Privacy Notice

Translations of any materials on our website into languages other than German are intended solely as a convenience to non-German-reading visitors and are not legally binding.

CompuKöln Dokument Management GmbH Privacy Notice

 

Dear visitor,

we appreciate your interest in our web presence. On this page we would like to inform you about our use of your personal data.

‘Personal data’ means any information relating to an identified or identifiable natural person (Article 4(1) GDPR).

I. Who Is the Data Processing Controller and Whom Can You Contact?

Data processing is controlled by

CompuKöln Dokument Management GmbH
Stollwerckstr. 5
51149 Köln
Germany

Tel. +49 2203 20208-0
info@compukoeln.de

 

Our Data Protection Officer is available at:

CompuKöln Dokument Management GmbH
Datenschutzbeauftragter
Stollwerckstr. 5
51149 Köln
Germany

Tel:  +49 2203 20208-531
datenschutz@compukoeln.de

II. General Data Processing Information

1. Scope of Data Processing

Processing of personal data in our company is solely performed to perform requested services and to protect our legitimate business interests.

2. Legal Basis for Data Processing

We process your data on the following legal basis:

  • Article 6(1)(a) GDPR, if you have given your consent,
  • Article 6(1)(b) GDPR, if the data processing is required to conclude or perform a contract,
  • Article 6(1)(c) GDPR, if we are legally obliged,
  • Article 6(1)(f) GDPR, if we hold a legitimate interest in data procession, insofar as our interests outweigh your rights and freedoms.

3. Storage Period / Data Deletion

Generally, we delete or lock personal data as soon as the purpose for which it was stored no longer applies. If we are required by law to retain data, it will not be locked or deleted until the statutory retention period has expired, unless there is a need to continue to store the data in order to conclude or perform a contract. Storage and documentation obligations may arise from the German Civil Code (BGB), the German Commercial Code (HGB), the German Fiscal Code (AO), among others. The retention and documentation periods specified there range from two to a maximum of ten years. Finally, the storage period is also assessed according to the statutory limitation periods, which are, for example, according to §§ 195 ff. of the German Civil Code (BGB) usually three years.

4. Recipients of the Collected Data

The recipients of the data collected via the website are primarily us as the controller. In addition, processors (web hosters, shredders, etc.) may have access to the data collected via our website. In this respect, however, compliance with legal regulations is ensured by order processing contracts that we conclude with our EU-based order processors. There is no transfer of data to third countries when visiting our website.

In addition, your data will only be transferred to third parties within the scope of our services if they absolutely require the transfer of your data and the transfer is permitted by law.

5. Profiling / Automated Decision-Making

We do not perform any profiling or automated decision-making as defined by the GDPR.

6. Obligation to Provide Data

When visiting our website, there is no legal or contractual obligation to provide personal data. However, if you wish to use our services, you are obliged to provide us with your personal data. Without the provision of personal data, we cannot enter into any contractual relationship with you.

III. Data Processing when Visiting our Website | 1. General Information

1.1. Scope of Data Processing

With each access of our website our system automatically collects data and information from the accessing computer.

The following data is collected in this process:

(1) Information about the browser type and version

(2) The user’s operating system

(3) The user’s IP address

(4) Date and time of access

(5) Amount of data transmitted and name of requested file, if applicable

(6) Referring website

(7) Website accessed by the user via our website

The data is also stored in the log files of our system logfiles. A storage of this data together with other personal data of the user does not take place.

1.2. Legal Basis for Data Processing

The legal basis for the temporary storage of data is Article 6(1)(f) GDPR.

1.3. Purpose of Data Processing

The temporary storage of the IP address by the system is necessary to enable delivery of the website to the user's computer. For this purpose, the user's IP address must remain stored for the duration of the session. In addition, we use the data to secure our information technology systems (protection against abuse). An evaluation of the data for marketing purposes does not take place in this context.

These purposes are also our legitimate interest in data processing in accordance with Article 6(1)(f) GDPR. Since the IP address does not readily permit allow to determine your identity and you are at liberty to visit our website, our legitimate interest outweighs your rights and freedoms in this respect.

1.4. Storage Period

The collected data is deleted as soon as it is no longer required to achieve the purpose for which it was collected. In the case of the collection of data for the provision of the website, this is the case when the respective session has ended.

In the case of storage of data in log files, this is the case after two months at the latest. Storage beyond this period can occur. In this case, the IP addresses of the users are deleted or modified in such a way that an assignment of the accessing client is no longer possible.

1.5. Objection / Erasure Options

The collection of data to provide the website to the client is necessary for the operation to the website. Consequently, there is no possibility for the user to object.

III. Data Processing when Visiting our Website | 2. Contact Options (i. a., Email, Contact Form)

2.1. Scope of Data Processing

You can contact us on our website via the provided contact address with phone number, email address, or via a contact form. If you contact us, the transmitted personal data will be stored. The contact data will be used exclusively for processing the conversation or inquiry and will not be disclosed to third parties.

If you use our contact form, we store the data collected via the input mask (mandatory data are name, email address, message content). At the time of sending, no additional data (apart from the data mentioned under 1.1., which is collected when accessing our website) is stored.

2.2. Legal Basis for Data Processing

The legal basis for processing data stored in the course of contacting us is Article 6(1) (f) GDPR. If the contact is aimed towards closing a contract, an additional legal basis for processing is Article 6(1) (b) GDPR.

2.3. Purpose of Data Processing

The processing of the personal data of the contact is performed solely to process the contact and your request. This is also our legitimate interest. Since the contact is initiated by you, you are at liberty to do so and we inform you in advance how we handle the transmitted data, our legitimate interest outweighs your right of privacy in that aspect. The technical data that is stored when using the contact form serves IT security and prevention of abuse of our contact form.

2.4. Storage Period

The data is deleted as soon as it is no longer required to achieve the purpose for which it was collected. This is the case when the respective conversation with the user has ended. The conversation is ended when circumstances indicate that the matter in question has been fully resolved.

2.5. Objection / Erasure Options

The user has the option to object to the storage of his personal data at any time. In such a case, the conversation cannot be continued. The objection can be made by email or by mail. All personal data stored in the course of contacting us will be deleted by us in this case.

Insofar as data is collected within the scope of a contractual relationship, the possibility of objection does not exist, as this is necessary for the performance of the contract; furthermore, statutory retention periods apply.

III. Data Processing when Visiting our Website | 3. Use of Cookies and Third-Party Services

3.1. Essential Cookies

3.1.1. Scope of Data Processing

Our website uses cookies. Cookies are text files that are stored in the Internet browser or by the Internet browser on the user's computer system. When a user accesses a website, a cookie may be stored in the user's operating system. This cookie contains a characteristic string of characters that enables the browser to be uniquely identified when the website is accessed again.

We use cookies to make our website more user-friendly and legally compliant. Some elements of our website require that the accessing browser can be identified even after a site change. This is the case, for example, if you give us your consent to the use of cookies via our cookie banner. We use the cookie "Usercentrics Consent Management Platform" by the German provider Usercentrics GmbH, with whom we have concluded an order processing agreement, to store the cookie configuration selected by you and to comply with legal obligations incumbent on us.

3.1.2. Legal Basis for Data Processing

The legal basis for the processing of personal data using necessary cookies is Article 6(1)(f) GDPR.

3.1.3. Purpose of Data Processing

The purpose of using essential cookies is to simplify the use of websites for users and to comply with legal requirements. Some functions of our website cannot be offered without the use of cookies. For these, it is necessary that the browser is recognized even after a site change. We require cookies for the following applications:

  • Acceptance of preferences from cookie banner.

The user data collected using essential cookies are not used to create user profiles.

3.1.4. Storage Period

The cookie "Usercentrics Consent Management Platform" is stored for 3 years.

3.1.5. Objection / Erasure Options

Cookies are generally stored on the user's computer and transmitted from it to our site. Therefore, you as a user also have full control over the use of cookies. By changing the settings in your Internet browser, you can disable or restrict the transmission of cookies. Cookies that have already been stored can be deleted at any time. This can also be done automatically. In addition, you can use the "Cookie preferences" link at the end of our privacy policy to change your preferences for cookies at any time or revoke any consent you have given. If essential cookies for our website are deactivated, it may no longer be possible to fully use all functions of the website / our service.

3.2. Statistics Cookies / Google Analytics

We use on our website – if you give your consent via our cookie banner – Google Analytics, a web analytics service provided by Google LLC, based in the USA ("Google"). Google Analytics has ISO 27001 certification for information security management systems. We have also concluded an order processing agreement with Google.

The software sets cookies on the user's computer (for cookies, see above).

The following cookies are used:

Name

Purpose

Storage Period

_ga

Distinguishing users

24 months

_gat

Minimize data traffic

1 minute

_gid

Traffic analysis

24 hours

 

3.2.1. Scope of Data Processing

If individual pages of our website are accessed, the following data are stored:

  • Browser type/version
  • Operating system used
  • Referrer URL (the previously visited site/page)
  • Host name of the accessing computer (IP address)
  • Time of the server request

The information generated by the cookie about the use of the website by the user is usually transmitted to a Google server in the USA and stored there. We only use Google Analytics with IP anonymization activated. This means that the IP address of users is shortened by Google within member states of the European Union or in other contracting states of the Agreement on the European Economic Area. Only in exceptional cases will the full IP address be transmitted to a Google server in the USA and shortened there. The IP address transmitted by the user's browser is not merged with other data from Google.

For more information on terms of use and data protection, please visit https://marketingplatform.google.com/about/analytics/terms/us/ and https://policies.google.com/

3.2.2. Legal Basis

The legal basis for the use of Google Analytics is your consent (Article 6(1)(a) GDPR) that you give us via a cookie banner.

3.2.3. Purpose of Data Processing

We use Google Analytics to analyze our website for user-friendliness and to adapt or optimize it to user needs.

3.2.4. Storage Period

We store data collected via Google Analytics for a maximum of 38 months.

3.2.5. Revocation / Erasure Options

Your consent to the use of statistics cookies can be revoked at any time with effect for the future. You can use the link "Cookie preferences" at the end of this privacy notice. Independently of this, the storage of cookies can be prevented by a corresponding setting of the browser software.

3.3. Other functional third-party cookies (YouTube)

To make our website more user-friendly and attractive, we integrate videos into our website, if you give your consent. For this purpose, we use the YouTube embedding function to display and play videos. The company providing the service in the European Economic Area and in Switzerland is Google Ireland Limited, a company incorporated and operated under the laws of Ireland, with its registered office at Gordon House, Barrow Street, Dublin 4, Ireland.

3.3.1. Scope of Data Processing

We use the extended data protection mode, which, according to the provider, only initiates the storage of user information when the video(s) is/are played. If consent is given and playback of embedded Youtube videos is started, the provider "Youtube" uses cookies to collect information about user behavior. According to information from "Youtube", these are used, among other things, to collect video statistics, to improve user-friendliness and to prevent abusive behavior. If you are logged in to Google, your data is directly linked to your account when you click on a video.

You can find more information on data processing at YouTube here: https://www.google.com/policies/privacy/

3.3.2. Legal Basis

The legal basis is Article 6(1)(a) GDPR, your consent that you give us via a cookie banner.

3.3.3. Purpose of Data Processing

We use YouTube to make our website more user-friendly.

3.3.4. Revocation Option

You can revoke your consent to data processing when accessing a video at any time via our cookie banner with effect for the future.

Furthermore, you have the right to object against user profile generation. To exercise this right, you need to address YouTube.

III. Data Processing when Visiting our Website | 4. Miscellaneous (Google Maps, Google Font, TeamViewer)

Insofar as we use further third-party services (Google Maps for map display), these are merely links. If you click on the respective logo of these third-party providers, you will leave our website. In this case, you will find information on data processing on the websites of the respective third-party providers.

We also use the Google Fonts service to embed fonts. However, the integration of fonts via Google Fonts takes place in "offline" mode through local storage on our web servers. In this case, the IP address is not transmitted to Google as the provider of Google Fonts.

To demonstrate our software to you, we use, if you wish, "TeamViewer", a software by the company TeamViewer Germany GmbH from Göppingen, Germany, which allows remote access to a computer. The use requires the download of TeamViewer. If you would like to use TeamViewer, you can find information about the data processing at https://www.teamviewer.com/en/privacy-policy/ über die Datenverarbeitung informieren.

IV. Data Processing in the Context of Contractual Relationships

1. Scope of Data Processing

If you conclude a contract with us for the use of our software / services, which is subject to a fee, we collect the personal data necessary for the performance of the contract (contact data, address data, account data, content data (documents that are processed via our software)).

2. Legal Basis for Data Processing

The legal basis for the processing of personal data of our contractual partners as controller is Article 6(1)(b) GDPR; if there is a legal obligation (e.g. for tax reasons) Article 6(1)(c) GDPR.

3. Purpose of Data Processing

The processing of personal data in the context of a contractual relationship serves exclusively the execution of the contract, the billing of our services and the fulfillment of legal obligations incumbent on us.

4. Storage Period

The data will be deleted as soon as they are no longer required to achieve the purpose for which they were collected. In the case of contractual relationships, this occurs on termination of the contract, unless there are legal retention periods to the contrary.

5. Objection / Erasure Options

Insofar as data is collected in the context of a contractual relationship, the possibility of objection by the customer regarding his data is limited or nonexistent, as the data are necessary for the performance of the contract.

V. Data Processing in the Context of Job Applications

If you send us an application, we will handle your application and your personal data as follows:

1. Scope of Data Processing

We process the data that you have sent us in connection with your application. Your application data will be viewed by the HR department after receipt of your application. Suitable applications are then forwarded internally to the department managers for the respective open position. In principle, only those persons in the company have access to your data who require it for the proper conduct of our application process.

2. Legal Basis for Data Processing

The legal basis is § 26 BDSG. It allows processing of data that is necessary for hiring decisions.

Should the data be required for legal purposes after the conclusion of the application process, data processing on the basis of Article 6 GDPR may be performed, especially to pursue legitimate interests according to Article 6(1)(f) GDPR. Our interest then consists of asserting or defending claims.

3. Purpose of Data Processing

The purpose of the data processing is to check your suitability for a vacant position (or, if applicable, other vacant positions in our company and to carry out the application procedure). If legal claims are asserted following an application procedure, the purpose is to assert or defend against claims.

4. Storage Period

Data of applicants will be deleted after 6 months in case of rejection.

If you have agreed to further storage of your personal data, we will transfer your data to our applicant pool. There, the data will be deleted after two years.

If you entered a position during the application process, the data from the applicant data system will be transferred to our HR information system.

VI. Your Rights

When your personal data is processed, you are a data subject as defined in the GDPR and as such have, in summary, the following rights:

  • Right to information about the data stored about you, including any recipients and the planned storage period, Article 15 GDPR
  • Right to rectification, if your personal data being processed is inaccurate, Article 16 GDPR

If the appropriate legal requirements are fulfilled, you have the following additional rights:

  • Right to erasure, Article 17 GDPR
  • Right to restriction of processing, Article 18 GDPR
  • Right to notification, Article 19 GDPR
  • Right to data portability, Article 20 GDPR
  • Right to object, Article 21 GDPR
  • Right to withdraw consent, Article 7(3) GDPR

If you believe that the processing of your personal data violates data protection law, you have the right to lodge a complaint with a data protection supervisory authority of your choice pursuant to Article 77(1) GDPR.

Right to Object

You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out on the basis of Article 6 (1) (e) or Article 6 (1) (f); this also applies to profiling based on these provisions.

We will no longer process the personal data concerning you unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or for the establishment, exercise or defense of legal claims.

VII. IT Security

To protect the security of your data during transmission, we use the so-called TLS encryption method (128-bit key, TLS 1.2 and TLS 1.3), which you can recognize by the small lock symbol in the address line of the URL of our website. In addition, we secure our IT systems with firewalls and virus protection.

VIII. Subject to Change

We reserve the right to adapt this privacy notice to ensure that it complies with current legal requirements. If you visit our website again, the updated and published privacy notice will apply.

Last updated: 29.03.2021

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