Table of content
- Introduction
- Overview of the general processing
- Audits
- Data protection management
- Email communication
- Individual conversation recordings in support
- Instant messaging, incl. sound and image transmission, video conference system
- Customer management
- Telephone and fax communication
- Office applications
- Platform for collaboration
- Support inquiries
- Changes to this Privacy Policy
Introduction
If you communicate with us, we process different data for this purpose. This data may be directly or indirectly of a personal nature, i.e. it may involve other data sources.
We collect much of this data in a pseudonymized or an anonymized form. Pseudonymized means that it is no longer possible to attribute the personal data to a specific data subject without additional information. Anonymized means that the data subject can no longer be identified from the anonymized data. Below you will find a non-exhaustive overview of our general processing activities. Please note that we have described some activities in separate privacy policies, such as for websites or products. We also refer to our principles for processing personal data.
Overview of general processing
Audits
Within the scope of (internal) audits, which examine whether processes, requirements, and guidelines meet the required internal and external standards, security tests, or company audits, the auditing bodies may process information that might also contain personal data. However, the processing of personal data is not the focus of these processes, but an unavoidable part of the audit. The bases for this processing are legal requirements or internal company guidelines. All parties involved are required to maintain confidentiality.
| Purpose |
|
| Legal basis |
|
| Recipient category | Employees, authorities, testing bodies, customers |
| Retention period | In accordance with legal requirements |
Data protection management
We are subject to European and German data protection regulations and have established a comprehensive management system to ensure compliance with these regulations. This also includes answering inquiries from data subjects and authorities and storing information to safeguard our legal position.
| Purpose |
|
| Legal basis |
|
| Recipient category | Employees, authorities, other third parties |
| Retention period | In accordance with legal requirements |
Email communication
You can communicate with us by e-mail. It is also possible to encrypt this communication with the PGP procedure if desired.
| Purpose |
|
| Legal basis | Art. 6(1)(f) – Legitimate interest: Communication, information security |
| Recipient category | Employees, communication partners, IT service providers, SaaS vendors |
| Retention period | In accordance with legal requirements |
Individual conversation recordings in support
To improve our support, individual conversations between customers and our employees may be recorded. These conversation recordings will only be made with your explicit consent.
| Purpose |
|
| Legal basis | Art. 6(1)(a) – Consent |
| Recipient category | Employees, SaaS vendors, IT service providers |
| Retention period | Nach Purposeerfüllung werden die Aufzeichnungen gelöscht |
Instant messaging, incl. audio and image transmission, video conferencing systems
We also use video conferencing and instant messaging systems for communication.
| Purpose |
|
| Legal basis | Art. 6(1)(f) – Legitimate interest: Communication |
| Recipient category | Employees, communication partners, IT service providers, SaaS vendors |
| Retention period | In accordance with legal requirements |
Customer management
In addition to our consumer customers, we also look after business customers and trading partners. For this purpose, we map the entire sales and marketing process in our company. In addition to company data, data of natural persons are also processed. We use various IT systems for this processing activity, such as CRM, mailing and ERP systems.
| Purpose |
|
| Legal basis |
|
| Recipient category | Employees, external service providers, IT service providers, SaaS vendors, other third parties, authorities |
| Retention period | In accordance with legal requirements |
Telephone and fax communication
If you contact us by telephone or we call you, we process personal data. This not only includes the connection data but also the content and metadata. The same applies to communication by fax.
| Purpose |
|
| Legal basis | Art. 6(1)(f) – Legitimate interest: Communication |
| Recipient category | Employees, communication partners, telecommunications providers, SaaS vendors, IT service providers |
| Retention period | In accordance with legal requirements |
Office applications
For our business operations, we use office software packages to create and edit documents, presentations, and spreadsheet calculations, for example.
| Purpose |
|
| Legal basis |
|
| Recipient category | Employees, IT service providers, SaaS vendors, IT security providers, other third parties |
| Retention period | In accordance with legal requirements |
Platform for collaboration
We use internal software tools to simplify collaboration within the company. These systems are also known as collaboration platforms, enabling a quick and easy exchange of information. In individual cases, we also invite external partners to use these.
| Purpose |
|
| Legal basis | Art. 6(1)(f) – Legitimate interest: Promotion of collaboration and exchange of information. |
| Recipient category | Employees, selected external partners |
| Retention period | In accordance with legal requirements |
Support inquiries
We process support inquiries by telephone as well as by email or post. For each inquiry, a so-called "ticket" is opened in our systems, which we use to track and evaluate the support inquiry. It is also possible for you to send us data for analysis. This is done on a voluntary basis.
| Purpose |
|
| Legal basis | Art. 6(1)(b) – Contract initiation and performance |
| Recipient category | Employees, SaaS vendors, IT service providers |
| Retention period | In accordance with legal requirements |
Remote access to your devices
To grant you the very best support service, our support agents will offer you to connect to your device directly. This makes it easier and more efficient to us to solve your problems. During this remote access, we have to process your personal data.
| Purpose |
|
| Legal basis | Art. 6(1)(b) – Legitimate interest: Communication, information security |
| Recipient category | Employees, SaaS vendors, IT service providers |
| Retention period | After disconnecting the remote access, your data will deleted |
Changes to this Privacy Policy
This Privacy Policy is revised on an ad-hoc basis to adapt it to current developments in relation to our company, our products and services, legal requirements and social developments.
Version: 01.06.2022