We at actimondo eG are very pleased about your interest in our company. Data protection is of particularly high importance to the management of actimondo eG. The use of our websites is generally possible without providing any personal data. However, if you wish to make use of special services offered by our company via our website, it may become necessary to process your personal data. If the processing of personal data is necessary and there is no legal basis for such processing, we—as the controller responsible for processing your personal data as a user of our services within the meaning of the General Data Protection Regulation (GDPR)—will generally obtain your consent.

The processing of your personal data, such as your name, address, email address or telephone number, is always carried out in accordance with the GDPR and in compliance with the country-specific data protection regulations applicable to actimondo eG. With this privacy policy, our company aims to inform you about the nature, scope and purpose of the personal data we collect, use and process. Furthermore, this privacy policy also explains the rights to which you are entitled.

actimondo eG, as the controller responsible for processing, has implemented numerous technical and organizational measures to ensure the most complete protection possible of personal data processed via our websites and services. Nevertheless, internet-based data transmissions may generally have security vulnerabilities, meaning that absolute protection cannot be guaranteed. For this reason, you are free to transmit personal data to us via alternative means, such as by telephone.

1. Reasons for data processing in our company

actimondo eG processes and stores personal data for several reasons. These include contract execution for managing and fulfilling agreements with customers or suppliers; customer relationship management for responding to inquiries, delivering our services, and conducting marketing activities; as well as human resources management for payroll, performance evaluations, and compliance with legal requirements. Additionally, personal data is used for accounting purposes such as invoicing, payment processing, and tax declarations. Furthermore, the data serves to meet legal obligations, protect systems, detect fraudulent activities, and support research and development for the creation of new products and market research.

As a general rule, we apply the principle of data minimization. Only the data that is truly relevant or necessary for our operations is collected, stored, and processed—either to fulfill our legal or contractual obligations or if explicitly provided or made available by you. We handle the data you submit responsibly and confidentially. Our employees are trained in handling personal data and are bound by confidentiality obligations during their employment with us. A respectful approach to your data, the protection of your personal rights, and the safeguarding of your right to informational self-determination in the use of your personal data are therefore especially important to us.

The collection, processing, and use of your personal data are carried out in accordance with the relevant legal provisions, in particular the European data protection directives and their implementation in national laws.

2. Scope of this Privacy Policy

Our privacy policy applies to all personal data that we process in the course of our business activities, as well as to the personal data processed by companies we have commissioned (data processors). We define personal data as information within the meaning of Art. 4 No. 1 of the GDPR, such as names, email addresses, and postal addresses. Processing this data enables us to offer and bill for our services and products, regardless of whether this takes place online or offline. The scope of this privacy policy extends to all of our online presences (such as websites and online shops), our activities on social media platforms, as well as email communications and mobile applications for smartphones and other devices.

Note: Not all of our websites process personal data within the meaning of the GDPR; some serve purely as informational pages for visitors. These pages do not use cookies, analytics tools, or social plugins. You can recognize them, among other things, by the absence of a cookie banner. Our website www.actimondo.com is one such page.v

3. Definitions of Terms

The privacy policy of actimondo eG is based on the terminology used by the European legislator when adopting the General Data Protection Regulation (GDPR). Our privacy policy is intended to be easily readable and understandable for the general public as well as for our customers and business partners. To ensure this, we would like to explain the terminology used in advance.

In this privacy policy, we use, among others, the following terms:

• a)    Personal data

  Personal data means all information relating to an identified or identifiable natural person (hereinafter referred to as the “data subject”). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more specific characteristics that express the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.

• b)    Data subject

  A data subject is any identified or identifiable natural person whose personal data is processed by the controller responsible for the processing.

• c)    Processing

  Processing means any operation or set of operations which is performed on personal data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

• d)    Restriction of processing

  Restriction of processing is the marking of stored personal data with the aim of limiting its processing in the future.

• e)    Profiling

  Profiling is any form of automated processing of personal data consisting of the use of such personal data to evaluate certain personal aspects relating to a natural person, in particular to analyze or predict aspects concerning that natural person’s work performance, economic situation, health, personal preferences, interests, reliability, behavior, location, or movements.

• f)    Pseudonymization

  Pseudonymization is the processing of personal data in such a way that the personal data can no longer be attributed to a specific data subject without the use of additional information, provided that such additional information is kept separately and is subject to technical and organizational measures to ensure that the personal data are not attributed to an identified or identifiable natural person.

• g)    Controller or controller responsible for the processing

  The controller or controller responsible for the processing is the natural or legal person, public authority, agency, or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data. Where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law.

• h)    Processor

  A processor is a natural or legal person, public authority, agency, or other body that processes personal data on behalf of the controller.

• i)    Recipient

  A recipient is a natural or legal person, public authority, agency, or another body to whom personal data is disclosed, whether or not it is a third party. However, public authorities which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients.

• j)    Third party

  A third party is a natural or legal person, public authority, agency, or other body other than the data subject, the controller, the processor, and persons who, under the direct authority of the controller or processor, are authorized to process the personal data.

• k)    Consent

  Consent is any freely given, specific, informed, and unambiguous indication of the data subject’s wishes by which, by means of a statement or other clear affirmative action, the data subject signifies agreement to the processing of personal data relating to them.

4. Name and address of the controller responsible for processing

Controller within the meaning of the General Data Protection Regulation, other data protection laws applicable in the Member States of the European Union, and other provisions of a data protection nature is:

actimondo eG
In den Benden 13
52459 Inden, Germany
Phone: +49 (0)2465 300 1615
Email: compliance@actimodo.com
Website: www.actimondo.com

5. Name and address of the data protection officer

The Data Protection Officer of the controller is:

Dr. John Kettler | actimondo eG
Email: compliance@actimondo.com | Subject: Data Protection

Any data subject may contact our data protection officer at any time with questions, suggestions, or complaints regarding data protection at actimondo eG. The data protection officer will review the matter and inform the data subject of the outcome of the review. In addition, every data subject is free to contact the competent supervisory authority directly.

6. Collection of general data and information

Our websites collect a range of general data and information each time a visitor or an automated system accesses the website. This general data and information is stored in the server’s log files. The following may be collected: (1) the browser types and versions used, (2) the operating system used by the accessing system, (3) the website from which an accessing system reaches our website (so-called referrer), (4) the subpages that are accessed via an accessing system on our website, (5) the date and time of access to the website, (6) an Internet Protocol address (IP address), (7) the Internet service provider of the accessing system, and (8) other similar data and information that serve the purpose of security in the event of attacks on our information technology systems.

When using this general data and information, the controller does not draw any conclusions about the data subject. Instead, this information is needed to (1) deliver the content of our website correctly, (2) optimize the content of our website as well as the advertising for it, (3) ensure the long-term functionality of our information technology systems and website technology, and (4) provide law enforcement authorities with the information necessary for prosecution in the event of a cyberattack. These anonymously collected data and information are analyzed statistically and also with the aim of increasing data protection and data security in our company, ultimately to ensure an optimal level of protection for the personal data we process. The anonymous data in the server log files are stored separately from all personal data provided by a data subject.

7. Legal basis for the processing of personal data

Personal data, in contrast to general data and information, allow conclusions to be drawn about the data subject. Therefore, they require special protection—particularly, the data subject must consent to the collection of their personal data before such data is collected.

If the data subject has given consent to the data processing, we process personal data on the basis of Art. 6(1)(a) GDPR or, in the case of processing special categories of data under Art. 9(1) GDPR, on the basis of Art. 9(2)(a) GDPR. If the data subject has expressly consented to the transfer of personal data to third countries, the processing also takes place on the basis of Art. 49(1)(a) GDPR. If the data subject has consented to the storage of cookies or access to information in their terminal device (e.g. via device fingerprinting), the data processing is additionally based on § 25(1) of the TDDDG. If the processing of personal data is necessary for the performance of a contract to which the data subject is party—as is the case, for example, with processing operations required for the delivery of goods or the provision of another service or consideration—the processing is based on Art. 6(1)(b) GDPR. The same applies to such processing operations that are necessary to carry out pre-contractual measures, such as in cases of inquiries about our products or services. If our company is subject to a legal obligation that requires the processing of personal data—such as to fulfill tax obligations—the processing is based on Art. 6(1)(c) GDPR. In rare cases, the processing of personal data may be necessary to protect the vital interests of the data subject or another natural person. This would be the case, for example, if a visitor were injured on our premises and their name, age, health insurance details, or other vital information had to be passed on to a doctor, hospital, or other third party. In such a case, the processing would be based on Art. 6(1)(d) GDPR.

Ultimately, processing operations may be based on Art. 6(1)(f) GDPR. This legal basis applies to processing operations that are not covered by any of the aforementioned legal grounds, if the processing is necessary for the purposes of the legitimate interests pursued by our company or by a third party, provided that such interests are not overridden by the interests or fundamental rights and freedoms of the data subject. Such processing operations are particularly permitted because they have been specifically mentioned by the European legislator. In this context, the legislator considered that a legitimate interest may be assumed if the data subject is a customer of the controller (Recital 47, Sentence 2 of the GDPR).

If the processing of personal data is based on Article 6(1)(f) GDPR, our legitimate interest is the conduct of our business activities for the benefit and well-being of all our employees and shareholders.

8. Storage duration, routine deletion and blocking of personal data

The criterion for the duration of the storage of personal data is the respective statutory retention period. After the period has expired, the corresponding data is routinely deleted, provided that it is no longer required for the fulfillment of the contract or the initiation of a contract.

The controller processes and stores personal data of the data subject only for the period necessary to achieve the purpose of storage or as provided for by the European legislator or another legislator in laws or regulations to which the controller is subject.

If the purpose of storage no longer applies, or if a storage period prescribed by the European legislator or another applicable legislator expires, the personal data will be routinely blocked or deleted in accordance with legal requirements.

9. Rights of the Data Subject

As a data subject, you have rights concerning your personal data. In particular, under Article 21 of the GDPR, you have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you.

• a)    Right to confirmation

  Every data subject has the right, granted by the European legislator, to obtain confirmation from the controller as to whether personal data concerning them is being processed. If a data subject wishes to exercise this right of confirmation, they may contact a staff member of the controller at any time.

• b)    Right of Access

  Every person affected by the processing of personal data has the right, granted by the European legislator, to obtain from the controller, at any time and free of charge, information about the personal data stored concerning them, and to receive a copy of this information. Furthermore, the European legislator has granted the data subject access to the following details:

  • the purposes of the processing
  • the categories of personal data being processed
  • the recipients or categories of recipients to whom the personal data have been or will be disclosed, in particular recipients in third countries or international organizations
  • where possible, the envisaged duration for which the personal data will be stored, or, if not possible, the criteria used to determine that duration
  • the existence of the right to request from the controller rectification or erasure of personal data, or restriction of processing of personal data concerning the data subject, or to object to such processing
  • the existence of the right to lodge a complaint with a supervisory authority
  • where the personal data are not collected from the data subject: any available information as to their source
  • the existence of automated decision-making, including profiling, referred to in Article 22(1) and (4) DS-GVO and—at least in those cases—meaningful information about the logic involved, as well as the significance and envisaged consequences of such processing for the data subject.

  Furthermore, the data subject has the right to be informed as to whether personal data have been transferred to a third country or to an international organization. If this is the case, the data subject also has the right to be informed about the appropriate safeguards relating to the transfer.

  If a data subject wishes to exercise this right of access, they may contact a staff member of the controller at any time.

• c)    Right to Rectification

  Every data subject affected by the processing of personal data has the right, granted by the European legislator, to request the immediate rectification of inaccurate personal data concerning them. Furthermore, the data subject has the right, considering the purposes of the processing, to request the completion of incomplete personal data — including by means of a supplementary statement.

  If a data subject wishes to exercise this right to rectification, they may contact a member of the controller’s staff at any time.

• d)    Right to erasure (right to be forgotten)

  Every data subject affected by the processing of personal data has the right, granted by the European legislator, to demand from the controller the immediate erasure of personal data concerning them, provided that one of the following reasons applies and insofar as the processing is not necessary:

  • The personal data were collected or otherwise processed for purposes for which they are no longer necessary.
  • The data subject withdraws their consent on which the processing was based pursuant to Art. 6(1)(a) GDPR or Art. 9(2)(a) GDPR, and there is no other legal basis for the processing.
  • The data subject objects to the processing pursuant to Art. 21(1) GDPR and there are no overriding legitimate grounds for the processing, or the data subject objects to the processing pursuant to Art. 21(2) GDPR.
  • The personal data have been unlawfully processed.
  • The erasure of the personal data is required to fulfill a legal obligation under Union or Member State law to which the controller is subject.
  • The personal data have been collected in relation to services offered by the information society according to Art. 8(1) GDPR.

  If one of the aforementioned reasons applies and a data subject wishes to request the deletion of personal data stored by the controller, they may contact an employee of the controller at any time. The employee will ensure that the deletion request is fulfilled without undue delay.

  If the personal data has been made public by the controller and the controller is obliged to erase the personal data pursuant to Article 17(1) of the GDPR, the controller, taking into account the available technology and the cost of implementation, shall take reasonable measures, including technical measures, to inform other data controllers processing the published personal data that the data subject has requested the erasure by such controllers of any links to, or copies or replications of, those personal data, insofar as processing is not required. The controller will take the necessary steps in each individual case.

• e)    Right to restriction of processing

  Every person affected by the processing of personal data has the right, granted by the European legislator, to obtain from the controller the restriction of processing if one of the following conditions is met:

  • The accuracy of the personal data is contested by the data subject, for a period enabling the controller to verify the accuracy of the personal data.
  • The processing is unlawful, the data subject opposes the erasure of the personal data and requests the restriction of the use of the personal data instead.
  • The controller no longer needs the personal data for the purposes of the processing, but the data subject requires them for the establishment, exercise or defense of legal claims.
  • The data subject has objected to the processing pursuant to Article 21(1) GDPR and it has not yet been determined whether the legitimate grounds of the controller override those of the data subject.

  If one of the above conditions is met and a data subject wishes to request the restriction of personal data stored by the controller, they may contact a staff member of the controller at any time. The staff member of the controller will arrange for the restriction of processing.

• f)     Right to data portability

  Every data subject affected by the processing of personal data has the right, granted by the European legislator, to receive the personal data concerning them, which they have provided to a controller, in a structured, commonly used, and machine-readable format. They also have the right to transmit those data to another controller without hindrance from the controller to whom the personal data were provided, provided that the processing is based on consent pursuant to Art. 6(1)(a) DS-GVO or Art. 9(2)(a) DS-GVO or on a contract pursuant to Art. 6(1)(b) DS-GVO, and the processing is carried out by automated means, unless the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

  Furthermore, in exercising their right to data portability pursuant to Art. 20(1) GDPR, the data subject has the right to have the personal data transmitted directly from one controller to another, where technically feasible and provided that the rights and freedoms of other persons are not adversely affected.

  To assert the right to data portability, the data subject may contact an employee of the controller at any time.

• g)    Right to object

  Every data subject has the right, granted by the European legislator, to object at any time, on grounds relating to their particular situation, to the processing of personal data concerning them which is based on Article 6(1)(e) or (f) of the GDPR. This also applies to profiling based on these provisions.

  The controller shall no longer process the personal data in the event of an objection, unless they can demonstrate compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject, or the processing serves the establishment, exercise or defense of legal claims.

  If the controller processes personal data for the purpose of direct marketing, the data subject has the right to object at any time to the processing of personal data concerning them for the purposes of such marketing. This also applies to profiling, insofar as it is associated with such direct marketing. If the data subject objects to the processing for direct marketing purposes, the controller will no longer process the personal data for these purposes.

  In addition, the data subject has the right, for reasons arising from their particular situation, to object to the processing of personal data concerning them, which is carried out by the controller for scientific or historical research purposes or for statistical purposes pursuant to Article 89(1) of the GDPR, unless such processing is necessary for the performance of a task carried out for reasons of public interest.

  To exercise the right to object, the data subject may directly contact any employee of the controller. Furthermore, the data subject is free to exercise their right to object, in connection with the use of information society services, regardless of Directive 2002/58/EC, by means of automated procedures using technical specifications.

• h)    Automated individual decision-making, including profiling

  Every data subject shall have the right granted by the European legislator not to be subject to a decision based solely on automated processing — including profiling — which produces legal effects concerning them or similarly significantly affects them, provided that the decision (1) is not necessary for entering into, or the performance of, a contract between the data subject and the controller, or (2) is not authorized by Union or Member State law to which the controller is subject and which also provides suitable measures to safeguard the data subject’s rights, freedoms and legitimate interests, or (3) is based on the data subject’s explicit consent.

  If the decision (1) is necessary for entering into, or the performance of, a contract between the data subject and the controller or (2) it is based on the data subject’s explicit consent, the controller shall implement suitable measures to safeguard the data subject’s rights and freedoms and legitimate interests, which includes at least the right to obtain human intervention on the part of the controller, to express his or her point of view, and to contest the decision.

  If the data subject wishes to assert rights concerning automated decisions, they may contact a member of the staff of the controller at any time.

• i)     Right to withdraw data protection consent

  Every data subject affected by the processing of personal data has the right, granted by the European legislator, to withdraw their consent to the processing of personal data at any time.

  If the data subject wishes to exercise their right to withdraw consent, they may contact any employee of the controller at any time.

10. Statutory or contractual requirements for the provision of personal data; necessity for the conclusion of a contract; obligation of the data subject to provide personal data; possible consequences of non-provision

We inform you that the provision of personal data is partly required by law (e.g., tax regulations) or may also arise from contractual provisions (e.g., details about the contracting party).
In some cases, it may be necessary for the conclusion of a contract that a data subject provides us with personal data, which must subsequently be processed by us. For example, the data subject is obliged to provide us with personal data if our company enters into a contract with them. Failure to provide the personal data would result in the contract with the data subject not being concluded.

For the provision of our services (e.g., for communication purposes via email, chatbot, or video call), the processing, storage, and potential disclosure of personal data to third parties is necessary. Such disclosure only takes place if you, as the data subject, have given your explicit consent pursuant to Art. 6(1)(1)(a) GDPR; if the disclosure is necessary pursuant to Art. 6(1)(1)(f) GDPR for the establishment, exercise, or defense of legal claims and there is no reason to assume that you have an overriding legitimate interest in not disclosing your data; if there is a legal obligation to disclose under Art. 6(1)(1)(c) GDPR; or if the disclosure is legally permissible under Art. 6(1)(1)(b) GDPR and necessary for the performance of contractual relationships with you.

Before providing personal data, the data subject must contact one of our staff members. Our staff will inform the data subject, on a case-by-case basis, whether the provision of personal data is legally or contractually required or necessary for the conclusion of a contract, whether there is an obligation to provide the personal data, and what the potential consequences of not providing the personal data would be.

11. Analytics Tools, Third-Party Tools, Data Transfers to Third Countries

When visiting our websites, the browsing behavior of visitors may be statistically evaluated after their consent. This is primarily done using so-called analytics programs. In addition, our websites may use third-party tools to provide visitors with an informative and pleasant user experience. Detailed information about these analytics programs and third-party tools can be found further down in this Privacy Policy.

Among other things, we use tools provided by companies based in the United States—where many software providers offer services and maintain server locations—or in other third countries that do not offer a level of data protection considered secure under EU law. When these tools are active, personal data of the data subject may be transferred to and processed in such third countries. Please note that these countries may not guarantee a level of data protection comparable to that of the European Union. The processing of personal data in third countries may result in data being handled and stored in ways that are unexpected. For example, U.S. companies are legally required to hand over personal data to security authorities without providing data subjects with the opportunity to seek legal recourse. We have no influence over such processing activities.

We transfer or process data in countries outside the scope of the GDPR (third countries) only if the data subject has given explicit consent or if another legal basis permits such processing. This applies in particular when the processing is required by law or necessary for the fulfillment of a contractual relationship—and always only to the extent that such processing is generally permitted.

Our company is committed to protecting the data of data subjects and therefore ensures that we only select service providers—particularly in third countries deemed less secure—who process personal data as processors and who agree to comply with EU Standard Contractual Clauses (SCCs) in accordance with the GDPR. These SCCs are templates adopted by the European Commission to establish contractual data protection standards between data exporters in the European Economic Area and data importers in third countries. We also require such providers to enter into a so-called Data Processing Agreement (DPA) with us. A DPA governs the relationship between a data processor and a controller under the General Data Protection Regulation (GDPR). It outlines the processor’s obligations and responsibilities in ensuring that personal data is processed and stored responsibly, and strictly in accordance with the instructions of the controller, as defined by the GDPR. Where applicable, we will explicitly reference the relevant DPA with the specific processor in this privacy policy and, where possible, make it available for direct inspection.

12. Protected Data Transfer: SSL and TLS Encryption

For security reasons and to protect the transmission of confidential content—such as inquiries you send to us as the site operator—our websites use SSL or TLS encryption. You can recognize an encrypted connection by the change in the browser’s address line from "http://" to "https://" and by the lock symbol in your browser bar.

When SSL or TLS encryption is activated, the data you transmit to us cannot be read by third parties. This ensures a secure data transfer and protects your personal data from unauthorized access during transmission over the internet.

13. Hosting

Our company hosts its websites with All-Inkl. The service provider is: ALL-INKL.COM – Neue Medien Münnich Owner: René Münnich Hauptstraße 68 02742 Friedersdorf, Germany For further details, please refer to All-Inkl’s privacy policy: https://all-inkl.com/datenschutzinformationen/. Our company has concluded a data processing agreement (DPA) with All-Inkl in accordance with Article 28 of the GDPR. You can view it here: https://actimondo.com/Auftragsverarbeitungsvertrag_673301_20201119.pdf

The use of All-Inkl is based on Article 6(1)(f) of the GDPR. Our company has a legitimate interest in ensuring the most reliable presentation of our websites. If corresponding consent has been requested, processing is carried out exclusively on the basis of Article 6(1)(a) of the GDPR and § 25(1) of the TDDDG, insofar as the consent includes the storage of cookies or access to information on the user's device (e.g., device fingerprinting) within the meaning of the TDDDG. Consent can be revoked at any time.

14. Data Collection on Our Websites and Within Our Company

Content Management System (CMS) and Plugins

A Content Management System (CMS) is software or a service used to create, edit, organize, display, and deliver digital content—primarily for websites. Nearly all website operators use a CMS for these purposes. We also use the CMS provided by WordPress.com on our websites. WordPress has become one of the most widely used content management systems globally, with a growing user base.

Behind WordPress.com stands the American company Automattic Inc., located at 60 29th Street #343, San Francisco, CA 94110, USA. WordPress collects both non-personal data—such as browser activity, session heatmaps, operating system, internet browser, and date of visit—and personal data, including IP address, contact details (email address or phone number, if provided), and location information. We operate WordPress in compliance with the GDPR on the servers of our hosting provider All-Inkl, based in Germany (see section 13: Hosting for more information). All personal and non-personal data collected by WordPress, including data processed by technologies (plugins) used on WordPress, are stored locally on All-Inkl's servers. The legal basis for the processing and storage of data can be found in All-Inkl’s privacy policy at: https://all-inkl.com/datenschutzinformationen/. We as operators have a legitimate interest in using WordPress in combination with plugins to enhance the functionality, security, and user-friendliness of our websites. To this end, we use, among others, the following plugins on our site:

• Elementor: We use the plugin “Elementor Website Builder for WordPress” provided by Elementor, 8 THE GRN STE A, DOVER, DE 19901 USA. Elementor enables the design of the layout of this website to make it more appealing and user-friendly. The collected data is not used for analytical purposes but solely to ensure, for example, that hidden elements are not displayed again during multiple active sessions. Cookies or cookie-like technologies may be stored and read. These are used to save the number of page views and active sessions of the user. The legitimate interest in using this service lies in the simple and user-friendly implementation of the layouts used. More information on Elementor’s privacy policy can be found at: https://elementor.com/about/privacy/.
• iframe: The iframe shortcode from the developer webvitaly serves as a replacement for the iframe HTML tag and enables us, as the website operator, to embed content from our service providers (such as Microsoft Bookings) or any external site (such as Google Maps). iframe itself does not process or store any user data but allows user data to be entered into the embedded element (e.g., when you use our web-based booking calendar Microsoft Bookings). The developer’s privacy policy for iframe can be found at: https://web-profile.net/other/privacy-policy/.
• Optimize My Google Fonts (OMGF): Since loading Google Fonts when accessing a website is normally not blocked to ensure proper page display, but data is sent to the Google Fonts operator, Google LLC, without the explicit consent of the data subject, we locally integrate Google Fonts on our websites via the OMGF plugin by developer Daan van den Bergh. This prevents any data exchange with Google LLC regarding Google Fonts. The developer’s privacy policy can be found here: https://daan.dev/about/privacy-policy/.
• Real Cookie Banner: To manage the cookies and similar technologies (tracking pixels, web beacons, etc.) used and the related consents, we use the consent tool “Real Cookie Banner” by devowl.io GmbH, Tannet 12, 94539 Grafling, Germany. The data collected by Real Cookie Banner primarily serves to monitor and document the cookie settings set by the data subject. More information on what cookies are and how the cookie banner works can be found below and at https://devowl.io/de/rcb/datenverarbeitung/.

Cookies

Our websites use so-called "cookies." Cookies are small text files that do not cause any harm to the end device of the data subject. They are either stored temporarily for the duration of a session (session cookies) or permanently (persistent cookies) on the data subject's end device. Session cookies are automatically deleted after the visit ends. Persistent cookies remain stored on the data subject's end device until the data subject deletes them themselves or an automatic deletion occurs through the data subject's web browser, but not longer than 180 days.

In some cases, cookies from third-party companies may also be stored on the data subject’s end device when they visit our sites (third-party cookies). These enable us or the data subject to use certain services of the third-party company (e.g., cookies for processing payment services).

Cookies serve various functions. Many cookies are technically necessary because certain website features would not function without them (e.g., the shopping cart function or video playback). Other cookies are used to analyze user behavior or display advertisements.

Cookies that are necessary for the execution of the electronic communication process, for providing certain functions desired by the data subject (e.g., video streaming), or for optimizing the website (e.g., cookies for measuring web audience) (necessary cookies) are stored based on Art. 6 para. 1 lit. f GDPR, unless another legal basis is specified. Our company has a legitimate interest in storing necessary cookies to ensure the technically error-free and optimized provision of our services. If consent for the storage of cookies and comparable recognition technologies has been obtained, the processing is carried out exclusively on the basis of this consent (Art. 6 para. 1 lit. a GDPR and § 25 para. 1 TDDDG); the consent can be revoked at any time.

The different categories of personal data collected via cookies include device data, location data, as well as behavioral and profile data, which are gathered through the observation of browsing behavior. Additionally, preferences known to the operator of the websites also fall within these data categories. Recipients of this data can include, among others, the data controllers and affiliated companies, support providers for website management, business consultants, providers of data analytics services, advertising partners, as well as social media platforms.

The data subject can configure their browser to be informed about the setting of cookies and to allow cookies only on a case-by-case basis, to exclude the acceptance of cookies for specific cases or in general, and to activate the automatic deletion of cookies upon closing the browser. Disabling cookies may limit the functionality of our websites.

To manage the cookies and similar technologies used (tracking pixels, web beacons, etc.) and the related consents, we employ the consent tool “Real Cookie Banner.” This consent can be revoked at any time by accessing the cookie banner again via the footer menu available on our websites. Details on the functionality of “Real Cookie Banner” can be found here: https://devowl.io/de/rcb/datenverarbeitung/.

The legal bases for the processing of personal data in this context are Art. 6 para. 1 lit. c GDPR and Art. 6 para. 1 lit. f GDPR. Our legitimate interest lies in the management of the cookies and similar technologies used, as well as the related consents.

The provision of personal data is neither contractually required nor necessary for the conclusion of a contract. The data subject is not obligated to provide personal data. However, if the data subject does not provide the personal data, we will be unable to manage their consents, and not all website elements necessary for proper display and functionality may be loaded.

The categories of cookies used by us are listed below. To see exactly which cookies are involved and what purposes they serve, you can access the “Individual Privacy Settings” section in the overview of the cookie consent banner displayed on our websites, and then expand the display of the respective category by clicking on “Show Service Information.” If the cookie banner does not appear for you, you can find the corresponding settings in the footer (bottom section) of our websites under “Change Privacy Settings.”

Essential Services

Essential services, also known as "strictly necessary cookies," are cookies indispensable for the smooth operation of a website. They enable fundamental functions such as website navigation, access to secure areas of the website, and the storage of user settings. Unlike other types of cookies, essential cookies do not collect personal data and do not require the consent of the data subject to be placed on their device. They are necessary to provide the services requested by the data subject and ensure that the website functions properly.

Functional Services

Functional services are a type of cookie that stores information to enhance the browsing experience and support the functionality of a website. Unlike tracking cookies, which monitor an individual’s behavior and can be used for advertising purposes, functional cookies are designed to save settings and preferences made by the user on a website. This includes, for example, language preferences or storing login details for automatic sign-in. Functional cookies typically do not collect personal data and are generally necessary for the smooth use of the website.

Statistical Services

Statistical services are cookies that collect and analyze information about the use of a website without containing any personal data. They enable website operators to measure the performance of their website by gathering aggregated data on visitor activities such as page views, visitor numbers, time spent on the website, and the most popular pages. These cookies help operators understand user behavior and optimize the website accordingly to improve the user experience. Statistical cookies are usually anonymized and are used to identify trends and evaluate the effectiveness of marketing campaigns or website changes.

Marketing Services

Marketing services are cookies that collect information about users’ browsing behavior to deliver more targeted and personalized advertising. They are placed on websites by advertising networks or third-party providers and enable these entities to create profiles of the data subject and track their interests and preferences. Based on these profiles, advertisements can be shown that are better tailored to the individual interests and needs of the data subject. Marketing cookies typically do not collect personal data such as names or addresses, but rather aggregate information about browsing behavior. They play an important role for companies to promote their products and services and to increase user engagement, but can also be perceived as intrusive if they are not transparent and controllable.

Use of the Chatbot

Our websites use so-called chatbot technology, which enables the data subject to quickly receive answers to questions about our company and our services without providing further personal information. Communication can take place either via AI (artificial intelligence) or directly with one of our employees. The data subject must consent to the use of the chatbot before it can be used. The communication content exchanged by the data subject via the chatbot is stored and used to improve and analyze our content. The duration of storage is determined by statutory requirements.

The chatbot is powered by ZohoSalesIQ software from the Indian company Zoho Corporation, Estancia IT Park, Plot no. 140, 151, GST Road, Vallancheri, Chengalpattu District, Tamil Nadu – 603202, India. The company has offices worldwide. The German headquarters is located in Düsseldorf (Zoho Corporation GmbH, Trinkausstr. 7, 40213 Düsseldorf, Germany). More about Zoho Corporation can be found below under section 15. Further information on data processing and storage within our company. The privacy policy of Zoho can be found here: https://www.zoho.com/de/privacy.html.

Data processing is based on our legitimate interests pursuant to Art. 6(1)(f) GDPR.

Registration via our websites

Interested parties have the opportunity to register on our websites for various offers by providing personal data. The specific personal data transmitted to the data controller is determined by the respective input form used for registration. The legal basis for processing the data for registration is, in case of consent, Article 6(1)(a) GDPR and Article 6(1)(b) GDPR if the processing is necessary for the performance of the contract with the data subject. The personal data entered by the data subject is collected for internal use by the data controller and processed and stored by the data processors on behalf of the data controller. More information about the data processors of the data controller can be found further below under section 15: Additional information on data processing and storage in our company.

When registering on our websites, the IP address assigned to the data subject by their Internet Service Provider (ISP), as well as the date and time of registration, are also stored. This data is stored to prevent misuse of our services and, if necessary, to enable the investigation of committed criminal offenses. Therefore, storing this data is necessary to protect our company. This data is generally not shared with third parties unless there is a legal obligation to do so or the disclosure serves law enforcement purposes.

The registration of the data subject, voluntarily providing personal data, serves the data controller to offer the data subject content or services that, due to their nature, can only be provided to registered users. Registered persons have the option to modify or completely delete the personal data provided during registration from the data controller’s records at any time. If necessary, the personal data of the data subject may be forwarded to specific contractual partners (third parties), but only to the extent absolutely necessary to fulfill the order. For example, the data controller may arrange the transfer of data to one or more processors, such as a parcel service provider, who also uses the personal data solely for internal purposes attributable to the data controller.

The data controller provides any data subject, upon request at any time, with information about which personal data concerning them is stored. Furthermore, the data controller corrects or deletes personal data at the request or indication of the data subject, unless there are statutory retention obligations to the contrary. The entire staff of the data controller is available to the data subject as contact persons in this context.

The data is stored with us for as long as it is necessary to fulfill the contract. Additionally, we retain this data, for example, to evaluate services we have provided (e.g., an event), to send further informational materials following the data subject’s consent (see the section on subscribing to our newsletter below), or to fulfill post-contractual obligations and comply with commercial and tax-related retention periods for the legally mandated duration. This retention period typically amounts to 10 years after the end of the respective calendar year.

Contact Option via Our Website (Contact Form)

Our company’s websites include, in compliance with legal requirements, information that enables quick electronic contact with our company as well as direct communication with us, which also includes a general address for electronic mail (email address). When an interested party submits inquiries to us via the contact form, the data from the inquiry form, including the contact details provided by them, are processed and stored by the data processors on behalf of the data controller for the purpose of handling the inquiry and for any follow-up questions. More information about the data processors acting on behalf of the data controller can be found below under section 15, “Further Information on Data Processing and Storage in Our Company.” These data are not shared by the data controller without the explicit consent of the data subject.

The processing of these data is based on Art. 6 (1) lit. b GDPR if the inquiry from the data subject is related to the performance of their contract or necessary for pre-contractual measures. In all other cases, the processing is based on the legitimate interest of our company in the effective handling of inquiries addressed to us (Art. 6 (1) lit. f GDPR) or on the consent of the data subject (Art. 6 (1) lit. a GDPR), if such consent has been obtained; the consent can be revoked at any time.

The data entered by the data subject in the contact form remain with the controller until the data subject requests deletion, withdraws their consent to storage, or the purpose for data storage ceases to apply (e.g., after the inquiry of the data subject has been fully processed). Mandatory legal provisions—particularly retention periods—remain unaffected.

Inquiry via Email, Telephone, or Fax

When an interested party contacts us via email, telephone, or fax, the inquiry—including all personal data arising from it—is stored and processed by the data processors on behalf of the controller for the purpose of handling the concerns of the data subject. More information about the data processors engaged by the controller can be found below under section 15: Further information on data processing and storage within our company. These data are not disclosed by the controller without the consent of the data subject.

The processing of this data is based on Article 6(1)(b) GDPR if the inquiry of the data subject is related to the performance of a contract or necessary for the implementation of pre-contractual measures. In all other cases, the processing is based on the legitimate interest of our company in the effective handling of inquiries addressed to us (Article 6(1)(f) GDPR) or on the consent of the data subject (Article 6(1)(a) GDPR), if such consent has been obtained; the consent can be revoked at any time.

The data sent by the data subject to the controller via contact inquiry remains with the controller until the data subject requests deletion, withdraws their consent to storage, or the purpose for data storage no longer applies (e.g., after the inquiry of the data subject has been fully processed). Mandatory legal provisions—especially statutory retention periods—remain unaffected.

Subscription to Our Newsletter

On our company’s websites, the data subject is given the opportunity to subscribe to our company’s newsletter. The personal data transmitted to the controller during the newsletter subscription are specified in the corresponding input form used for this purpose.

Our company regularly informs interested parties and business partners about its offers through a newsletter. The newsletter can generally only be received by the data subject if (1) the data subject has a valid email address and (2) the data subject registers for the newsletter subscription. For legal reasons, a confirmation email is sent to the email address first provided by the data subject during newsletter registration using a double opt-in procedure. This confirmation email serves to verify whether the owner of the email address, as the data subject, has authorized the receipt of the newsletter.

When registering for the newsletter, we also store the IP address assigned by the Internet Service Provider (ISP) of the computer system used by the data subject at the time of registration, as well as the date and time of the registration. The collection of this data is necessary to be able to trace any (potential) misuse of the data subject’s email address at a later time and thus serves the legal protection of the data controller.

The personal data collected during newsletter registration is used exclusively for sending our newsletter. Furthermore, newsletter subscribers may be informed by email if this is necessary for the operation of the newsletter service or related registration, such as in cases of changes to the newsletter offer or alterations in technical conditions. No personal data collected as part of the newsletter service is shared with third parties.

The subscription to our newsletter can be canceled by the data subject at any time. The consent given by the data subject for the storage of personal data for newsletter distribution can be revoked at any time. For the purpose of revoking consent, each newsletter contains an appropriate link. Furthermore, it is possible to unsubscribe from the newsletter at any time directly on our company’s website or to notify the data controller by other means.

Newsletter Tracking

Our company’s newsletters may contain so-called tracking pixels. A tracking pixel is a tiny graphic embedded in emails sent in HTML format that enables log file recording and analysis. This allows a statistical evaluation of the success or failure of online marketing campaigns. Through the embedded tracking pixel, our company can determine whether and when an email was opened by the data subject and which links within the email were clicked by the data subject.

Such personal data collected through tracking pixels contained in the newsletters are stored and analyzed by the data controller to optimize the newsletter distribution and to better tailor the content of future newsletters to the interests of the data subject. These personal data are not shared with third parties. Data subjects have the right to revoke their separate consent given via the double opt-in process at any time. Upon revocation, these personal data will be deleted by the data controller. Unsubscribing from the newsletter is automatically interpreted by our company as a revocation of consent.

Social Media

Our company maintains a presence on various social networks, including YouTube, Facebook™, and LinkedIn. We use these channels to present our offerings to the widest possible audience and to specifically target potential customers. On our websites, you will also find links to our channels on these social networks, marked by the respective logos of the providers.

By clicking on these links, you will be redirected to the respective social media pages, to which this privacy policy does not apply. Please refer to the privacy policies of the individual providers, the details of which can be found in the respective privacy statements of those providers.

In addition to the respective social network provider, we also collect and process personal user data on our own social media channels. The specific purposes and categories of data processing are explained in more detail within each individual social media channel. The processing of personal data of the affected person is generally carried out for the purposes of communication with visitors to our social media channels, handling inquiries, collecting statistical information on reach, conducting customer surveys, or carrying out marketing campaigns, market analyses, or promoting services and events. The processing of the data is necessary to achieve these purposes.

External Links

On our websites, you will find links to other websites, which are usually clearly identified as such. We have no influence over the compliance with applicable data protection regulations on the linked websites. Therefore, we recommend that you also review the respective privacy policies on these websites.

Applications and Recruitment Processes

application process. Processing may also take place electronically, especially when an applicant submits application documents electronically, for example by email or via a web form on the website, to the controller. If the controller enters into an employment contract with an applicant, the transmitted data will be stored for the purpose of managing the employment relationship, in compliance with legal regulations. If no employment contract is concluded with the applicant, the application documents will be automatically deleted two months after the notification of the rejection decision, unless there are overriding legitimate interests of the controller that oppose deletion. Such legitimate interests may include, for example, an obligation to provide evidence in proceedings under the General Equal Treatment Act (AGG).

15. Further Information on Data Processing and Storage in Our Company

The data controller has integrated the Vimeo video streaming service on this website. Vimeo is a video platform operated by Vimeo LLC, based in New York, USA. On our websites, we use videos from Vimeo to directly display high-quality video content to interested parties and thus enhance our service. In doing so, certain data from the data subject may be transmitted to Vimeo, including the IP address, technical information about the browser and devices, as well as web activity on our website, regardless of whether the data subject has a Vimeo account or not. If the data subject is logged into Vimeo, additional data may be collected, and actions on our website may be linked to the data subject’s Vimeo account. To prevent this, the data subject must log out of Vimeo while visiting our website.

Vimeo processes the data of the data subject on servers in the USA and other countries. The data is stored as long as it remains economically relevant and is then deleted. By managing the corresponding cookies on the data controller’s websites, the data subject can control data storage by Vimeo in their browser. However, this may lead to reduced functionality. Vimeo is listed in our cookie banner under Functional (Functional Services).

The legal basis for data processing by Vimeo is the consent of the data subject according to Art. 6 Para. 1 lit. a GDPR or our legitimate interest according to Art. 6 Para. 1 lit. f GDPR in effective communication. We use Vimeo only after obtaining the appropriate consent. Vimeo sets cookies; therefore, we recommend reading our cookie policy and consulting Vimeo’s privacy policy.

Vimeo may transfer data to the USA, where currently no adequate level of data protection exists. Nevertheless, Vimeo uses Standard Contractual Clauses (SCC) to ensure that data complies with EU data protection standards, even when stored in the USA. For more information about Vimeo’s data protection practices, please see https://vimeo.com/privacy#international_data_transfers_and_certain_user_rights. The cookie policy of Vimeo can be found at https://vimeo.com/cookie_policy and Vimeo's privacy policy can be found at https://vimeo.com/privacy.

16. Exercise of the Right to Object to Advertising Emails

The use of contact data published within the scope of the legal notice obligation of actimondo eG, as well as other contact data provided on our websites, for the purpose of sending unsolicited advertising and informational materials is hereby expressly objected to. The operators of the sites expressly reserve the right to take legal action in the event of unsolicited sending of advertising information, such as spam emails.

Status of this privacy policy: February 12, 2024

This privacy policy is based, with kind support, on the template of the LegalTech specialists from Willing & Able, who also developed the system for legally compliant online Zeiterfassung as well as the texts from the privacy policy generator created and published by Prof. Dr. h.c. Heiko Jonny Maniero and attorney Christian Solmecke, and has been adapted and expanded accordingly for the purposes of the operator of these websites.