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PRIVACY POLICY – General processing

Table of content

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
  • 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 categoryEmployees, authorities, testing bodies, customers
Retention periodIn 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 categoryEmployees, authorities, other third parties
Retention periodIn 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 basisArt. 6(1)(f) – Legitimate interest: Communication, information security
Recipient categoryEmployees, communication partners, IT service providers, SaaS vendors
Retention periodIn 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
  • Quality management
  • Operational process
  • Evaluation
Legal basisArt. 6(1)(a) – Consent
Recipient categoryEmployees, SaaS vendors, IT service providers
Retention periodNach 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
  • Communication
  • Operational process
  • Documentation
  • Evaluation
Legal basisArt. 6(1)(f) – Legitimate interest: Communication
Recipient categoryEmployees, communication partners, IT service providers, SaaS vendors
Retention periodIn 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
  • 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 categoryEmployees, external service providers, IT service providers, SaaS vendors, other third parties, authorities
Retention periodIn 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 basisArt. 6(1)(f) – Legitimate interest: Communication
Recipient categoryEmployees, communication partners, telecommunications providers, SaaS vendors, IT service providers
Retention periodIn 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
  • 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 categoryEmployees, IT service providers, SaaS vendors, IT security providers, other third parties
Retention periodIn 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
  • Communication
  • Operational process
  • Evaluation
Legal basisArt. 6(1)(f) – Legitimate interest: Promotion of collaboration and exchange of information.
Recipient categoryEmployees, selected external partners
Retention periodIn 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 processes
  • Evaluation
Legal basisArt. 6(1)(b) – Contract initiation and performance
Recipient categoryEmployees, SaaS vendors, IT service providers
Retention periodIn 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
  • Fulfillment of contractual obligations
  • Communication
  • Operational processes
  • Evaluation
Legal basisArt. 6(1)(b) – Legitimate interest: Communication, information security
Recipient categoryEmployees, SaaS vendors, IT service providers
Retention periodAfter 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

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Special offer for the 1st #cma_period# until #cma_promo_end_date#. Automatically renews at #cma_promo_renewal_price# / #cma_renewal_period#, unless the renewal is cancelled. Subscription details below.*
Special offer for the first #cma_period# until #cma_promo_end_date#. Automatically renews at #cma_promo_renewal_price# / #cma_renewal_period#, unless the renewal is cancelled. Subscription details below.*
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#cma_promo_price# — #cma_promo_saved_price# off the 1st #cma_period# price of #cma_promo_standard_price#. Then #cma_promo_renewal_price# / #cma_renewal_period#.
#cma_promo_price# — #cma_promo_saved_price# off the first 2 year price of #cma_promo_standard_price#. Then #cma_promo_renewal_price# / #cma_renewal_period#.
#cma_promo_price# — #cma_promo_saved_price# off the 1st #cma_period# price of #cma_promo_standard_price#. Then #cma_promo_renewal_price# / #cma_renewal_period#.
The remaining value left on your current subscription is converted into additional days in your new subscription.