Virtual PA Agreement

Effective on 12th, November 2020
Updated on 12th, November 2020

1. GENERAL TERMS

1.1 Incorporation into User Agreement

This document (the “Virtual PA Agreement”) is a supplement to the User Agreement for Members of The Room found at https://www.theroom.com/terms-conditions/. The terms and conditions in the Virtual PA Agreement are incorporated into the User Agreements of all Members who subscribe to the “Virtual PA Service”. Any capitalized terms that are not defined in this document will have the meaning given in the User Agreement.

For the purposes of the User Agreement, the Virtual PA Service is a Premium Service.

1.2 Fees

To use the Virtual PA Service, you must accept this Virtual PA Agreement and pay us any Virtual PA fees in effect.

2. VIRTUAL PA SERVICE

2.1 How it works

We will introduce you, via email, to an alumnus of either the African Leadership University or ALX (your “Assistant”).

The Assistant is prepared to commit at least 20 hours per week to work with you as your personal assistant for three months.

As the Member, you have full control over:

– which tasks you delegate to your Assistant;
– how you communicate with each other; and
– how much or how little personal and professional information you share with your Assistant.

For support with the Virtual PA Service, please email [email protected]. We will respond within 24 hours.

2.2 Your commitments to us

We will provide the Virtual PA Service on the following conditions:

1. Working with your Assistant falls within the legal terms of your employment and your employer’s protocols.
2. You must do the following only with your employer’s authorization:
a. share any employer data with your Assistant; and
b. grant your Assistant access to your work email and other work systems.

3. PRIVACY & DATA PROTECTION

3.1 Introduction

In using the Virtual PA Service, you will inevitably share or give access to Personal Data with your Assistant. Personal Data about you, your co-workers, suppliers, and customers is found throughout your inbox, calendar, and other work systems. These terms explain the responsibilities of your Assistant, The Room, and you in safeguarding that Personal Data as you work with your Assistant.

3.2 Definitions

a. “Controller” has the meaning given in the GDPR;
b. “Data Breach” means a breach of security:
i. that causes the accidental, unlawful, or unauthorized destruction, loss, alteration, disclosure of, or access to, Member Data; and
ii. in which the Assistant or an Assistant’s device may have played a role;
c. “GDPR” means the General Data Protection Regulation, being Regulation (EU) 2016/679 of the European Parliament and of the Council;
d. “Member Data” means any Personal Data that the Assistant is given access to by you in the course of the Virtual PA Services; and
e. “Personal Data” has the meaning given in the GDPR;

3.3 Your responsibilities: Privacy and Data Protection

As the Member, you are giving the Assistant access to the Member Data. You must ensure:

a. there is a legal basis for all processing all Member Data that you instruct us and the Assistant to process; and
b. the Controller of the Member Data has authorized you to give us and the Assistant access to the Member Data before you share it; and
c. all instructions about processing Member Data as part of the Virtual PA Service are given to us or the Assistant (as relevant) in writing.

3.4 Our responsibilities: processing Member Data

We must put in place a written contract with the Assistant that requires the following:

a. The Assistant must process Member Data only as instructed by either you or us, unless the Assistant is required by law to process the Member Data otherwise.
b. The Assistant must promptly inform you and us if instructions given by you, in the opinion of the Assistant, contravene the GDPR or other applicable data protection laws.
c. Except with the written prior consent of both you and us, the Assistant must not:
i. sub-contract the processing of any Member Data;
ii. share any Member Data with a third party;
iii. permit a third party to access any system containing Member Data; or
iv. make print or electronic copies of any Member Data.

3.5 Security of Member Data

a. We will require the devices used by the Assistant in performing the Virtual PA Services to:
i. be equipped with current versions of anti-virus and malware detection software;
ii. use a current operating system that is still supported by its manufacturer with security-related patches and updates;
iii. always keep the anti-virus and anti-malware definitions up to date; and
iv. configure the device to check automatically for operating system updates at least daily, and to install all operating software updates immediately.

b. The Assistant is required to comply with any reasonable instructions from us or you to:
i. safeguard the Assistant’s devices against viruses and malware; and
ii. prevent security breaches involving Member Data or any other Personal Data the Assistant has access to in providing the Virtual PA Services.

c. When the Virtual PA Services are complete, the Assistant must:
i. (if required by you) provide copies of all Member Data held on the Assistant’s devices; and
ii. after complying with clause c(i), irreversibly delete and render unrecoverable all Member Data from the Assistant’s devices.

d. When the Virtual PA Services are complete, we must:
i. (if required by you) provide copies of all Member Data held on our devices and systems; and
ii. after complying with clause d(i), irreversibly delete and render unrecoverable all Member Data from our devices and systems.