Hunting Society Data Processing Agreement

This agreement supplements the Huntrexia subscription between the hunting society customer and Arverne Web. It applies where Arverne Web processes personal data on behalf of that society.

Roles of the parties

The customer society is controller for its members, invitations, roles, events, attendance, documents, harvests, quotas and records. It determines purposes, legal basis, recipients and retention. Huntrexia acts as processor to host, secure, back up, synchronise, display and export that information under the contract.

Documented instructions

Huntrexia processes data only on documented instructions arising from the contract, settings and actions of authorised users. If an instruction appears to breach the GDPR, Huntrexia informs the customer and may suspend execution pending clarification.

Nature, duration and data subjects

Processing continues for the subscription and agreed return or archive period. Data subjects include members, invitees, managers, event participants and society contacts. Categories may include identity, contact details, membership, roles, documents, attendance, hunting activities, photographs, locations linked to a declaration and security logs.

Confidentiality and authorised personnel

Huntrexia limits access to staff who need it for operations, support or security, binds them to confidentiality and removes access when no longer needed. Support accesses society data only to handle a request, correct an incident or meet a legal duty.

Security measures

Measures include logical segregation between societies, role permissions, authentication, encrypted communications, logging, backups, restricted administrative access, file protection, updates and vulnerability and incident management procedures.

Sub-processors

The customer gives general authorisation for providers needed for the service, including OVHcloud and, depending on enabled modules, email, SMS, notification, payment, anti-bot and mapping services described in the privacy policy. Huntrexia informs the customer of a material change and allows a reasoned data-protection objection.

Assistance with rights and compliance

Huntrexia reasonably assists the society with access, correction, erasure, restriction, objection or portability requests concerning data it controls. It also supplies information useful for impact assessments, authority consultation and compliance evidence, taking account of the service nature.

Personal data breach

After becoming aware of a breach affecting society data, Huntrexia informs the society without undue delay with available details on the nature, affected people and data, likely consequences and measures taken. The society remains responsible for deciding notifications to the CNIL and individuals, with Huntrexia's assistance.

Return and deletion

At service end, Huntrexia enables export during the agreed period and then deletes or anonymises data on customer instructions unless law requires otherwise. Backup copies are removed by rotation within the stated maximum period and remain protected without active reuse.

Documentation and audit

Huntrexia makes available information needed to demonstrate compliance with this agreement. An audit may be requested with reasonable notice, without compromising security or other customers' data and, except following an incident or authority request, at the customer's expense. Contact: hello@huntrexia.com.