Information pursuant to Art. 13 GDPR
Please note: This English version of our Privacy Policy is provided for your convenience only. In the event of any discrepancy between this translation and the German original, only the German version is legally binding. Read the German version.
The following notes provide a simple overview of what happens to your personal data when you visit this website. Personal data means any data by which you can be personally identified. Detailed information on data protection can be found in the privacy policy set out below this text.
Who is responsible for data collection on this website?
Data processing on this website is carried out by the website operator. You will find their contact details in the section „Information on the controller“ in this privacy policy.
How do we collect your data?
Your data is collected in part because you provide it to us. This may be data you enter into a contact form, for example.
Other data is collected automatically or with your consent by our IT systems when you visit the website. This is primarily technical data (e.g. internet browser, operating system or time the page was accessed). This data is collected automatically as soon as you enter this website.
What do we use your data for?
Some of the data is collected to ensure the website is provided without errors. Other data may be used to analyse your user behaviour.
What rights do you have regarding your data?
You have the right at any time to obtain information free of charge about the origin, recipients and purpose of your stored personal data. You also have the right to request the correction or deletion of this data. If you have given consent to data processing, you may withdraw that consent at any time with future effect. You also have the right, under certain circumstances, to request the restriction of the processing of your personal data. Furthermore, you have a right to lodge a complaint with the competent supervisory authority.
You can contact us at any time regarding this and any other questions on the subject of data protection.
This website is hosted by an external service provider (host). The personal data collected on this website is stored on the host’s servers. This may include IP addresses, contact requests, meta and communication data, contract data, contact details, names, website accesses and other data generated via a website.
The host is used for the purpose of fulfilling contracts with our potential and existing customers (Art. 6 (1) (b) GDPR) and in the interest of the secure, fast and efficient provision of our online offering by a professional provider (Art. 6 (1) (f) GDPR).
Our host will process your data only to the extent necessary to fulfil its performance obligations and will follow our instructions with regard to this data.
We use the following host:
netcup GmbH
Daimlerstrasse 25
76185 Karlsruhe
We have concluded a data processing agreement (DPA) with the provider named above. This is a contract required by data protection law which ensures that the provider processes the personal data of our website visitors only in accordance with our instructions and in compliance with the GDPR.
The operators of these pages take the protection of your personal data very seriously. We treat your personal data confidentially and in accordance with the statutory data protection provisions and this privacy policy.
When you use this website, various items of personal data are collected. Personal data means data by which you can be personally identified. This privacy policy explains what data we collect and what we use it for. It also explains how and for what purpose this happens.
We point out that data transmission over the internet (e.g. when communicating by e-mail) can have security gaps. Complete protection of data against access by third parties is not possible.
The controller for data processing on this website is:
Sebastian Herrmann
Klingenstrasse 26
74235 Erlenbach
Phone: +49 (0) 7131 2068040
E-Mail: info@proxytec.de
The controller is the natural or legal person who alone or jointly with others determines the purposes and means of the processing of personal data (e.g. names, e-mail addresses or similar).
Unless a more specific storage period is stated within this privacy policy, your personal data will remain with us until the purpose for the data processing no longer applies. If you assert a justified request for deletion or withdraw consent to data processing, your data will be deleted unless we have other legally permissible grounds for storing your personal data (e.g. retention periods under tax or commercial law); in the latter case deletion takes place once those grounds cease to apply.
Many data processing operations are only possible with your express consent. You may withdraw consent already given at any time. The lawfulness of the data processing carried out up to the point of withdrawal remains unaffected.
WHERE DATA PROCESSING IS CARRIED OUT ON THE BASIS OF ART. 6 (1) (E) OR (F) GDPR, YOU HAVE THE RIGHT AT ANY TIME TO OBJECT TO THE PROCESSING OF YOUR PERSONAL DATA ON GROUNDS RELATING TO YOUR PARTICULAR SITUATION; THIS ALSO APPLIES TO PROFILING BASED ON THESE PROVISIONS. THE RESPECTIVE LEGAL BASIS ON WHICH PROCESSING IS BASED CAN BE FOUND IN THIS PRIVACY POLICY. IF YOU OBJECT, WE WILL NO LONGER PROCESS THE PERSONAL DATA CONCERNED UNLESS WE CAN DEMONSTRATE COMPELLING LEGITIMATE GROUNDS FOR THE PROCESSING WHICH OVERRIDE YOUR INTERESTS, RIGHTS AND FREEDOMS, OR THE PROCESSING SERVES TO ASSERT, EXERCISE OR DEFEND LEGAL CLAIMS (OBJECTION UNDER ART. 21 (1) GDPR).
IF YOUR PERSONAL DATA IS PROCESSED FOR THE PURPOSE OF DIRECT MARKETING, YOU HAVE THE RIGHT TO OBJECT AT ANY TIME TO THE PROCESSING OF PERSONAL DATA CONCERNING YOU FOR THE PURPOSE OF SUCH MARKETING; THIS ALSO APPLIES TO PROFILING IN SO FAR AS IT IS CONNECTED WITH SUCH DIRECT MARKETING. IF YOU OBJECT, YOUR PERSONAL DATA WILL SUBSEQUENTLY NO LONGER BE USED FOR THE PURPOSE OF DIRECT MARKETING (OBJECTION UNDER ART. 21 (2) GDPR).
In the event of infringements of the GDPR, data subjects have the right to lodge a complaint with a supervisory authority, in particular in the Member State of their habitual residence, place of work or the place of the alleged infringement. This right of complaint is without prejudice to any other administrative or judicial remedy.
You have the right to have data that we process automatically on the basis of your consent or in performance of a contract handed over to you or to a third party in a common, machine-readable format. If you request the direct transfer of the data to another controller, this will only take place where it is technically feasible.
For security reasons and to protect the transmission of confidential content such as orders or enquiries you send to us as the site operator, this site uses SSL or TLS encryption. You can recognise an encrypted connection by the fact that the browser address bar changes from „http://“ to „https://“ and by the lock symbol in your browser bar.
When SSL or TLS encryption is active, the data you transmit to us cannot be read by third parties.
Within the framework of the applicable statutory provisions, you have the right at any time to free information about your stored personal data, its origin and recipients and the purpose of the data processing, and where applicable a right to have this data corrected or deleted. You can contact us at any time regarding this and any further questions on the subject of personal data.
You have the right to request the restriction of the processing of your personal data. You can contact us at any time to do so. The right to restriction of processing exists in the following cases:
If you have restricted the processing of your personal data, this data may – apart from being stored – only be processed with your consent or to assert, exercise or defend legal claims, or to protect the rights of another natural or legal person, or for reasons of important public interest of the European Union or a Member State.
We hereby object to the use of contact details published under the obligation to provide a legal notice for the purpose of sending advertising and information material that has not been expressly requested. The site operators expressly reserve the right to take legal action in the event of the unsolicited sending of advertising information, for example by spam e-mail.
Our internet pages use so-called „cookies“. Cookies are small text files and do no harm to your device. They are stored on your device either temporarily for the duration of a session (session cookies) or permanently (persistent cookies). Session cookies are deleted automatically at the end of your visit. Persistent cookies remain stored on your device until you delete them yourself or your web browser deletes them automatically.
In some cases cookies from third-party companies may also be stored on your device when you enter our site (third-party cookies). These enable us or you to use certain services of the third-party company (e.g. cookies for processing payment services).
Cookies have various functions. Many cookies are technically necessary because certain website functions would not work without them (e.g. the shopping basket function or the display of videos). Other cookies serve to evaluate user behaviour or to display advertising.
Cookies required to carry out the electronic communication process (necessary cookies), to provide certain functions you have requested (functional cookies, e.g. for the shopping basket function), or to optimise the website (e.g. cookies for measuring the web audience) are stored on the basis of Art. 6 (1) (f) GDPR unless another legal basis is stated. The website operator has a legitimate interest in storing cookies for the technically error-free and optimised provision of its services. Where consent to the storage of cookies has been requested, the cookies concerned are stored exclusively on the basis of that consent (Art. 6 (1) (a) GDPR); consent may be withdrawn at any time.
You can set your browser so that you are informed about the setting of cookies and only allow cookies in individual cases, exclude the acceptance of cookies for certain cases or in general, and activate the automatic deletion of cookies when the browser is closed. If cookies are deactivated, the functionality of this website may be limited.
Where cookies are used by third-party companies or for analytics purposes, we will inform you separately within this privacy policy and, where applicable, request your consent.
The provider of these pages automatically collects and stores information in so-called server log files, which your browser transmits to us automatically. These are:
This data is not merged with other data sources.
This data is collected on the basis of Art. 6 (1) (f) GDPR. The website operator has a legitimate interest in the technically error-free presentation and optimisation of its website – for which the server log files must be recorded.
If you send us enquiries via the contact form or chat, your details from the enquiry form, including the contact data you provide there, will be stored by us for the purpose of processing the enquiry and in case of follow-up questions. We do not pass this data on without your consent.
This data is processed on the basis of Art. 6 (1) (b) GDPR where your enquiry relates to the performance of a contract or is necessary for pre-contractual measures. In all other cases the processing is based on our legitimate interest in the effective handling of enquiries addressed to us (Art. 6 (1) (f) GDPR) or on your consent (Art. 6 (1) (a) GDPR) where this has been requested.
The data you enter in the contact form remains with us until you ask us to delete it, withdraw your consent to its storage, or the purpose for storing the data no longer applies (e.g. after your enquiry has been dealt with). Mandatory statutory provisions – in particular retention periods – remain unaffected.
If you contact us by e-mail, telephone or fax, your enquiry including all personal data arising from it (name, enquiry) will be stored and processed by us for the purpose of handling your request. We do not pass this data on without your consent.
This data is processed on the basis of Art. 6 (1) (b) GDPR where your enquiry relates to the performance of a contract or is necessary for pre-contractual measures. In all other cases the processing is based on our legitimate interest in the effective handling of enquiries addressed to us (Art. 6 (1) (f) GDPR) or on your consent (Art. 6 (1) (a) GDPR) where this has been requested.
The data you send us via contact enquiries remains with us until you ask us to delete it, withdraw your consent to its storage, or the purpose for storing the data no longer applies (e.g. after your request has been dealt with). Mandatory statutory provisions – in particular statutory retention periods – remain unaffected.
This website uses functions of the web analytics service Google Analytics. The provider is Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland.
Google Analytics enables the website operator to analyse the behaviour of website visitors. In doing so the website operator receives various usage data such as page views, time spent on the site, operating systems used and the origin of the user. This data is combined into a user ID and assigned to the respective device of the website visitor.
We use Google Analytics with IP anonymisation activated. As a result, your IP address is truncated by Google within Member States of the European Union or in other states party to the Agreement on the European Economic Area before being transmitted to the USA. Only in exceptional cases is the full IP address transmitted to a Google server in the USA and truncated there.
You can prevent the collection of your data by Google Analytics by clicking the following link. An opt-out cookie will be set that prevents the collection of your data on future visits to this website: Google Analytics deaktivieren.
More information on how Google Analytics handles user data can be found in Google’s privacy policy: https://support.google.com/analytics/answer/6004245.
We use the live chat and telephony service 3CX on this website. When a chat or telephone connection is established, connection data (IP address, timestamp, chat content) is processed and where applicable stored between your browser and our 3CX system.
Provider: 3CX Ltd., 3CX House, Chrysanthou Mylona 4, Limassol, Cyprus. Use of the live chat is voluntary. The legal basis is Art. 6 (1) (f) GDPR (legitimate interest in efficient customer communication) or your consent (Art. 6 (1) (a) GDPR).
We collect, process and use personal data only to the extent necessary for the establishment, content design or amendment of the legal relationship (inventory data). This is done on the basis of Art. 6 (1) (b) GDPR, which permits the processing of data for the performance of a contract or pre-contractual measures. We collect, process and use personal data about the use of this website (usage data) only to the extent necessary to enable the user to use the service or to bill for it.
The customer data collected is deleted once the order has been completed or the business relationship has ended. Statutory retention periods remain unaffected.
Among other things, we use online conferencing tools to communicate with our customers. The individual tools we use are listed below. If you communicate with us by video or audio conference over the internet, your personal data will be collected and processed by us and by the provider of the respective conferencing tool.
The conferencing tools collect all data that you provide or use in order to use the tools (e-mail address and/or your telephone number). The conferencing tools also process the duration of the conference, the start and end (time) of participation in the conference, the number of participants and other „contextual information“ relating to the communication process (metadata).
In addition, the provider of the tool processes all technical data required to handle the online communication. This includes in particular IP addresses, MAC addresses, device IDs, device type, operating system type and version, client version, camera type, microphone or speakers and the type of connection.
Where content is exchanged, uploaded or otherwise made available within the tool, this is also stored on the servers of the tool providers. Such content includes in particular cloud recordings, chat and instant messages, voicemails, uploaded photos and videos, files, whiteboards and other information shared while using the service.
Please note that we do not have full influence over the data processing operations of the tools used. Our options are largely determined by the corporate policy of the respective provider.
The conferencing tools are used to communicate with prospective or existing contractual partners or to offer certain services to our customers (Art. 6 (1) (b) GDPR). The use of the tools also serves to simplify and speed up communication with us and our company in general (legitimate interest within the meaning of Art. 6 (1) (f) GDPR). Where consent has been requested, the tools concerned are used on the basis of that consent; consent may be withdrawn at any time with future effect.
The data collected directly by us via the video and conferencing tools is deleted from our systems as soon as you ask us to delete it, withdraw your consent to its storage, or the purpose for storing the data no longer applies. Stored cookies remain on your device until you delete them. Mandatory statutory retention periods remain unaffected.
We have no influence over the storage period of your data that is stored by the operators of the conferencing tools for their own purposes. For details, please contact the operators of the conferencing tools directly.
We use Microsoft Teams. The provider is Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399, USA. Details of the data processing can be found in the Microsoft Teams privacy policy: https://privacy.microsoft.com/de-de/privacystatement.
We have concluded a data processing agreement (DPA) with the provider named above. This is a contract required by data protection law which ensures that the provider processes the personal data of our website visitors only in accordance with our instructions and in compliance with the GDPR.
To improve our availability and to handle incoming calls efficiently, we use an automated AI telephone assistant (voice AI / voice bot). It conducts conversations independently, asks for the necessary information and forwards requests to our staff where appropriate.
Information pursuant to Art. 13 GDPR – collection of personal data directly from you:
Controller
Sebastian Herrmann
Klingenstrasse 26
74235 Erlenbach
E-Mail: datenschutz@proxytec.de
Phone: +49 7131 2068040
No automated individual decision-making with legal effect or significant impact takes place (Art. 22 GDPR).
The data is stored only for as long as necessary to deal with your request – as a rule for a maximum of 30 to 90 days. Transcripts and recordings (if activated) are deleted automatically after two weeks at the latest.
You have the right to information, correction, deletion, restriction, objection and data portability (Art. 15–21 GDPR). Please contact: datenschutz@proxytec.de. Right of complaint: with the competent supervisory authority (State Commissioner for Data Protection of Baden-Württemberg).
As the caller, you decide yourself at all times and on your own responsibility what personal data you provide to our AI telephone assistant.
The AI assistant only asks for the information necessary to deal with your request (e.g. name, request, preferred appointment). However, you are not obliged to answer all or any of the questions.
You have the right at any time:
In that case we may be unable to deal with your request, or able to deal with it only to a limited extent. As an alternative, our other contact options are available to you (e-mail, contact form, personal call during business hours).
By actively continuing the conversation (e.g. answering questions) you agree to the collection and processing of the data you provide – as described in this section and in the telephone notice.
We offer you the opportunity to apply to us (e.g. by e-mail, by post or via an online application form). Below we inform you about the scope, purpose and use of the personal data collected from you in the course of the application process. We assure you that the collection, processing and use of your data takes place in accordance with applicable data protection law and all other statutory provisions, and that your data is treated in strict confidence.
If you send us an application, we process the personal data associated with it (e.g. contact and communication data, application documents, notes taken during interviews, etc.) to the extent necessary to decide on the establishment of an employment relationship. The legal basis for this is § 26 BDSG under German law (initiation of an employment relationship), Art. 6 (1) (b) GDPR (general contract initiation) and – where you have given consent – Art. 6 (1) (a) GDPR. Consent may be withdrawn at any time. Within our company your personal data is passed on only to those people involved in processing your application.
If the application is successful, the data you submit will be stored in our data processing systems on the basis of § 26 BDSG and Art. 6 (1) (b) GDPR for the purpose of carrying out the employment relationship.
If we are unable to make you a job offer, you decline a job offer or you withdraw your application, we reserve the right to retain the data you have transmitted on the basis of our legitimate interests (Art. 6 (1) (f) GDPR) for up to 6 months from the end of the application procedure (rejection or withdrawal of the application). The data is then deleted and physical application documents are destroyed. Retention serves in particular as evidence in the event of a legal dispute. If it is apparent that the data will be required after the 6-month period has expired (e.g. because of imminent or pending litigation), deletion takes place only once the purpose for further retention no longer applies.
Longer retention may also take place if you have given corresponding consent (Art. 6 (1) (a) GDPR) or if statutory retention obligations preclude deletion.
„Password Vault“ is software that our customers install and operate themselves on their own infrastructure (their own server or a virtual server). For all personal data processed in such an installation – for example names and e-mail addresses of the customer’s employees and their end customers, as well as log data – the respective operator (our customer) is the sole controller within the meaning of Art. 4 no. 7 GDPR. In this respect PROXYTEC is neither controller nor processor.
PROXYTEC has no access to the data in customer installations. The software does not transmit any usage or telemetry data to us, and no licence or inventory data is reported back to PROXYTEC. The encryption key remains exclusively with the customer.
For the pure purchase of the software, no data processing agreement is required, as we have no access whatsoever to the data processed in the installation. The position is different only for the additional services we optionally offer: if, at the customer’s express request, we access an installation in the course of installation, set-up, support or remote maintenance and may thereby become aware of personal data, PROXYTEC acts in that respect as a processor within the meaning of Art. 28 GDPR. This requires the prior conclusion of a data processing agreement (DPA). We provide a DPA template on request – please contact info@proxytec.de.
The trial version and the PDF guides can be downloaded from our product page without registration and without providing personal data. No names, e-mail addresses or payment details are collected. When the files are retrieved, only the general server log files described in § 4 of this policy are recorded (legal basis: Art. 6 (1) (f) GDPR – legitimate interest in technically error-free provision).
If you order a licence, we process the data required to handle the contract: company name, name of the contact person, e-mail address, postal address and invoicing and payment details. The purpose is the performance of the licence agreement, including creating and sending the licence key and issuing the invoice. The legal basis is Art. 6 (1) (b) GDPR (performance of a contract) and – for the retention of invoice documents – Art. 6 (1) (c) GDPR in conjunction with the retention obligations under commercial and tax law.
Besides our hosting provider (see § 2), the recipients of this data are our tax adviser and – where required by law – the tax authorities. We retain accounting-relevant documents in accordance with the statutory periods of §§ 147 AO, 257 HGB (as a rule six or ten years respectively). Data beyond this is deleted as soon as it is no longer required for the purpose of the contract and no statutory retention obligations preclude deletion.
If an online shop with an external payment service provider is used in future, we will supplement this policy with the service providers then used and the processing of payment data.