Outlook Add-In Privacy Policy

1. AN OVERVIEW OF DATA PROTECTION

General information

The following information will provide you with an easy to navigate overview of what will happen with your personal data when you use this service. The term „personal data“ comprises all data that can be used to personally identify you. For detailed information about the subject matter of data protection, please consult our Data Protection Declaration, which we have included beneath this copy.

Data recording

Who is the responsible party for the recording of data (i.e. the „controller“)? The data on this website is processed by the operator of this service, whose contact information is available under section „Imprint“ on this website.

How do we record your data?

We collect your data as a result of your sharing of your data with us. This may, for instance be information you enter in the application. Our IT systems automatically record other data when you use our services. This data comprises primarily technical information (e.g. web browser, operating system or time the site was accessed). This information is recorded automatically when you access our services.

What are the purposes we use your data for?

A portion of the information is generated to guarantee the error free provision of the service. Other data may be used to analyse your user patterns.

What rights do you have as far as your information is concerned?

You have the right to receive information about the source, recipients and purposes of your archived personal data at any time without having to pay a fee for such disclosures. You also have the right to demand that your data are rectified or eradicated. Please do not hesitate to contact us at any time under the address disclosed in section „Imprint“ on this website if you have questions about this or anyother data protection related issues. You also have the right to log a complaint with the competent supervising agency. Moreover, under certain circumstances, you have the right to demand the restriction of the processing of your personal data.

Analysis tools and tools provided by third parties

There is a possibility that your browsing patterns will be statistically analyzed when you use our services. Such analyses are performed primarily with cookies and with what we refer to as analysis programmes. As a rule, the analyses of your browsing patterns are conducted anonymously; i.e. the browsing patterns cannot be traced back to you. You have the option to object to such analyses or you can prevent their performance by not using certain tools. You are neither legally nor contractually obligated to share your personal information. However, certain features may depend on the sharing of personal information. If you do not provide your personal information in such cases, you may not be able to use those features, or they may be available with limited functionality. If you share additional information with us we will use that information for the designated purposes within the required scope in each instance. In addition, we use personal data to the extent that we are legally obliged to do so (e.g., storage for the fulfilment of commercial or tax-related retention obligations, release in accordance with official or judicial orders, e.g. to a law enforcement authority).

2. HOSTING

External Hosting

This service is hosted by an external service provider (host). Personal data collected are stored on the servers of the host. These may include, but are not limited to, IP addresses, contact requests, metadata and communications, contract information, contact information, names, web page access, and other data generated through a web site.Our host will only process your data to the extent necessary to fulfil its performance obligations and to follow our instructions with respect to such data.Execution of a contract data processing agreement in order to guarantee processing in compliance with data protection regulations, we have concluded an order processing contract with our host.

3. GENERAL INFORMATION AND MANDATORY INFORMATION

Data protection

The operators of this service and its pages take the protection of your personal data very seriously. Hence, we handle your personal data as confidential information and in compliance with the statutory data protection regulations and this Data Protection Declaration. Whenever you use this service, a variety of personal information will be collected. Personal data comprises data that can be used to personally identify you. This Data Protection Declaration explains which data we collect as well as the purposes we use this data for. It also explains how, and for which purpose the information is collected. We herewith advise you that the transmission of data via the Internet (i.e. through e-mail communications) may be prone to security gaps. It is not possible to completely protect data against third party access. Information about the responsible party (referred to as the „controller“) The data processing controller on this website is: CONVIEN GmbH The controller is the natural person or legal entity that single-handedly or jointly with others makes decisions as to the purposes of and resources for the processing of personal data (e.g. names, e-mailaddresses, etc.).

SSL and/or TLS encryption

To protect your personal data against accidental or unlawful destruction, loss, use, or alteration and against unauthorized disclosure or access, we use adequate physical, technical and organizational security measures. This service uses SSL or TLS encryption for security reasons and for the protection of the transmission of confidential content. If SSL or TLS encryption is activated, the data you transfer to us cannot be read by third parties.

Information, blocking, deletion

As permitted by law, you have the right to be provided at any time with information free of charge about any of your personal data that is stored as well as its origin, the recipient and the purpose for which it has been processed. You also have the right to have this data corrected, blocked or deleted. You can contact us at any time using privacy@convien.com if you have further questions on the topic of personal data.

Retention periods

Unless indicated otherwise at the time of the collection of your personal data, we erase your personal data if the retention of that personal data is no longer necessary for the purposes for which they were collected or otherwise processed, or to comply with legal obligations.

4. RECORDING OF DATA IN THIS SERVICE

We use the personal information collected during your visit to any of our websites to make using them as convenient as possible for you and to protect our IT systems against attacks and other unlawful activities.

Cookies

In some instances, our services and its pages use so-called cookies. Cookies do not cause any damage to your computer and do not contain viruses. The purpose of cookies is to make our service more user friendly, effective and more secure. Cookies are small text files that are placed on your computer and stored by your browser. Most of the cookies we use are so-called „session cookies.“ They are automatically deleted after your leave our service. Other cookies will remain archived on your device until you delete them. These cookies enable us to recognize your browser the next time you visit our website. If other cookies (e.g. cookies for the analysis of your browsing patterns) should be stored, they are addressed separately in this Data Protection Declaration.

Server log files

The provider of this service and its pages automatically collects and stores information in so-called server log files, which your browser communicates to us automatically. The information comprises:

The type and version of browser used
The used operating system
Referrer URL
The hostname of the accessing computer
The time of the server inquiry
The IP address.

The recording of these server log files is necessary for a technically error-free presentation and the optimization of our services. For reasons of technical safety, in particular to ward off attacks on our web server, we store this data for a short time. This data is not merged with other data sources. The operator of the service has a legitimate interest in the technically error free depiction and the optimization of the operator’s website. The collection of the data for the provision of the website and the storage of the data in log files is essential for the operation of the website. There is consequently no contradiction on the part of the user. Log files are usually deleted after 14 days. Most cookies expire and are deleted at the end of your browser session.

Request by e-mail, telephone or fax

If you contact us by e-mail, telephone or fax, your request, including all resulting personal data (name, request) will be stored and processed by us for the purpose of processing your request. We do not pass these data on without your consent. The data sent by you to us via contact requests remain with us until you request us to delete, revoke your consent to the storage or the purpose for the data storage lapses (e.g. after completion of your request). Mandatory statutory provisions – in particular statutory retention periods – remain unaffected.

Processing of data (customer and contract data)

We collect, process and use personal data only to the extent necessary for the establishment, content organization or change of the legal relationship (data inventory). We collect, process and use personal data concerning the use of this service (usage data) only to the extent that this is necessary to make it possible for users to utilize the services and to bill for them. The collected customer data shall be eradicated upon completion of the order or the termination of the business relationship. This shall be without prejudice to any statutory retention mandates.

5. GDPR PRIVACY

The specific company identified on this page as being the operator of this website is the data controller in the meaning of the General Data Protection Regulation for the processing activities described in this Privacy Notice. If you are in the European Economic Area when using this service, your personal data will be subject to Regulation (EU) 2016/679 (General Data Protection Regulation, “GDPR”). Please note that this section applies only to personal data collected in connection with this service which is subject to the GDPR and therefore expressly does not apply to personal data of users who are not in the European Economic Area. If you have any questions, comments or suggestions about this Privacy Notice, please contact us at: privacy(at)convien.com .

Legal basis of the processing

The General Data Protection Regulation requires us to provide you with information on the legal basis of the processing of your personal data.

If you have given us your consent to process your personal information, then that is the legal foundation for processing it (Art. 6, para. 1, letter a GDPR).

Art. 6, para. 1, letter b, of the GDPR is the legal basis for processing personal information for the purpose of entering into a contact or performing a contract with you.

If processing your personal information is required to fulfill our legal obligations (e.g. data retention), we are authorized to do so by Art. 6, para. 1, letter c, of the GDPR.

When you use our service, our web server will temporarily record the domain name or IP address of the requesting computer, the access date, the file request of the client (file name and URL), the HTTP response code and the website from which you are visiting us, the number of bytes transferred during the connection and, if applicable, other technical information that we use and statistically evaluate for the technical implementation of the service’s use. This processing will take place for the fulfilment of the existing contract of use with you, as far as it serves the purpose of the technical implementation of the website’s use (legal basis for processing: Art. 6 no. 1 lit. b) of the GDPR) and to otherwise protect our legitimate interest in making our website as user-friendly, safe and attractive as possible and in promoting the sale of our products and services (legal basis for processing: Art. 6 no. 1 lit. f) of the GDPR).

Cookies that are required to carry out the electronic communication process or to provide certain functions that you wish to use are processed on the basis of Art. 6 para. 1 lit. f GDPR saved. The service operator has a legitimate interest in the storage of cookies for the technically error-free and optimized provision of its services. Insofar as other cookies (such as cookies for analyzing your surfing behavior) are stored, they will be treated separately in this privacy policy.

A transmission of your personal data to third parties for purposes other than those listed herein does not take place. We only share your personal information with third parties if:

You have given your express consent to this in accordance with Art. 6 (1) sentence 1 (a) GDPR,

disclosure pursuant to Art. 6 (1) sentence 1 (f) GDPR is required to assert, exercise or defend legal claims and there is no reason to assume that you have a predominantly legitimate interest in not disclosing your data,

in the event that there is a statutory obligation for the transfer pursuant to Art. 6 (1) sentence 1 (c) GDPR, as well as

this is legally permissible and, according to Art. 6 para. 1 sentence 1 lit. b GDPR, is required for the settlement of contractual relationships with you.

Right of Access, Rectification and Erasure

You have the right to contact us at any time to obtain free information about your personal data stored with us and a copy of this information, including the origin, recipients and purposes of the processing. You furthermore have the right to have inaccurate or incomplete personal data rectified or completed, and to request the erasure or restriction of processing of your personal data, as long as the processing and storage are not legally required. As a user of our service, you have various rights according to the GDPR which arise in particular from Articles 15 to 18, 21 GDPR:

Right To Information

You can get information according to. Art. 15 GDPR about your personal data processed by us. In your request for information, you should precise your concerns in order to facilitate the compilation of the required data. Please note that under certain circumstances your right to information may be restricted in accordance with the statutory provisions.

Right To Rectification

If the information concerning you (in case you have given any) is not (anymore) correct, you can request a correction according to Art. 16 GDPR. If your data is incomplete, you can ask for a completion.

Right To Cancellation

Under the conditions of Art. 17 GDPR you can demand the deletion of your personal data. Your claim for cancellation depends u. a. depending on whether the data concerning you is still needed by us to fulfill our statutory duties.

Right To Restriction Of Processing

You have the right within the framework of the provisions of Art. 18 GDPR to demand a restriction of the processing of the data concerning you.

Right To Object

According to Art. 21 GDPR, you have the right, at any time, to refuse to process the data concerning you, for reasons that arise from your particular situation. However, we cannot always follow this, z. For example, if we are bound by legislation for processing.

Right To Data Portability

You have the right to have data, which we process on the basis of your consent or in fulfillment of a contract, delivered to you or to a third party in a common, machine-readable format. If you require the direct transfer of data to another person in charge, this will only be done if it is technically feasible.

Right To Complain

If you believe that we have not complied with data protection regulations when processing your data, you may submit a complaint to the relevant regulatory authority.

Automated Decisions (Art.22 of the GDPR)

We will not make any decisions without your consent which produce legal effects concerning you or similarly significantly affect you and that are based exclusively on automated processing (including profiling).

International data transfers

In the event that we transfer your personal data outside the European Economic Area, we ensure that your data is protected in a manner which is consistent with the General Data Protection Regulation. Therefore, and if required by applicable law, we take the following measures:

We share your personal data with companies outside the European Economic Area only if they have implemented Binding Corporate Rules for the protection of personal data.

We transfer personal data to external recipients outside the European Economic Area only if the recipient has (i) entered into EU Standard Contractual Clauses with us or (ii) implemented Binding Corporate Rules in its organization.

6. PLUG-INS AND TOOLS

Google Web Fonts

For uniform representation of fonts, this page uses web fonts provided by Google. When you open a page, your browser loads the required web fonts into your browser cache to display texts and fonts correctly. For this purpose your browser has to establish a direct connection to Google servers. Google thus becomes aware that our web page was accessed via your IP address. The use of Google Web fonts is done in the interest of a uniform and attractive presentation of our website. If your browser does not support web fonts, a standard font is used by your computer. Further information about handling user data, can be found at https://developers.google.com/fonts/faq and in Google’s privacy policy at https://www.google.com/policies/privacy/, Opt-Out: https://adssettings.google.com/authenticated

Google Maps

This service uses the Google Maps map service via an API. It is operated by Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA. To use Google Maps, it is necessary to save your IP address. This information is generally transmitted to a Google server in the USA and stored there. The provider of this site has no influence on this data transfer. The use of Google Maps is in the interest of making our website appealing and to facilitate the location of places specified by us on the website. Further information about handling user data, can be found in the data protection declaration of Google at https://www.google.de/intl/de/policies/privacy/, Opt-Out: https://adssettings.google.com/authenticated .

Matomo

Our website uses Matomo, a web analysis service by Matomo.org. Matomo uses so-called “Cookies”, which are text files that are saved on your computer and enable us to analyse website usage. To this end, the user information generated by the cookie (including your IP address, truncated to the first two positions) is transmitted to our servers and saved for the purposes of user analysis, which serves website optimisation on our part. Your IP address is automatically anonymised during this process, so that you, as a user, remain anonymous. The information generated by the cookie about your use of this website will not be passed on to third parties. You may refuse the use of cookies by changing your browser settings, however, in this case you may not be able to use all the features of the website in full.

7. CHANGES TO THIS PRIVACY POLICY

We reserve the right to make changes to this Privacy Policy for the future, whether to adapt to new technological or legal developments. Therefore, we recommend that you read the privacy policy again at regular intervals.

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