{"id":9047,"date":"2023-08-03T17:01:56","date_gmt":"2023-08-03T15:01:56","guid":{"rendered":"https:\/\/callidusprolab.com\/smartfense\/politica-de-subprocesadores-de-datos\/"},"modified":"2026-09-04T13:57:11","modified_gmt":"2026-09-04T11:57:11","slug":"data-processing-policy","status":"publish","type":"page","link":"https:\/\/smartfense.com\/en\/data-processing-policy\/","title":{"rendered":"Data Processing Policy"},"content":{"rendered":"<style>\n.smartfense-legal{max-width:1120px;margin:0 auto;padding:0 1.5rem;font-family:'Open Sans',-apple-system,BlinkMacSystemFont,sans-serif;color:#1a2233;line-height:1.65;font-size:16px}\n.smartfense-legal p{color:#3B475B;margin:0 0 1rem;text-align:left}\n.smartfense-legal a{color:#0052F7;text-decoration:underline;text-underline-offset:2px}\n.smartfense-legal a:hover{color:#0d1b3e}\n.smartfense-legal__hero{padding:1rem 0 1.75rem;border-bottom:1px solid 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class=\"smartfense-legal__chip\">Privacy \u00b7 GDPR and LOPD<\/span><\/p>\n<p class=\"smartfense-legal__lede\">This policy explains what information SMARTFENSE collects, the purposes it is processed for and the rights you hold over it. It is organised in three parts according to the role we take in each kind of processing.<\/p>\n<\/div>\n<div class=\"smartfense-legal__toc\">\n<span class=\"smartfense-legal__toclabel\">Contents<\/span><\/p>\n<ol class=\"smartfense-legal__toctop\">\n<li><a href=\"#s1\"><span>1.<\/span> Ownership and Control of Your Service Data<\/a><\/li>\n<li><a href=\"#s2\"><span>2.<\/span> What is a Sub-processor?<\/a><\/li>\n<li><a href=\"#s3\"><span>3.<\/span> Due Diligence<\/a><\/li>\n<li><a href=\"#s4\"><span>4.<\/span> Information Security Measures<\/a><\/li>\n<li><a href=\"#s5\"><span>5.<\/span> Process for Engaging New Sub-processors<\/a><\/li>\n<li><a href=\"#s6\"><span>6.<\/span> Infrastructure Sub-processors: Storage and Processing of Service Data<\/a><\/li>\n<li><a href=\"#s7\"><span>7.<\/span> Service-specific Sub-processors<\/a><\/li>\n<\/ol>\n<div class=\"smartfense-legal__toccols\">\n<\/div>\n<\/div>\n<section class=\"smartfense-legal__section\">\n<h3 id=\"s1\"><span class=\"sfl-num\">1.<\/span> Ownership and Control of Your Service Data<\/h3>\n<p class=\"sfl-intro\">To properly provide the services offered by SMARTFENSE, <strong>the only viable operational model is for SMARTFENSE to act as a data processor (under your instructions) when processing your information. For this reason, it is necessary that you or your organization entrust SMARTFENSE with the information you control, so that you can effectively use our services or request technical assistance for our products.<\/strong><\/p>\n<p>This includes information about your clients and your workforce (if you are a data controller) or data that you hold and use on behalf of another party for a specific purpose, such as a client to whom you provide services (if you are a data processor). Data may be stored on our servers when you use our services. All information entrusted to SMARTFENSE is collectively referred to as \u201cService Data.\u201d<\/p>\n<p><strong>We acknowledge that you are the owner of your Service Data:<\/strong> we provide you full control over your Service Data by giving you the ability to (i) access your Service Data, (ii) share your Service Data through compatible third-party integrations, and (iii) request the export or deletion of your Service Data.<\/p>\n<\/section>\n<section class=\"smartfense-legal__section\">\n<h3 id=\"s2\"><span class=\"sfl-num\">2.<\/span> What is a Sub-processor?<\/h3>\n<p class=\"sfl-intro\">A sub-processor is a sub-data processor (as defined under the GDPR) contracted by SMARTFENSE\u2014including SMARTFENSE group entities\u2014that has or may have access to, or process, Service Data (which may include Personal Data).<\/p>\n<p>SMARTFENSE uses different types of sub-processors to perform various functions, as described in this policy.<\/p>\n<\/section>\n<section class=\"smartfense-legal__section\">\n<h3 id=\"s3\"><span class=\"sfl-num\">3.<\/span> Due Diligence<\/h3>\n<p class=\"sfl-intro\">SMARTFENSE is committed to using a commercially reasonable selection process to evaluate the security, privacy, and confidentiality practices of proposed sub-processors that will or may have access to Service Data.<\/p>\n<p>SMARTFENSE contractually requires its sub-processors to accept obligations equivalent to those required of SMARTFENSE (as Data Processor), as established in SMARTFENSE\u2019s Data Processing Agreement (\u201cDPA\u201d). These obligations must include at minimum:<\/p>\n<ul class=\"sfl-list\">\n<li>Processing Personal Data only in accordance with the documented instructions of the Data Controller (the Subscriber), as communicated in writing to the sub-processor by SMARTFENSE;<\/li>\n<li>Using only reliable personnel, contractually bound to confidentiality and data security obligations, in accordance with applicable data protection laws;<\/li>\n<li>Providing periodic security and data protection training to personnel with access to Personal Data;<\/li>\n<li>Implementing and maintaining appropriate technical and organizational measures (including those to which SMARTFENSE is contractually committed, when relevant to the sub-processor\u2019s processing activities), and providing annual certification demonstrating compliance. In the absence of such certification, SMARTFENSE reserves the right to audit the sub-processor;<\/li>\n<li>Immediately notifying SMARTFENSE of any actual or potential security breach;<\/li>\n<li>Cooperating with SMARTFENSE in responding to requests from data controllers, data subjects, or data protection authorities, as applicable.<\/li>\n<\/ul>\n<p>This policy does not grant Subscribers any additional rights or remedies and should not be interpreted as a binding agreement. The information provided here is solely intended to describe SMARTFENSE\u2019s sub-processor engagement process and to provide the current list of third-party sub-processors and content delivery networks used by SMARTFENSE (which SMARTFENSE may employ in delivering and supporting its Services).<\/p>\n<p>If you are a SMARTFENSE Subscriber and wish to enter into our DPA, please contact us at <a href=\"mailto:privacy@smartfense.com\">privacy@smartfense.com<\/a>.<\/p>\n<\/section>\n<section class=\"smartfense-legal__section\">\n<h3 id=\"s4\"><span class=\"sfl-num\">4.<\/span> Information Security Measures<\/h3>\n<p class=\"sfl-intro\">Our sub-processors, when processing Service Data on behalf of the Subscriber in relation to Enterprise Services, will implement and maintain the following technical and organizational security measures:<\/p>\n<ol class=\"sfl-defs\">\n<li><strong>Physical Access Controls:<\/strong>reasonable measures, such as security personnel and protected facilities, to prevent unauthorized physical access to Service Data.<\/li>\n<li><strong>System Access Controls:<\/strong>reasonable measures to prevent unauthorized use of Service Data, including password authentication, two-factor authentication, documented authorization procedures, documented change management processes, and multi-level access logging.<\/li>\n<li><strong>Data Access Controls:<\/strong>measures ensuring Service Data is accessible only by authorized personnel, restricting direct database access, enforcing application-level access rights, and preventing unauthorized reading, copying, modification, or deletion during processing.<\/li>\n<li><strong>Transmission Controls:<\/strong>measures ensuring that authorized recipients of transmitted Service Data are verifiable, and that Service Data cannot be read, copied, modified, or deleted without authorization during electronic transmission or transport.<\/li>\n<li><strong>Input Controls:<\/strong>measures ensuring the ability to verify whether Service Data has been entered, modified, or deleted, and by whom; and that any transfer to external service providers occurs securely.<\/li>\n<li><strong>Data Protection:<\/strong>measures ensuring Service Data is protected against accidental destruction or loss, including encrypted and secure backups; implementation of managed security programs designed to identify risks and mitigate common cyberattacks.<\/li>\n<li><strong>Logical Separation:<\/strong>measures ensuring Service Data is logically separated from other parties\u2019 data, enabling isolated processing.<\/li>\n<\/ol>\n<\/section>\n<section class=\"smartfense-legal__section\">\n<h3 id=\"s5\"><span class=\"sfl-num\">5.<\/span> Process for Engaging New Sub-processors<\/h3>\n<p class=\"sfl-intro\">For all Subscribers who have executed SMARTFENSE\u2019s standard DPA, SMARTFENSE will notify updates to the sub-processor list through this policy. SMARTFENSE is committed to maintaining this list regularly updated so that Subscribers remain informed of the scope of sub-processing associated with SMARTFENSE Services.<\/p>\n<p>Under the DPA, a Subscriber may object in writing to the processing of its Personal Data by a new sub-processor within thirty (30) days after this policy is updated. The objection must include the Subscriber\u2019s legitimate grounds. If no objection is received within this period, the new sub-processor is considered accepted.<\/p>\n<p>If a Subscriber objects to a new sub-processor according to the process set out in the DPA, SMARTFENSE may resolve the objection through one of the following (at SMARTFENSE\u2019s sole discretion):<\/p>\n<ol class=\"sfl-olist\">\n<li>SMARTFENSE will cease using the new sub-processor with respect to Personal Data;<\/li>\n<li>SMARTFENSE will take corrective actions requested by the Subscriber (if these resolve the objection) and continue using the sub-processor;<\/li>\n<li>SMARTFENSE may cease providing\u2014or the Subscriber may accept temporarily or permanently not to use\u2014the specific Service feature requiring that sub-processor.<\/li>\n<\/ol>\n<p>Termination rights, where applicable, are defined exclusively in the DPA.<\/p>\n<\/section>\n<section class=\"smartfense-legal__section\">\n<h3 id=\"s6\"><span class=\"sfl-num\">6.<\/span> Infrastructure Sub-processors: Storage and Processing of Service Data<\/h3>\n<p class=\"sfl-intro\">SMARTFENSE\u2019s production systems used to host Service Data are currently located in facilities in Europe and within the infrastructure sub-processors listed below. SMARTFENSE also uses additional services provided by these sub-processors to process Service Data as needed to deliver the Services.<\/p>\n<p>Below is the updated list (as of this policy\u2019s date) of SMARTFENSE sub-processors (including SMARTFENSE group members and third parties):<\/p>\n<div class=\"smartfense-legal__tablewrap\">\n<table class=\"sfl-table\">\n<colgroup>\n<col class=\"sfl-c1\">\n<col class=\"sfl-c2\">\n<col class=\"sfl-c3\">\n<col class=\"sfl-c4\">\n<col class=\"sfl-c5\"><\/colgroup>\n<thead>\n<tr>\n<th>Sub-processor<\/th>\n<th>General Description<\/th>\n<th>Country<\/th>\n<th>Data Processed<\/th>\n<th>Purpose<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td data-label=\"Sub-processor\"><span class=\"sfl-vendor\">Amazon, Inc.<\/span><\/td>\n<td data-label=\"General Description\">\n<p class=\"sfl-plain\">Infrastructure service provider<\/p>\n<\/td>\n<td data-label=\"Country\"><span class=\"sfl-geo\">EU (Ireland) eu-west-1<\/span><\/td>\n<td data-label=\"Data Processed\"><span class=\"sfl-fieldlabel\">Customer-provided data<\/span><\/p>\n<ul class=\"sfl-tags\">\n<li>First Name<\/li>\n<li>Last Name<\/li>\n<li>Email<\/li>\n<li>Employee ID<\/li>\n<li>UPN<\/li>\n<li>Language<\/li>\n<li>Groups<\/li>\n<li>Functional Areas<\/li>\n<li>Hierarchical Levels<\/li>\n<li>Phone<\/li>\n<li>Profile Photo<\/li>\n<li>Status<\/li>\n<li>Role<\/li>\n<\/ul>\n<p><span class=\"sfl-fieldlabel\">Platform-generated data<\/span><\/p>\n<p class=\"sfl-plain\">Audit logs, metrics, and SMARTFENSE campaign results.<\/p>\n<\/td>\n<td data-label=\"Purpose\">\n<p class=\"sfl-plain\">Provide the infrastructure on which the platform runs.<\/p>\n<\/td>\n<\/tr>\n<tr>\n<td data-label=\"Sub-processor\"><span class=\"sfl-vendor\">Heroku<\/span><\/td>\n<td data-label=\"General Description\">\n<p class=\"sfl-plain\">Platform-as-a-Service provider<\/p>\n<\/td>\n<td data-label=\"Country\"><span class=\"sfl-geo\">EU (Ireland) eu-west-1<\/span><\/td>\n<td data-label=\"Data Processed\"><span class=\"sfl-fieldlabel\">Customer-provided data<\/span><\/p>\n<ul class=\"sfl-tags\">\n<li>First Name<\/li>\n<li>Last Name<\/li>\n<li>Email<\/li>\n<li>Employee ID<\/li>\n<li>UPN<\/li>\n<li>Language<\/li>\n<li>Groups<\/li>\n<li>Functional Areas<\/li>\n<li>Hierarchical Levels<\/li>\n<li>Phone<\/li>\n<li>Profile Photo<\/li>\n<li>Status<\/li>\n<li>Role<\/li>\n<\/ul>\n<p><span class=\"sfl-fieldlabel\">Platform-generated data<\/span><\/p>\n<p class=\"sfl-plain\">Audit logs, metrics, and SMARTFENSE campaign results.<\/p>\n<\/td>\n<td data-label=\"Purpose\">\n<p class=\"sfl-plain\">Provide the software environment on which the platform operates.<\/p>\n<\/td>\n<\/tr>\n<tr>\n<td data-label=\"Sub-processor\"><span class=\"sfl-vendor\">Papertrail<\/span><\/td>\n<td data-label=\"General Description\">\n<p class=\"sfl-plain\">Log management service<\/p>\n<\/td>\n<td data-label=\"Country\"><span class=\"sfl-geo\">EU (Ireland) eu-west-1<\/span><\/td>\n<td data-label=\"Data Processed\">\n<ul class=\"sfl-tags\">\n<li>First Name<\/li>\n<li>Last Name<\/li>\n<li>Email<\/li>\n<li>IP Address<\/li>\n<li>Browser Information<\/li>\n<li>Logging Data<\/li>\n<\/ul>\n<\/td>\n<td data-label=\"Purpose\">\n<p class=\"sfl-plain\">Provide tools to manage system logs.<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<\/section>\n<section class=\"smartfense-legal__section\">\n<h3 id=\"s7\"><span class=\"sfl-num\">7.<\/span> Service-specific Sub-processors<\/h3>\n<p class=\"sfl-intro\">SMARTFENSE works with certain third parties to provide specific features within the Services. These providers are the sub-processors listed below. To provide the relevant functionality, they access Service Data. Their use is limited to the described Services.<\/p>\n<p>For example, if a Subscriber purchases SMARTFENSE with the WhatsApp Support module, consent will be required to authorize sub-processors associated with Facebook Inc. (owner of WhatsApp).<\/p>\n<div class=\"smartfense-legal__tablewrap\">\n<table class=\"sfl-table\">\n<colgroup>\n<col class=\"sfl-c1\">\n<col class=\"sfl-c2\">\n<col class=\"sfl-c3\">\n<col class=\"sfl-c4\">\n<col class=\"sfl-c5\"><\/colgroup>\n<thead>\n<tr>\n<th>Sub-processor<\/th>\n<th>General Description<\/th>\n<th>Country<\/th>\n<th>Data Processed<\/th>\n<th>Purpose<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td data-label=\"Sub-processor\"><span class=\"sfl-vendor\">Email Server<\/span><\/td>\n<td data-label=\"General Description\">\n<p class=\"sfl-plain\">Server used to send emails to users.<\/p>\n<\/td>\n<td data-label=\"Country\">\n<p class=\"sfl-plain\"><strong>Primary:<\/strong> https:\/\/www.hostgator.com (USA)<\/p>\n<p class=\"sfl-plain\"><strong>Secondary:<\/strong> Amazon Web Services, EU (Ireland) eu-west-1<\/p>\n<\/td>\n<td data-label=\"Data Processed\">\n<p class=\"sfl-plain\">Email<\/p>\n<\/td>\n<td data-label=\"Purpose\">\n<p class=\"sfl-plain\">Send phishing and ransomware simulation emails, as well as other notifications if a custom mail server is not configured.<\/p>\n<\/td>\n<\/tr>\n<tr>\n<td data-label=\"Sub-processor\"><span class=\"sfl-vendor\">Google<\/span><\/td>\n<td data-label=\"General Description\">\n<p class=\"sfl-plain\">Google corporate services<\/p>\n<\/td>\n<td data-label=\"Country\"><span class=\"sfl-geo\">United States<\/span><\/td>\n<td data-label=\"Data Processed\">\n<ul class=\"sfl-tags\">\n<li>First Name<\/li>\n<li>Last Name<\/li>\n<li>Email<\/li>\n<li>Language<\/li>\n<li>Status<\/li>\n<\/ul>\n<\/td>\n<td data-label=\"Purpose\">\n<p class=\"sfl-plain\">Import and authenticate users.<\/p>\n<\/td>\n<\/tr>\n<tr>\n<td data-label=\"Sub-processor\"><span class=\"sfl-vendor\">Microsoft Azure AD<\/span><\/td>\n<td data-label=\"General Description\">\n<p class=\"sfl-plain\">Microsoft cloud active directory service<\/p>\n<\/td>\n<td data-label=\"Country\"><span class=\"sfl-geo\">United States<\/span><\/td>\n<td data-label=\"Data Processed\">\n<ul class=\"sfl-tags\">\n<li>First Name<\/li>\n<li>Last Name<\/li>\n<li>Email<\/li>\n<li>Employee ID<\/li>\n<li>UPN<\/li>\n<li>Language<\/li>\n<li>Groups<\/li>\n<li>Status<\/li>\n<\/ul>\n<\/td>\n<td data-label=\"Purpose\">\n<p class=\"sfl-plain\">Import and authenticate users.<\/p>\n<\/td>\n<\/tr>\n<tr>\n<td data-label=\"Sub-processor\"><span class=\"sfl-vendor\">Auth0<\/span><\/td>\n<td data-label=\"General Description\">\n<p class=\"sfl-plain\">Identity management provider<\/p>\n<\/td>\n<td data-label=\"Country\"><span class=\"sfl-geo-note\">AWS EU Region (Frankfurt primary, Dublin failover)<\/span><\/td>\n<td data-label=\"Data Processed\">\n<ul class=\"sfl-tags\">\n<li>First Name<\/li>\n<li>Last Name<\/li>\n<li>Email<\/li>\n<li>Status<\/li>\n<\/ul>\n<\/td>\n<td data-label=\"Purpose\">\n<p class=\"sfl-plain\">User authentication.<\/p>\n<\/td>\n<\/tr>\n<tr>\n<td data-label=\"Sub-processor\"><span class=\"sfl-vendor\">Keycloak<\/span><\/td>\n<td data-label=\"General Description\">\n<p class=\"sfl-plain\">Open-source identity and access solution with SSO, federation, and MFA<\/p>\n<\/td>\n<td data-label=\"Country\"><span class=\"sfl-geo\">United States<\/span><\/td>\n<td data-label=\"Data Processed\">\n<ul class=\"sfl-tags\">\n<li>Username<\/li>\n<li>Email<\/li>\n<li>Full Name<\/li>\n<li>First Name<\/li>\n<li>Last Name<\/li>\n<\/ul>\n<\/td>\n<td data-label=\"Purpose\">\n<p class=\"sfl-plain\">User authentication.<\/p>\n<\/td>\n<\/tr>\n<tr>\n<td data-label=\"Sub-processor\"><span class=\"sfl-vendor\">Okta<\/span><\/td>\n<td data-label=\"General Description\">\n<p class=\"sfl-plain\">Cloud IAM provider offering SSO, MFA, and user management<\/p>\n<\/td>\n<td data-label=\"Country\"><span class=\"sfl-geo\">United States<\/span><\/td>\n<td data-label=\"Data Processed\">\n<ul class=\"sfl-tags\">\n<li>Username<\/li>\n<li>Email<\/li>\n<li>Full Name<\/li>\n<li>First Name<\/li>\n<li>Last Name<\/li>\n<\/ul>\n<\/td>\n<td data-label=\"Purpose\">\n<p class=\"sfl-plain\">User authentication.<\/p>\n<\/td>\n<\/tr>\n<tr>\n<td data-label=\"Sub-processor\"><span class=\"sfl-vendor\">Slack<\/span><\/td>\n<td data-label=\"General Description\">\n<p class=\"sfl-plain\">Unified communication tool (chat, calls, video meetings, collaboration)<\/p>\n<\/td>\n<td data-label=\"Country\"><span class=\"sfl-geo\">United States<\/span><\/td>\n<td data-label=\"Data Processed\">\n<p class=\"sfl-plain\">Email<\/p>\n<\/td>\n<td data-label=\"Purpose\">\n<p class=\"sfl-plain\">Send notifications to end users.<\/p>\n<\/td>\n<\/tr>\n<tr>\n<td data-label=\"Sub-processor\"><span class=\"sfl-vendor\">Microsoft Teams<\/span><\/td>\n<td data-label=\"General Description\">\n<p class=\"sfl-plain\">Identity management \/ communication platform<\/p>\n<\/td>\n<td data-label=\"Country\"><span class=\"sfl-geo\">United States<\/span><\/td>\n<td data-label=\"Data Processed\">\n<p class=\"sfl-plain\">Email<\/p>\n<\/td>\n<td data-label=\"Purpose\">\n<p class=\"sfl-plain\">Send notifications to end users.<\/p>\n<\/td>\n<\/tr>\n<tr>\n<td data-label=\"Sub-processor\"><span class=\"sfl-vendor\">Vanta<\/span><\/td>\n<td data-label=\"General Description\">\n<p class=\"sfl-plain\">Compliance and security automation platform (SOC 2, ISO 27001)<\/p>\n<\/td>\n<td data-label=\"Country\"><span class=\"sfl-geo\">United States<\/span><\/td>\n<td data-label=\"Data Processed\">\n<p class=\"sfl-plain\">Email<\/p>\n<\/td>\n<td data-label=\"Purpose\">\n<p class=\"sfl-plain\">Send campaign audit logs from SMARTFENSE to Vanta.<\/p>\n<\/td>\n<\/tr>\n<tr>\n<td data-label=\"Sub-processor\"><span class=\"sfl-vendor\">SAP SuccessFactors<\/span><\/td>\n<td data-label=\"General Description\">\n<p class=\"sfl-plain\">Cloud talent management suite (HR, development, compensation, analytics)<\/p>\n<\/td>\n<td data-label=\"Country\"><span class=\"sfl-geo\">United States<\/span><\/td>\n<td data-label=\"Data Processed\">\n<p class=\"sfl-plain\">Email<\/p>\n<\/td>\n<td data-label=\"Purpose\">\n<p class=\"sfl-plain\">Send campaign audit logs from SMARTFENSE to SAP SuccessFactors.<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<\/section>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Privacy \u00b7 GDPR and LOPD This policy explains what information SMARTFENSE collects, the purposes it is processed for and the rights you hold over it. It is organised in three [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-9047","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":" \n<title>Data Processing Policy - SMARTFENSE<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/smartfense.com\/en\/data-processing-policy\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Data Processing Policy - SMARTFENSE\" \/>\n<meta property=\"og:description\" content=\"Privacy \u00b7 GDPR and LOPD This policy explains what information SMARTFENSE collects, the purposes it is processed for and the rights you hold over it. 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