Legal Information

Privacy Policy

Your privacy is our concern

We are pleased about your interest in our company and our products or services and want you to feel secure when visiting our websites, especially with regard to the protection of your personal data. This is because we take the protection of your personal data very seriously. Compliance with the provisions of the German Federal Data Protection Act is a matter of course for us.

We want you to know when we collect which data and how we use it. We have taken technical and organizational measures to ensure that data protection regulations are observed both by us and by external service providers.

Due to the complexity of the matter and the daily changing current data protection legal situation, we have appointed a data protection officer.

This privacy policy informs you about the type, scope and purpose of processing personal data (hereinafter referred to as "data") within our online offering and the associated websites, functions and content as well as external online presences, such as our social media profiles (hereinafter collectively referred to as "online offering"). With regard to the terminology used, such as "processing" or "controller", we refer to the definitions in Art. 4 of the General Data Protection Regulation (GDPR).

Controller

Types of processed data

– Inventory data (e.g., names, addresses)
– Contact data (e.g., email, telephone numbers)
– Content data (e.g., text entries, photographs, videos)
– Usage data (e.g., websites visited, interest in content, access times)
– Meta/communication data (e.g., device information, IP addresses)

Categories of affected persons

Visitors and users of the online offering (hereinafter we also refer to the affected persons collectively as "users").

Purpose of processing

– Provision of the online offering, its functions and content
– Answering contact requests and communication with users
– Security measures
– Reach measurement/Marketing

Used terminology

"Personal data" is any information relating to an identified or identifiable natural person (hereinafter "data subject"); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier (e.g. cookie) or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

"Processing" means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means. The term is broad and covers practically any handling of data.

"Pseudonymisation" means the processing of personal data in such a manner that the personal data can no longer be attributed to a specific data subject without the use of additional information, provided that such additional information is kept separately and is subject to technical and organisational measures to ensure that the personal data are not attributed to an identified or identifiable natural person.

"Profiling" means any form of automated processing of personal data consisting of the use of personal data to evaluate certain personal aspects relating to a natural person, in particular to analyse or predict aspects concerning that natural person's performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements.

As "controller" is designated the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.

"Processor" means a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller.

Relevant legal bases

In accordance with Art. 13 GDPR, we inform you of the legal bases of our data processing. Unless the legal basis is mentioned in the privacy policy, the following applies: The legal basis for obtaining consent is Art. 6 Para. 1 lit. a and Art. 7 GDPR, the legal basis for processing to fulfill our services and carry out contractual measures as well as answering inquiries is Art. 6 Para. 1 lit. b GDPR, the legal basis for processing to fulfill our legal obligations is Art. 6 Para. 1 lit. c GDPR, and the legal basis for processing to safeguard our legitimate interests is Art. 6 Para. 1 lit. f GDPR. In the event that vital interests of the data subject or of another natural person require processing of personal data, Art. 6 Para. 1 lit. d GDPR serves as the legal basis.

Security measures

We take appropriate technical and organizational measures in accordance with Art. 32 GDPR, taking into account the state of the art, implementation costs and the nature, scope, circumstances and purposes of processing as well as the different probability of occurrence and severity of risk to the rights and freedoms of natural persons, to ensure a level of protection appropriate to the risk.

The measures include in particular ensuring the confidentiality, integrity and availability of data by controlling physical access to the data, as well as access, input, transmission, ensuring availability and their separation. Furthermore, we have established procedures that ensure the exercise of data subject rights, deletion of data and response to data threats. Furthermore, we take the protection of personal data into account already during the development or selection of hardware, software and procedures, in accordance with the principle of data protection by design and by data protection-friendly default settings (Art. 25 GDPR).

Cooperation with processors and third parties

If we disclose data to other persons and companies (processors or third parties), transmit it to them or otherwise grant them access to the data, this is done only on the basis of legal permission (e.g. if transmission of data to third parties, such as payment service providers, is required in accordance with Art. 6 Para. 1 lit. b GDPR for contract fulfillment), you have consented, a legal obligation provides for this or on the basis of our legitimate interests (e.g. when using agents, web hosts, etc.).

If we commission third parties to process data on the basis of a so-called "data processing agreement", this is done on the basis of Art. 28 GDPR.

Transfers to third countries

If we process data in a third country (i.e. outside the European Union (EU) or the European Economic Area (EEA)) or if this occurs in the context of the use of third party services or disclosure or transmission of data to third parties, this only occurs if it is to fulfill our (pre)contractual obligations, on the basis of your consent, due to a legal obligation or on the basis of our legitimate interests. Subject to legal or contractual permissions, we process or have the data processed in a third country only in the presence of the special requirements of Art. 44 et seq. GDPR. This means that processing is carried out, for example, on the basis of special guarantees, such as the officially recognized determination of a level of data protection corresponding to the EU (e.g. for the USA through the "Privacy Shield") or compliance with officially recognized special contractual obligations (so-called "standard contractual clauses").

Rights of data subjects

You have the right to request confirmation as to whether relevant data is being processed and to request information about this data as well as further information and a copy of the data in accordance with Art. 15 GDPR.

You have the right in accordance with Art. 16 GDPR to request the completion of data concerning you or the correction of incorrect data concerning you.

You have the right in accordance with Art. 17 GDPR to request that relevant data be deleted immediately, or alternatively in accordance with Art. 18 GDPR to request a restriction of the processing of the data.

You have the right to request that data concerning you that you have provided to us be provided in accordance with Art. 20 GDPR and to request its transmission to other controllers.

You also have the right in accordance with Art. 77 GDPR to lodge a complaint with the competent supervisory authority.

Right of withdrawal

You have the right to withdraw consent given in accordance with Art. 7 Para. 3 GDPR with effect for the future.

Right to object

You can object to the future processing of data concerning you in accordance with Art. 21 GDPR at any time. The objection can be made in particular against processing for direct marketing purposes.

Cookies and right to object to direct marketing

"Cookies" are small files that are stored on users' computers. Different information can be stored within cookies. A cookie primarily serves to store information about a user (or the device on which the cookie is stored) during or after their visit within an online offering. Temporary cookies, or "session cookies" or "transient cookies", are cookies that are deleted after a user leaves an online offering and closes their browser. Such a cookie can store, for example, the content of a shopping cart in an online shop or a login status. "Permanent" or "persistent" cookies are those that remain stored even after the browser is closed. For example, the login status can be saved if users visit it after several days. Likewise, the interests of users can be stored in such a cookie, which are used for reach measurement or marketing purposes. "Third-party cookies" are cookies offered by providers other than the controller operating the online offering (otherwise, if they are only their cookies, they are called "first-party cookies").

We may use temporary and permanent cookies and provide information about this in our privacy policy.

If users do not want cookies to be stored on their computer, they are asked to deactivate the corresponding option in the system settings of their browser. Stored cookies can be deleted in the system settings of the browser. The exclusion of cookies may lead to functional limitations of this online offering.

A general objection to the use of cookies used for online marketing purposes can be declared for a variety of services, especially in the case of tracking, via the US website http://www.aboutads.info/choices/ or the EU website http://www.youronlinechoices.com/. Furthermore, the storage of cookies can be achieved by switching them off in the browser settings. Please note that not all functions of this online offering may then be used.

Deletion of data

The data processed by us will be deleted or restricted in their processing in accordance with Art. 17 and 18 GDPR. Unless expressly stated in this privacy policy, the data stored by us will be deleted as soon as it is no longer required for its intended purpose and the deletion does not conflict with any statutory retention obligations. If the data is not deleted because it is required for other and legally permissible purposes, its processing will be restricted. This means that the data will be blocked and not processed for other purposes. This applies, for example, to data that must be retained for commercial or tax law reasons.

According to legal requirements in Germany, storage takes place in particular for 10 years in accordance with §§ 147 Para. 1 AO, 257 Para. 1 No. 1 and 4, Para. 4 HGB (books, records, management reports, accounting documents, commercial books, documents relevant for taxation, etc.) and 6 years in accordance with § 257 Para. 1 No. 2 and 3, Para. 4 HGB (commercial letters).

According to legal requirements in Austria, storage takes place in particular for 7 years in accordance with § 132 Para. 1 BAO (accounting documents, receipts/invoices, accounts, receipts, business papers, statement of income and expenses, etc.), for 22 years in connection with real estate and for 10 years for documents in connection with electronically provided services, telecommunications, broadcasting and television services provided to non-entrepreneurs in EU member states and for which the Mini-One-Stop-Shop (MOSS) is used.

Business-related processing

Additionally, we process
– Contract data (e.g., subject matter of contract, term, customer category)
– Payment data (e.g., bank details, payment history)
from our customers, prospects and business partners for the purpose of providing contractual services, service and customer care, marketing, advertising and market research.

Administration, financial accounting, office organization, contact management

We process data in the context of administrative tasks as well as organization of our operations, financial accounting and compliance with legal obligations, such as archiving. In this context, we process the same data that we process in the context of providing our contractual services. The processing bases are Art. 6 Para. 1 lit. c. GDPR, Art. 6 Para. 1 lit. f. GDPR. Customers, prospects, business partners and website visitors are affected by the processing. The purpose and our interest in processing lies in administration, financial accounting, office organization, archiving of data, i.e. tasks that serve to maintain our business activities, perform our tasks and provide our services. The deletion of data with regard to contractual services and contractual communication corresponds to the information mentioned in these processing activities.

We disclose or transmit data to the financial administration, consultants such as tax consultants or auditors as well as other fee offices and payment service providers.

Furthermore, based on our business interests, we store information about suppliers, organizers and other business partners, e.g. for later contact. We generally store this mostly company-related data permanently.

Business analysis and market research

In order to operate our business economically and to be able to recognize market trends and wishes of contractual partners and users, we analyze the data available to us on business transactions, contracts, inquiries, etc. We process inventory data, communication data, contract data, payment data, usage data, metadata on the basis of Art. 6 Para. 1 lit. f. GDPR, whereby the affected persons include contractual partners, prospects, customers, visitors and users of our online offering.

The analyses are carried out for the purpose of business evaluations, marketing and market research. In doing so, we may consider the profiles of registered users with information, e.g. about their services used. The analyses serve us to increase user-friendliness, optimize our offering and business efficiency. The analyses serve us alone and are not disclosed externally, unless they are anonymous analyses with aggregated values.

If these analyses or profiles are personal, they will be deleted or anonymized upon termination of users, otherwise after two years from conclusion of contract. Furthermore, the overall business analyses and general trend determinations are created anonymously where possible.

Privacy notices in the application process

We process applicant data only for the purpose and within the framework of the application process in accordance with legal requirements. The processing of applicant data is carried out to fulfill our (pre)contractual obligations within the framework of the application process within the meaning of Art. 6 Para. 1 lit. b. GDPR Art. 6 Para. 1 lit. f. GDPR if the data processing becomes necessary for us, for example, within the framework of legal proceedings (in Germany, § 26 BDSG also applies).

The application process requires applicants to provide us with the applicant data. The necessary applicant data, if we offer an online form, is marked, otherwise results from the job descriptions and generally includes information about the person, postal and contact addresses and the documents belonging to the application, such as cover letter, curriculum vitae and certificates. In addition, applicants can voluntarily provide us with additional information.

By submitting the application to us, applicants agree to the processing of their data for the purposes of the application process in accordance with the type and scope set out in this privacy policy.

Insofar as special categories of personal data within the meaning of Art. 9 Para. 1 GDPR are voluntarily communicated in the context of the application process, their processing additionally takes place in accordance with Art. 9 Para. 2 lit. b GDPR (e.g. health data, such as disability status or ethnic origin). Insofar as special categories of personal data within the meaning of Art. 9 Para. 1 GDPR are requested from applicants in the context of the application process, their processing additionally takes place in accordance with Art. 9 Para. 2 lit. a GDPR (e.g. health data if these are required for the exercise of the profession).

If available, applicants can submit their applications to us using an online form on our website. The data is transmitted to us encrypted according to the state of the art.

Furthermore, applicants can submit their applications to us via email. However, we ask you to note that emails are generally not sent encrypted and applicants must ensure encryption themselves. We therefore cannot take responsibility for the transmission path of the application between the sender and receipt on our server and therefore recommend using an online form or postal mail rather. Because instead of applying via the online form and email, applicants still have the option of sending us the application by mail.

The data provided by applicants may be further processed by us for the purposes of the employment relationship in the event of a successful application. Otherwise, if the application for a job offer is not successful, the applicants' data will be deleted. Applicants' data will also be deleted if an application is withdrawn, which applicants are entitled to do at any time.

The deletion takes place, subject to a legitimate withdrawal of the applicants, after the expiry of a period of six months so that we can answer any follow-up questions about the application and meet our obligations to provide evidence under the Equal Treatment Act. Invoices for any travel expense reimbursements are archived in accordance with tax law requirements.

Contact

When contacting us (e.g. via contact form, email, telephone or via social media), the user's information is processed for handling the contact request and its processing in accordance with Art. 6 Para. 1 lit. b) GDPR. The user's information may be stored in a Customer Relationship Management System ("CRM System") or comparable inquiry organization.

We delete the inquiries if they are no longer required. We review the necessity every two years; furthermore, statutory archiving obligations apply.

CRM system by salesforce

We use the CRM system of the provider salesforce.com Germany GmbH, Erika-Mann-Str. 31, 80636 Munich to be able to process user inquiries faster and more efficiently (legitimate interest according to Art. 6 Para. 1 lit. f. GDPR).

Help Scout is certified under the Privacy Shield Agreement and thereby provides an additional guarantee to comply with European data protection law if data is processed in the USA (https://www.privacyshield.gov/participant?id=a2zt0000000KzLyAAK&status=Active).

salesforce only uses user data for technical processing of requests and does not pass it on to third parties. At least the specification of a correct email address is necessary for the use of salesforce. Pseudonymous use is possible. In the course of processing service requests, it may be necessary to collect additional data (name, address). The use of Zendesk is optional and serves to improve and accelerate our customer and user service.

If users do not agree to data collection via and data storage in the external system of salesforce, we offer them alternative contact options for submitting service requests via email, telephone, fax or mail.

Users can obtain further information in the privacy policy of salesforce: https://www.salesforce.com/de/company/privacy/.

Newsletter

With the following information we inform you about the contents of our newsletter as well as the registration, dispatch and statistical evaluation procedures and your rights of objection. By subscribing to our newsletter, you agree to receive it and the procedures described.

Newsletter content: We send newsletters, emails and other electronic notifications with advertising information (hereinafter "newsletter") only with the consent of the recipients or legal permission. If the contents of a newsletter are specifically described during registration, they are decisive for the users' consent. Otherwise, our newsletters contain information about our services and us.

Double opt-in and logging: Registration for our newsletter is carried out using a so-called double opt-in procedure. This means that after registration you will receive an email asking you to confirm your registration. This confirmation is necessary so that no one can register with foreign email addresses. Newsletter registrations are logged in order to be able to prove the registration process in accordance with legal requirements. This includes storing the registration and confirmation time as well as the IP address. Changes to your data stored with the shipping service provider are also logged.

Registration data: To register for the newsletter, it is sufficient if you provide your email address. Optionally, we ask you to provide a name for personal address in the newsletter.

Newsletter – MailChimp

Newsletters are sent using the shipping service provider "MailChimp", a newsletter shipping platform of the US provider Rocket Science Group, LLC, 675 Ponce De Leon Ave NE #5000, Atlanta, GA 30308, USA. You can view the privacy policy of the shipping service provider here: https://mailchimp.com/legal/privacy/. The Rocket Science Group LLC d/b/a MailChimp is certified under the Privacy Shield Agreement and thereby provides a guarantee to comply with European data protection standards (https://www.privacyshield.gov/participant?id=a2zt0000000TO6hAAG&status=Active).

Newsletter – Success measurement

The newsletters contain a so-called "web beacon", i.e. a pixel-sized file that is retrieved from our server or, if we use a shipping service provider, from its server when the newsletter is opened. As part of this retrieval, technical information, such as information about the browser and your system, as well as your IP address and time of retrieval are initially collected.

Hosting and email dispatch

The hosting services we use serve to provide the following services: infrastructure and platform services, computing capacity, storage space and database services, email dispatch, security services and technical maintenance services that we use for the purpose of operating this online offering.

Collection of access data and log files

We or our hosting provider collect data on every access to the server on which this service is located (so-called server log files) based on our legitimate interests within the meaning of Art. 6 Para. 1 lit. f. GDPR. The access data includes the name of the retrieved website, file, date and time of retrieval, amount of data transferred, notification of successful retrieval, browser type and version, the user's operating system, referrer URL (the previously visited page), IP address and the requesting provider.

Google Tag Manager

Google Tag Manager is a solution that allows us to manage so-called website tags via an interface (and thus integrate Google Analytics and other Google marketing services into our online offering, for example). The Tag Manager itself (which implements the tags) does not process any personal data of users. With regard to the processing of users' personal data, reference is made to the following information on Google services. Usage guidelines: https://www.google.com/intl/de/tagmanager/use-policy.html.

Google Analytics

Based on our legitimate interests (i.e. interest in the analysis, optimization and economic operation of our online offering within the meaning of Art. 6 Para. 1 lit. f. GDPR), we use Google Analytics, a web analysis service of Google LLC ("Google"). Google uses cookies. The information generated by the cookie about the use of the online offering by users is generally transmitted to a Google server in the USA and stored there.

Google Universal Analytics

We use Google Analytics in the form of "Universal Analytics". "Universal Analytics" refers to a Google Analytics process in which user analysis is based on a pseudonymous user ID and thus a pseudonymous profile of the user is created with information from the use of various devices (so-called "cross-device tracking").

Audience building with Google Analytics

We use Google Analytics to display ads placed within Google's advertising services and its partners only to users who have also shown an interest in our online offering or who have certain characteristics (e.g. interests in certain topics or products, which are determined based on the websites visited) that we transmit to Google (so-called "remarketing" or "Google Analytics audiences").

Facebook Pixel, Custom Audiences and Facebook Conversion

Within our online offering, based on our legitimate interests in analysis, optimization and economic operation of our online offering and for these purposes, the so-called "Facebook Pixel" of the social network Facebook, which is operated by Facebook Inc., 1 Hacker Way, Menlo Park, CA 94025, USA, or if you are resident in the EU, Facebook Ireland Ltd., 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland ("Facebook"), is used.

Online presences in social media

We maintain online presences within social networks and platforms in order to communicate with customers, prospects and users who are active there and to inform them about our services. When accessing the respective networks and platforms, the terms and conditions and data processing guidelines of their respective operators apply.

Google Maps

We integrate the maps of the service "Google Maps" of the provider Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA. The processed data may include in particular IP addresses and location data of users, which, however, are not collected without their consent (usually carried out within the framework of the settings of their mobile devices). The data may be processed in the USA. Privacy policy: https://www.google.com/policies/privacy/, Opt-out: https://adssettings.google.com/authenticated.