract and send invoices.

What we commit to

• Process personal data only on your documented instructions, including for transfers.
• Bind everyone who handles the data to confidentiality.
• Maintain appropriate technical and organisational security measures, as described in our Technical Security Standards.
• Notify you without delay, and within 48 hours of becoming aware, of a personal data breach, as section 43(3) of the Data Protection Act, 2019 requires.
• Help you respond to data subject requests and meet your own obligations, including impact assessments.
• Use only the sub-processors on our published list, give you 30 days' notice of a new one, and let you object.
• Return or delete your data at the end of the agreement, as set out in our Data Retention and Deletion Policy.
• Provide the information you reasonably need to show compliance, through our Compliance Pack.

What we ask of you

• Have a lawful basis for the personal data you put into the system, and give data subjects the notices the law requires.
• Obtain any consent required for sensitive personal data or for children's data, including consent to processing outside Kenya where section 49 of the Act applies.
• Keep your user accounts secure, and remove access when a staff member leaves.
• Hold your own registration with the ODPC where the law requires it.

Requesting a copy

Existing clients can open their signed agreement under Agreements in the client portal. If you are evaluating Helvino and want to review the agreement before signing up, contact us and we will send a copy.