Privacy Policy for customers and other stakeholders. Download PDF
Privacy Policy for applicants. Download PDF
Privacy Policy for Online-Meetings. Download PDF
With the following data protection declaration, we would like to inform you about what types of your personal data (hereinafter also referred to as “data”) we process for which purposes and to what extent applies to all processing of personal data carried out by us, both in the context of providing our services and in particular on our websites, in mobile applications and within external online presences, such as our social media profiles (hereinafter collectively referred to as as “online offer”).
The terms used are not gender specific.
As of October 28, 2022
Introduction
Responsible
Contact data protection officer
Overview of processing
Applicable legal basis
Security measures
Transfer of personal data
Data processing in third countries
Deletion of data
Use of cookies
Business Achievements
Vendors used in the course of business and Services
Provision of the online offer and web hosting
Contact and request management
Video conferences, online meetings, webinars and screen sharing
Cloud Services
Web analysis, monitoring and optimization
Presence in social networks (social media)
Plugins and embedded functions and content
Management, organization and support tools
Change and update of the privacy policy
Rights of data subjects
Definitions of Terms
Exaris Solutions GmbH
Erich-Klausener-Str. 92
47802 Krefeld, Germany
Authorized representatives:
Managing Director: Sebastian Stremming
Email address: datenschutz@exaris-solutions.de
Imprint:
The following overview summarizes the types of data processed and the purposes of their processing and refers to the data subjects.
In the following you will find an overview of the legal bases of the DSGVO, on the basis of which we process personal data. Please note that in addition to the provisions of the GDPR, national data protection regulations may apply in your or our country of residence or domicile. Furthermore, should more specific legal bases apply in individual cases, we will inform you of this in the data protection declaration.
In addition to the data protection regulations of the General Data Protection Regulation, national regulations apply on data protection in Germany. This includes in particular the law on the protection against misuse of personal data in data processing (Federal Data Protection Act – BDSG). In particular, the BDSG contains special regulations on the right to information, the right to erasure, the right to object, the processing of special categories of personal data, processing for other purposes and the transmission and automated decision-making in individual cases, including profiling . Furthermore, it regulates data processing for the purposes of the employment relationship (§ 26 BDSG), in particular with regard to the establishment, implementation or termination of employment relationships and the consent of employees. Furthermore, state data protection laws of the individual federal states may apply.
We take the legal requirements, taking into account the state of the art, the implementation costs and the type, scope, circumstances and appropriate technical and organizational measures to ensure a level of protection appropriate to the risk.
The measures include, in particular, securing the confidentiality, integrity and availability of data by controlling physical and electronic access to the data as well as access, input, disclosure, the Ensuring availability and their separation. Furthermore, we have set up procedures that ensure that the rights of data subjects are exercised, that data is deleted and that responses to data being jeopardized. Furthermore, we take the protection of personal data into account when developing or selecting hardware, software and processes in accordance with the principle of data protection, through technology design and through data protection-friendly default settings.
TLS encryption (https): In order to protect your data transmitted via our online service, we use TLS encryption. You can recognize such encrypted connections by the prefix https:// in the address line of your browser.
As part of our processing of personal data, it may happen that the data is sent to other bodies, companies, legally independent organizational units or persons ü transmitted or disclosed to you. The recipients of this data may include, for example, service providers commissioned with IT tasks or providers of services and content that are integrated into a website. In such a case, we observe the legal requirements and, in particular, conclude appropriate contracts or agreements with the recipients of your data that serve to protect your data.
Transfers of data within the organization: We may transfer personal data to other parties within our organization or allow them access to this data. If this transfer takes place for administrative purposes, the transfer of the data is based on our legitimate entrepreneurial and business interests or takes place if it is necessary to fulfill our contractual obligations or if the consent of the person concerned or a legal permit is available.
If we process data in a third country (i.e. outside the European Union (EU), the European Economic Area (EEA)) process or the processing takes place as part of the use of third-party services or the disclosure or transmission of data to other persons, bodies or companies, this is only done in accordance with the legal requirements.
Subject to express consent or contractually or legally required transmission, we only process or leave the data in third countries with a recognized level of data protection, contractual obligation through so-called standard protection clauses of the EU Commission, if certifications or binding internal data protection regulations are in place process (Art. 44 to 49 GDPR, information page of the EU Commission: https://ec.europa.eu/info/law/law-topic/data-protection/international-dimension-data-protection_en).
The data processed by us will be deleted in accordance with legal requirements as soon as your consent to processing is revoked or other permissions are no longer applicable ( e.g. if the purpose of processing this data no longer applies or it is not necessary for the purpose). If the data is not deleted because it is required for other and legally permissible purposes, its processing will be restricted to these purposes. 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 reasons, or its storage to assert, exercise or defend legal claims or to protect the rights of another natural or legal person is required.
As part of our data protection information, we can provide users with further information on the deletion and storage of data that applies specifically to the respective processing.
Cookies are small text files or other memory notes that store information on end devices and read information from the end devices. For example, to save the login status in a user account, the content of a shopping cart in an e-shop, the content accessed or the functions used in an online offer. Cookies can also be used for various purposes, e.g. for the purpose of functionality, security and comfort of online offers as well as the creation of analyzes of visitor flows.
Notes on consent: We use cookies in accordance with legal regulations. Therefore, we obtain prior consent from users, except where not required by law. In particular, consent is not necessary if the storage and reading of the information, including cookies, is absolutely necessary in order to provide the users with a telemedia service (i.e. our online offer) that they have expressly requested . The revocable consent is clearly communicated to the users and contains information on the respective use of cookies.
Notes on legal bases under data protection law: On which legal basis under data protection law we process the personal data of users with the help of cookies depends on whether we ask users for their consent. If the users consent, the legal basis for the processing of your data is the declared consent. Otherwise, the data processed with the help of cookies will be processed on the basis of our legitimate interests (e.g. in the commercial operation of our online offer and improving its usability) or, if this is done in the context of fulfilling our contractual obligations, if the use of cookies is necessary, to fulfill our contractual obligations. We will explain the purposes for which we process cookies in the course of this data protection declaration or as part of our consent and processing processes.
Storage period:With regard to the storage period, a distinction is made between the following types of cookies:
General information on revocation and objection (opt-out): Users can revoke the consent they have given at any time and also object to the processing in accordance with the legal requirements in Art. 21 GDPR. Users can also declare their objection via their browser settings, e.g. by deactivating the use of cookies (which can also limit the functionality of our online services). You can also object to the use of cookies for online marketing purposes via the websites https://optout.aboutads.info and https://www.youronlinechoices.com/.
Further information on processing procedures, procedures and services:
We process data of our contractual and business partners, e.g. customers and interested parties (collectively referred to as “contractual partners”) in the context of contractual and comparable legal relationships and related measures and in the context of communication with the contractual partners (or pre-contractual), e.g. to answer inquiries.
We process this data in order to fulfill our contractual obligations. This includes, in particular, the obligations to provide the agreed services, any updating obligations and remedies for warranty and other service disruptions. In addition, we process the data to protect our rights and for the purpose of the administrative tasks associated with these obligations and the corporate organization. In addition, we process the data on the basis of our legitimate interests in proper and economical management as well as security measures to protect our contractual partners and our business from misuse, endangerment of their data, Secrets, information and rights (e.g. to involve telecommunications, transport and other auxiliary services as well as subcontractors, banks, tax and legal advisors, payment service providers or financial authorities). Within the framework of the applicable law, we only pass on the data of contractual partners to third parties to the extent that this is necessary for the aforementioned purposes or to fulfill legal obligations. The contractual partners will be informed about other forms of processing, e.g. for marketing purposes, within the scope of this data protection declaration.
We inform the contractual partners which data is required for the aforementioned purposes before or as part of the data collection, e.g. in online forms, by means of special markings (e.g. colours) or symbols (e.g. asterisks etc.), or personally with.
We delete the data after statutory warranty and comparable obligations have expired, i.e. after 4 years, unless the data is stored in a customer account, e.g. for as long as it is required by law must be retained for archiving purposes. The statutory retention period for documents relevant to tax law as well as for commercial books, inventories, opening balance sheets, annual financial statements, the work instructions required to understand these documents and other organizational documents and accounting records is ten years. business letters and reproductions of commercial and business letters sent six years. The period begins at the end of the calendar year in which the last entry was made in the book, the inventory, the opening balance sheet, the annual financial statements or the management report were drawn up, the commercial or business letter was received or sent or the accounting document was created, furthermore, the recording has been made or the other documents have been created.
Insofar as we use third-party providers or platforms to provide our services, the terms and conditions and data protection notices of the respective third-party providers or platforms apply in the relationship between the users and the providers.
Further information on processing procedures, procedures and services:
As part of our business, we use additional services, platforms, interfaces or plug-ins from third-party providers (“Services “). Their use is based on our interests in the proper, lawful and economical management of our business operations and our internal organization.
Further information on processing procedures, procedures and services:
We process the data of the users in order to be able to make our online services available to them . For this purpose, we process the IP address of the user, which is necessary to transmit the content and functions of our online services to the browser or the end device of the user.
Further information on processing procedures, procedures and services:
When contacting us (e.g. via the contact form , e-mail, telephone or via social media) as well as in the context of existing user and business relationships, the details of the inquiring persons will be processed to the extent necessary to answer the contact inquiries and any requested measures.
Further information on processing procedures, procedures and services:
We use platforms and applications from other providers ( hereinafter referred to as “conference platforms”) for the purpose of conducting video and audio conferences, webinars and other types of video and audio meetings (hereinafter collectively referred to as “conference”). When selecting the conference platforms and their services, we observe the legal requirements.
Data processed by conference platforms: As part of participation in a conference, the conference platforms process the personal data of the participants listed below. The scope of the processing depends on which data is required in the context of a specific conference (e.g. providing access data or real names) and which optional information is provided by the participants. In addition to processing for the implementation of the conference, the data of the participants can also be processed by the conference platforms for security purposes or service optimization. The processed data includes personal data (first name, last name), contact information (e-mail address, telephone number), access data (access codes or passwords), profile pictures, information on professional position/function, the IP address of the Internet access, information on the participants’ end devices, their operating system, the browser and its technical and language settings, information on the content of communication processes, i.e. inputs in chats as well as audio and video data, as well as the use of others standing functions (e.g. surveys). The contents of the communications are encrypted to the extent technically provided by the conference provider. If the participants are registered as users on the conference platforms, then further data can be processed in accordance with the agreement with the respective conference provider.
Logging and recordings: If text entries, participation results (e.g. from surveys) as well as video or audio recordings are logged, this will be transparently communicated to the participants in advance and – if necessary – they will be asked for their consent .
Participants’ data protection measures: Please note the details of the processing of your data by the conference platforms in their data protection notices and select the best possible security for you within the framework of the conference platform settings. and privacy settings. Please also ensure data and privacy protection in the background of your recording for the duration of a video conference (e.g. by informing roommates, locking doors and using the function as far as technically possible to obscure the background). Links to the conference rooms and access data must not be passed on to unauthorized third parties.
Notes on the legal bases: If, in addition to the conference platforms, we also process the data of the users and ask the users for their consent to the use of the conference platforms or certain functions (e.g. consent to a recording of conferences), the legal basis for the processing is this consent. Furthermore, our processing may be necessary to fulfill our contractual obligations (e.g. in lists of participants, in the case of processing the results of discussions, etc.). In addition, user data is processed on the basis of our legitimate interests in efficient and secure communication with our communication partners.
Further information on processing, procedures and services:
We use cloud services that are accessible via the Internet and run on the servers of their providers. Hard software services (so-called “cloud services”, also referred to as “software as a service”) for the storage and management of content (e.g. document storage and management, exchange of documents, content and information with specific recipients or providers ;publication of content and information).
In this context, personal data can be processed and stored on the servers of the providers, insofar as these are part of communication processes with us or are otherwise processed by us, as set out in this data protection declaration. This data can include, in particular, master data and contact data of the users, data on processes, contracts, other processes and their content. The providers of the cloud services also process usage data and metadata, which they use for security purposes and to optimize the service.
If we use the cloud services to provide forms or other documents and content for other users or publicly accessible websites, the providers may place cookies on the users’ devices for web analysis purposes or, to remember user settings (e.g. in the case of media control), save.
Further information on processing procedures, procedures and services:
Web analysis (also known as “reach measurement”) is used to evaluate the Visitor streams of our online offer and can include behavior, interests or demographic information about the visitors, such as age or gender, as pseudonymous values. With the help of the range analysis, we can, for example, recognize at what time our online offer or its functions or content are used most frequently or invite you to reuse them. We can also understand which areas need optimization.
In addition to web analysis, we can also use test procedures, e.g. to test and optimize different versions of our online offer or its components.
Unless otherwise stated below, profiles, i.e. data summarized for a usage process, can be created for these purposes and information can be stored in a browser or in a terminal device and read from it. The information collected includes, in particular, websites visited and elements used there, as well as technical information such as the browser used, the computer system used and information on usage times. If users have given their consent to us or the providers of the services we use to collect their location data, location data can also be processed.
The IP addresses of the users are also saved. However, we use an IP masking process (i.e. pseudonymization by shortening the IP address) to protect users. In general, no clear user data (e.g. e-mail addresses or names) are stored in the context of web analysis, A/B testing and optimization, but pseudonyms. This means that we and the providers of the software used do not know the actual identity of the users, but only the information stored in their profiles for the purposes of the respective process.
Further information on processing procedures, procedures and services:
We maintain online presences within social networks and process user data in this context , to communicate with the users active there or to offer information about us.
We would like to point out that user data may be processed outside of the European Union. This can result in risks for users, for example because it could make it more difficult to enforce user rights.
Furthermore, user data is usually processed within social networks for market research and advertising purposes. For example, usage profiles can be created on the basis of usage behavior and the resulting interests of users. The usage profiles can in turn be used, for example, to place advertisements inside and outside the networks that presumably correspond to the interests of the users. For these purposes, cookies are usually stored on the users’ computers, in which the usage behavior and the interests of the users are stored. Furthermore, data can also be stored in the usage profiles independently of the devices used by the users (especially if the users are members of the respective platforms and are logged in to them).
For a detailed description of the respective forms of processing and the possibility of objection (opt-out), we refer to the data protection declarations and information provided by the operators of the respective networks.
Also in the case of requests for information and the assertion of data subject rights, we would like to point out that these can most effectively be asserted with the providers. Only the providers have access to the data of the users and can take appropriate measures directly and provide information. If you still need help, you can contact us.
Further information on processing, procedures and services:
We integrate function and content elements into our online offer that are provided by the servers of their respective Providers (hereinafter referred to as “Third-Party Providers”). This can be, for example, graphics, videos or city maps (hereinafter referred to as “Content”).
The integration always requires that the third-party providers of this content process the IP address of the user, since without the IP address they would not be able to send the content to their browser. The IP address is therefore required for the display of this content or functions. We endeavor to only use content whose respective providers only use the IP address to deliver the content. Third-party providers can also use so-called pixel tags (invisible graphics, also known as “web beacons”) for statistical or marketing purposes. The “pixel tags” can be used to evaluate information such as visitor traffic on the pages of this website. The pseudonymous information can also be stored in cookies on the user’s device and contain, among other things, technical information about the browser and the operating system, websites to be referred to, the time of the visit and other information on the use of our online offer as well as such information from others sources are connected.
We add services, platforms and software from other providers (hereinafter referred to as “Third-Party Providers”) for the purposes of organization, management, planning and the provision of our services. When selecting third-party providers and their services, we observe the legal requirements.
In this context, personal data can be processed and stored on the servers of third-party providers. Various data may be affected by this, which we process in accordance with this data protection declaration. This data can include, in particular, master data and contact data of the user, data on processes, contracts, other processes and their content.
If users are referred to the third-party providers or their software or platforms as part of communication, business or other relationships with us, the third-party providers can process usage data and metadata for security purposes, for service optimization or for marketing purposes. We therefore ask you to observe the data protection notices of the respective third-party providers.
Further information on processing procedures, procedures and services:
We ask you to inform yourself regularly about the content of our data protection declaration. We will adapt the data protection declaration as soon as the changes in the data processing we carry out make this necessary. We will inform you as soon as the changes require your participation (e.g. consent) or other individual notification.
If we provide addresses and contact information of companies and organizations in this data protection declaration, please note that the addresses can change over time and ask you to check the information before contacting us.
Rights of the persons concerned
As a person concerned, you have various rights under the GDPR, which result in particular from Articles 15 to 21 GDPR:
Responsible supervisory authority for us:
State Commissioner for Data Protection and Freedom of Information North Rhine-Westphalia
Kavalleriestr. 2-4
40213 Düsseldorf
Phone: 0211/38424-0
Fax: 0211/38424-999
Email: poststelle@ldi.nrw.de
Definitions of terms
This section provides you with an overview of the terms used in this data protection declaration. Many of the terms are taken from the law and defined above all in Art. 4 GDPR. The legal definitions are binding. The following explanations, on the other hand, are intended primarily for understanding. The terms are sorted alphabetically.
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