PRIVACY POLICY - General processing

Introduction

Overview of general processing activities:

Audits

Data protection management

Email communication

Recording of individual support conversations

Instant messaging, incl. audio and video transmission, video conferencing system

Customer management

Telephone and fax communication

Office applications

Platform for collaboration

Support requests

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 anonymized form. Pseudonymized means that the personal data can no longer be attributed 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 activities:

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 guidelines

- 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

- Governmental organizations

- Auditors

- Customers

Transfer to third countries

USA — Safeguard: EU Standard Contractual Clauses

Retention period

In accordance with legal requirements

Data protection management

We are subject to English and European data protection regulations, and have established a comprehensive management system to ensure compliance with these regulations. This also includes answering requests 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 requests and incidents

- Documentation

- Evaluations

Legal basis

- Art. 6(1)(c) — Legal obligations

- Art. 6(1)(f) — Legitimate interest: Development and operation of a data protection management system

Recipient (category)

- Employees

- Governmental organizations

- Other third parties

Transfer to third countries

USA — Safeguard: EU Standard Contractual Clauses

Retention period

In accordance with legal requirements

Email communication

You can communicate with us by email. 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

- Communications partners

- IT service providers

- SaaS vendors

Transfer to third countries

USA — Safeguard: EU Standard Contractual Clauses

Retention period

In accordance with legal requirements

Recording of individual support conversations

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

USA — Safeguard: EU Standard Contractual Clauses

Retention period

After the purpose has been fulfilled, the recordings are deleted

Instant messaging, incl. audio and video transmission, video conferencing 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

- Communications partners

- IT service providers

- SaaS vendors

Transfer to third countries

USA — Safeguard: EU 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

- Governmental organizations

Transfer to third countries

USA — Safeguard: EU 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

- Communications partners

- Telecommunication providers

- SaaS vendors

- IT service providers

Transfer to third countries

USA — Safeguard: EU Standard Contractual Clauses

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, etc.

 

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

USA — Safeguard: EU Standard Contractual Clauses

Retention period

In accordance with legal requirements

Platform for collaboration

We use internal software tools to simplify collaboration within the company. These systems, also known as collaboration platforms, enable 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: Advancement of collaboration and exchange of information

Recipient (category)

- Employees

- Selected external partners

Transfer to third countries

USA — Safeguard: EU Standard Contractual Clauses

Retention period

In accordance with legal requirements

Support requests

We process support requests by telephone as well as by email or post. For each request, a ticket is opened in our systems which we use to track and evaluate the support request. 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

USA — Safeguard: EU Standard Contractual Clauses

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: 2020.06.28


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