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 pseudonymized or anonymized form. Pseudonymized means that it is no longer possible to allocate 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 the 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 may also contain personal data. However, the processing of personal data is not the focus of these processes, but rather an unavoidable part of the audit. This basis for this processing is legal requirements or internal company guidelines. All parties involved are obliged to maintain confidentiality.
| Purpose | - Compliance with legal requirements and/or internal company - Performance of contractually agreed audits - Checking compliance with guidelines - Monitoring of IT security - Evaluations |
| Legal basis | - Art. 6(1)(c) – Compliance with legal standards - Art. 6(1)(f) – Legitimate interest: Verification of implementation and compliance with standards, verification of fulfillment of obligations towards third parties |
| Recipient category | Employees, authorities, testing bodies, customers |
| Transfer to third countries | None |
| 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 | - Compliance with legal requirements or subordinate internal company guidelines - Processing of inquiries and incidents - Evaluations |
| Legal basis | - Art. 6(1)(c) – Compliance with legal standards - Art. 6(1)(f) – Development and operation of a data protection management system |
| Recipient category | Employees, authorities, other third parties |
| Transfer to third countries | None |
| 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 | - Communication - Operational process - Information security - Evaluation |
| Legal basis | Art. 6(1)(f) – Legitimate interest: Communication, information security |
| Recipient category | Employees, communication partners, IT service providers, SaaS vendors |
| Transfer to third countries | None |
| Retention period | In accordance with legal requirements |
Individual conversation recordings in support
To improve our support, it is possible to record individual conversations between customers and our employees. These conversation recordings will only be made with your explicit consent.
| Purpose | - Quality management - Operational process - Evaluation |
| Legal basis | Art. 6(1)(a) – Consent |
| Recipient category | Employees, SaaS vendors, IT service providers |
| Transfer to third countries | None |
| Retention period | Nach Purposeerfüllung werden die Aufzeichnungen gelöscht |
Instant messaging, incl. sound and image transmission, video conference system
We also use video conferencing and instant messaging systems for communication.
| Purpose | - Communication - Operational process - Documentation - Evaluation |
| Legal basis | Art. 6(1)(f) – Legitimate interest: Communication |
| Recipient category | Employees, communication partners, IT service providers, SaaS vendors |
| Transfer to third countries | USA (standard contractual clauses) |
| Retention period | In accordance with legal requirements |
Customer management
In addition to our end 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 | - Revenue generation - Marketing (incl. advertising) - Communication - Operational process - Mapping of sales activities - Documentation - Evaluation |
| Legal basis | - Art. 6(1)(b) – Contract initiation and performance - Art. 6(1)(f) – Legitimate interest: Marketing and revenue generation |
| Recipient category | Employees, external service providers, IT service providers, SaaS vendors, other third parties, authorities |
| Transfer to third countries | USA (standard contractual clauses) |
| 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 | - Communication - Operational process - Documentation - Evaluation |
| Legal basis | Art. 6(1)(f) – Legitimate interest: Communication |
| Recipient category | Employees, communication partners, telecommunications providers, SaaS vendors, IT service providers |
| Transfer to third countries | None |
| Retention period | In accordance with legal requirements |
Office applications
To ensure our business operations, we use so-called office software packages to create and edit e.g. documents, presentations and spreadsheet calculations.
| Purpose | - Communication - Operational process - Documentation - Evaluation |
| Legal basis | - Art. 6(1)(b) – Contract initiation and performance Art. 6(1)(f) – Legitimate interest: Communication, business operations |
| Recipient category | Employees, IT service providers, SaaS vendors, IT security providers, other third parties |
| Transfer to third countries | None |
| 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, they enable a quick and easy exchange of information. In individual cases, we also invite external partners to use these.
| Purpose | - Communication - Operational process - Evaluation |
| Legal basis | Art. 6(1)(f) – Legitimate interest: Promotion of collaboration and exchange of information. |
| Recipient category | Employees, selected external partners |
| Transfer to third countries | USA (standard contractual clauses) |
| 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 | - Fulfillment of contractual obligations - Revenue generation - Customer satisfaction management - Communication - Operational process - Evaluation |
| Legal basis | Art. 6(1)(b) – Contract initiation and performance |
| Recipient category | Employees, SaaS vendors, IT service providers |
| Transfer to third countries | None |
| Retention period | In accordance with legal requirements |
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: 08.19.2020