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Privacy policy –Contact & appointment scheduling

Status: 21/06/2021

Privacy Notice for Processing Personal Data for Contact and Appointment Scheduling under Articles 13, 14, and 21 of the General Data Protection Regulation (GDPR).

Preambel

Dear visitor, job applicant, business partner, or interested party,

In accordance with the provisions of Articles 13, 14, and 21 of the General Data Protection Regulation (GDPR), we hereby inform you about the processing of your personal data and your data protection rights. The specific data processed and the manner of use depend on the requested or agreed-upon services. To ensure that you are fully informed about the processing of your personal data in the context of contract fulfillment or pre-contractual measures, please read the following information.

Responsible Party

Company: awork GmbH
Street and Number: Großer Burstah 36/38
Postal Code, City, Country: 20459 Hamburg, Germany
Commercial Register No.: HRB Hamburg 172 488
Managing Directors: Daniel Tobias Hagenau, Nils Lukas Czernig, Lucas Alexander Bauche
Phone Number: +49 40 88215330
Email Address: [email protected]

Data Protection Officer

Company: PROLIANCE GmbH
Street and Number: Leopoldstr. 21
Postal Code, City, Country: 80802 Munich, Germany
Email Address: [email protected]
Website: www.datenschutzexperte.de

General Information

We process your personal data in accordance with the provisions of the European General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG). If processing personal data is necessary for initiating or performing a contractual relationship or for pre-contractual measures, such processing is lawful under Article 6(1)(b) GDPR.

If you grant us explicit consent to process your personal data for specific purposes (e.g., sharing with third parties, analysis for marketing purposes, or promotional emails), the legality of this processing is based on your consent under Article 6(1)(a) GDPR. You can withdraw your consent at any time, affecting future processing.

If required and legally permissible, we may process your data beyond the primary contractual purposes to fulfill legal obligations under Article 6(1)(c) GDPR. Furthermore, processing may occur to protect our legitimate interests or those of third parties and to defend against or assert legal claims under Article 6(1)(f) GDPR. We will inform you separately about our legitimate interests if required by law.

Your Rights

Below, you'll find information about your data protection rights concerning the processing of your personal data by the controller:

Right to Information (Article 15 GDPR): You have the right to request information about your personal data we process. This includes details about the purposes of processing, categories of personal data, recipients, or categories of recipients, planned storage duration, the right to rectification, erasure, restriction of processing, or objection, the right to lodge a complaint, the source of your data (if not collected from you), and the existence of automated decision-making, including profiling, and meaningful information about its details.

Right to Rectification (Article 16 GDPR): You can request the correction of your personal data stored with us without undue delay.

Right to Erasure (Article 17 GDPR): You have the right to request the deletion of your personal data stored by us, provided the processing is not necessary for exercising the right to freedom of expression and information, for compliance with a legal obligation, for reasons of public interest, or for the establishment, exercise, or defense of legal claims.

Right to Restriction of Processing (Article 18 GDPR): You can request the restriction of the processing of your personal data if you contest the accuracy of the data, if the processing is unlawful, if we no longer need the data, but you require it for the establishment, exercise, or defense of legal claims, or if you have objected to processing under Article 21 GDPR.

Right to Data Portability (Article 20 GDPR): You have the right to receive the personal data you provided to us in a structured, commonly used, and machine-readable format or to request its transmission to another controller.

Right to Lodge a Complaint (Article 77 GDPR): If you believe that the processing of your personal data violates data protection laws, you have the right to complain to a supervisory authority. Normally, you can contact the supervisory authority in the federal state where our registered office is located or where you reside or work.

Right to Withdraw Consent (Article 7(3) GDPR): If you have given your consent for specific data processing, you can withdraw it at any time for future processing. The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

Right to Object

If we process your personal data based on legitimate interests under Article 6(1)(f) GDPR, you have the right to object to the processing of your personal data on grounds relating to your particular situation or for direct marketing purposes without specifying a particular situation.

If you wish to exercise your right to withdraw consent or object to processing, please send an email to the contact address provided above.

Automated Decisions under Article 22 GDPR

You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you. This does not apply if the decision is necessary for entering into or performing a contract between you and us, is permitted by Union or Member State law to which we are subject, and that law contains appropriate measures to safeguard your rights, freedoms, and legitimate interests or is based on your explicit consent.

In cases a) and c) mentioned above, we will take appropriate measures to safeguard your rights, freedoms, and legitimate interests, including at least the right to obtain human intervention on our part, to express your point of view, and to contest the decision.

Legal Obligations

Providing personal data for deciding on the conclusion of a contract, contract performance, or pre-contractual measures is voluntary. However, we can only make decisions as part of contractual measures if you provide personal data necessary for concluding the contract, contract performance, or pre-contractual measures.

Changes Reserved

We reserve the right to adapt or update this privacy policy if necessary, in compliance with applicable data protection regulations. This ensures that we can align it with current legal requirements and consider changes to our services, such as introducing new features. The most current version will always apply to your concerns.

Email & Telefon

Purpose of Processing

On our website and as part of our service, we offer interested parties, customers, and users the option to contact us via phone or email.

Personal contact is aimed at assisting with software selection, software implementation, and our support, success, and sales activities.

Categories of Personal Data

We process only the data you provide during inquiries and that are necessary for handling the inquiry. If an inquiry cannot be resolved immediately over the phone, we collect the first and last name and the phone number for a callback. If it concerns contract initiation, we also gather data about the company for which the service will be used, such as industry, company size, software use, and so on.

Legal Basis for Processing

The legal basis for processing the data is the legitimate interest in handling the inquiry under Article 6(1)(f) GDPR. If the contact aims at concluding a contract, an additional legal basis for processing is Article 6(1)(b) GDPR.

Recipients of Data

If it concerns contract initiation, we enter the data concerning the contact person, the company, and the request into our Customer Relationship Management System (CRM). For this purpose, we use the Pipedrive service.

Pipedrive OÜ
Mustamäe tee 3a
10615 Tallinn, Estonia
Email: [email protected]
Privacy Policy: Pipedrive Privacy Policy

Pipedrive provides an adequate level of protection, and we have entered into an agreement with Pipedrive containing standard contractual clauses. This agreement obliges Pipedrive to process user data only in accordance with our instructions and to comply with the EU data protection level.

Data Retention Period

The duration of personal data storage is determined by the relevant statutory retention periods (e.g., commercial and tax law). After the respective period has expired, the corresponding data will be routinely deleted. If data is necessary for contract fulfillment or contract initiation or if we have a legitimate interest in continued storage, the data will be deleted when it is no longer required for these purposes, or you have exercised your right to withdraw consent or object.

Chat

Purpose of Processing

On our website and as part of our service, we offer interested parties, customers, and users the option to chat with us regarding questions about our product.

The chat can be initiated at any time on the website and is a standalone popup that remains active even when navigating to different pages or refreshing the page.

If we are unable to respond quickly, the chat offers an option to provide an email address so that we can respond to the inquiry even if the browser window has been closed or the page has been left.

Categories of Personal Data

The chat initiated from the website is anonymous, and we only process data that you voluntarily provide during the chat and that are relevant to the inquiry. The email address may be collected if the chat inquiry is not fully resolved, and a later response is desired.

As we use an external service for the chat (see below), data related to the browser, as well as the IP address, are processed when the chat window is loaded. To display the chat again after refreshing the browser window, the service provider uses cookies.

Legal Basis for Processing

The legal basis for processing the data is the legitimate interest in handling the inquiry under Article 6(1)(f) GDPR. If the contact aims at concluding a contract, an additional legal basis for processing is Article 6(1)(b) GDPR.

Recipients of Data

To provide a chat window and handle inquiries internally, we use the Intercom service. Intercom is a customer communication platform that allows us to provide a chat on the website and within the service. When you access the page, a snippet from Intercom is loaded, ensuring that a chat can be started at any time or an existing chat can be viewed.

Intercom Inc.55 2nd St, 4th Fl.
San Francisco, CA
94105 USA
Email: [email protected]
Privacy Policy: Intercom Privacy Policy

Intercom provides an adequate level of protection, and we have entered into an agreement with Intercom containing standard contractual clauses. This agreement obliges Intercom to process user data only in accordance with our instructions and to comply with the EU data protection level.

Data Retention Period

The duration of personal data storage is determined by the relevant statutory retention periods (e.g., commercial and tax law). After the respective period has expired, the corresponding data will be routinely deleted. If data is necessary for contract fulfillment or contract initiation or if we have a legitimate interest in continued storage, the data will be deleted when it is no longer required for these purposes, or you have exercised your right to withdraw consent or object.

Online Appointment Booking

Purpose of Processing

On our website and as part of our service, we offer interested parties, customers, and users the option to book appointments with us for help, sales, and advisory discussions.

To simplify potentially cumbersome appointment coordination, our availabilities are displayed when booking, and you can easily select an available appointment.

Categories of Personal Data

For booking an appointment, we collect the first name, email address, and the purpose of the appointment and any requests for the discussion content. Additionally, the service used collects information such as the IP address and timestamp.

Legal Basis for Processing

The legal basis for processing the data is the legitimate interest in handling the inquiry under Article 6(1)(f) GDPR. If the contact aims at concluding a contract, an additional legal basis for processing is Article 6(1)(b) GDPR.

Recipients of Data

For automated appointment booking, we use the Calendly service. Calendly allows us to display our availabilities and directly book appointments. Calendly sends an email with the appointment invitation upon successful booking.

Calendly LLC
BB&T Tower271

17th St NW, Atlanta, GA 30363
Email: [email protected]
Privacy Policy: Calendly Privacy Policy

Calendly provides an adequate level of protection, and we have entered into an agreement with Calendly containing standard contractual clauses. This agreement obliges Calendly to process user data only in accordance with our instructions and to comply with the EU data protection level.

Data Retention Period

The duration of personal data storage is determined by the relevant statutory retention periods (e.g., commercial and tax law). After the respective period has expired, the corresponding data will be routinely deleted. If data is necessary for contract fulfillment or contract initiation or if we have a legitimate interest in continued storage, the data will be deleted when it is no longer required for these purposes, or you have exercised your right to withdraw consent or object.