Privacy policy

We use the PostHog service of the provider PostHog, Inc, 2261 Market Street #4008, San Francisco, CA 94114, USA, on our platform to analyze and optimize the use of our platform. In particular, information on search queries and on use and navigation within the platform is processed. The processing takes place in pseudonymized form, as far as technically possible. The purpose of the processing is the analysis, optimization and further development of our platform. Parts of search queries may be transmitted to AI-supported systems for analysis purposes. The data is not used to train AI models. Data processing is carried out on the basis of Art. 6 para. 1 lit. f GDPR (legitimate interest in the economic operation, technical stability and user-oriented further development of our platform). Insofar as processing takes place in third countries (in particular the USA), we ensure an adequate level of data protection through suitable guarantees in accordance with Art. 44 et seq. GDPR. The data will only be stored for as long as is necessary for the aforementioned purposes and then deleted, provided there are no statutory retention obligations.

• UserGuiding

We use the "UserGuiding" service of the provider YNOTPartners, Inc, 316 High Street, Palo Alto, CA 94301, USA, to provide interactive instructions for our services.

The purpose of this processing of personal data is to enable user-friendly operation of our platform. As part of the provision of interactive instructions, we process the following categories of personal data Browser type, IP address, app usage data.

The processing of personal data in this context is in our legitimate interest in order to provide users with an optimal onboarding process. The legal basis for this is Art. 6 para. 1 lit. f GDPR.

The usage and device data collected will be deleted after the purpose has been fulfilled, provided that no statutory retention period is missed. Further information on the processing of personal data at UserGuiding can be found here: https://userguiding.com/privacy-policy/

• Microsoft Power BI

We use integrations of the business analysis and visualization service Power BI of the provider Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399 on our website.

In this context, we process your data for the purpose of creating service business intelligence dashboards, reports, semantic models (previously known as datasets) and visualizations. We carry out this reporting of analytics data in order to optimize our offering and ensure better availability. As part of the reporting process, we process the following categories of personal data Name, e-mail address, order and approval histories and, if provided, telephone number, address and notes.

This data is processed on the basis of your consent in accordance with Art. 6 para. 1 lit. a GDPR.

Your data will be deleted after the purpose has been fulfilled, provided there is no legal retention period to the contrary. Further information about the processing of your personal data at Microsoft can be found here:https://privacy.microsoft.com/de-de/privacystatement

• HubSpot CRM Tool

We use the CRM system HubSpot from the provider HubSpot, 2nd Floor, 30 North Wall Quay, Dublin 1, Ireland (hereinafter "HubSpot") to manage customer, supplier and prospective customer data and to process inquiries. HubSpot is also used for marketing purposes, analysis functions and to provide forms and communication services on our website.

The legal bases for processing are:

Art. 6 para. 1 lit. b GDPR (contract fulfillment or pre-contractual measures),

Art. 6 para. 1 lit. f GDPR (legitimate interest in efficient customer communication and data organization),

Art. 6 para. 1 lit. a GDPR (consent), insofar as cookies, tracking technologies or marketing analyses are used.

In particular, contact data, communication content and usage and device data (e.g. client ID, browser type, approximate location data, pages accessed, referral URL) may be processed during use. HubSpot can evaluate this data on our behalf in order to create reports and optimize the use of our website and our communication.

The processing takes place within the European Union. If the data processing is based on consent, this can be revoked at any time via the cookie settings or corresponding browser configurations with effect for the future.

Further information on data processing by HubSpot can be found in the provider's privacy policy.

• Hotjar

With your consent, we use Hotjar on our platform, an analysis software from Hotjar Ltd, Level 2, St Julian's BusinessCentre, 3, Elia Zammit Street, St Julian's STJ 1000, Malta. With this tool it is possible to measure and evaluate the usage behavior of users on the website.

Hotjar is a tool for analyzing your user behavior on this website. Hotjar allows us to record your mouse and scroll movements and clicks, among other things. Hotjar can also determine how long you remain with the mouse pointer on a certain position and uses this information to create so-called heat maps, which can be used to determine which areas of the website are preferred by the website visitor.

Hotjar uses technologies that enable the recognition of the user for the purpose of analyzing user behavior (e.g. cookies or the use of device fingerprinting). Hotjar is used exclusively on the basis of Art. 6 para. 1 lit. a GDPR. Consent can be revoked at any time. You can find out more about data processing by Hotjar at: https://www.hotjar.com/privacy

• Brevo

We use the "Brevo" service of the provider Sendinblue SAS, 17 Rue Salneuve, 75017, Paris, Ile de France, France, to send e-mails for marketing purposes and to provide functional information in connection with our platform.

In this context, we process your personal data for the purpose of informing you about our services and providing you with technical or transactional information in connection with your use of our platform. In the context of sending marketing emails and newsletters, we process the following categories of personal data: Last name, first name, e-mail address, navigation behavior.

This data is processed on the basis of your consent in accordance with Art. 6 para. 1 sentence 1 lit. a GDPR.

Personal data processed for the purpose of sending e-mails via Brevo will be deleted after the purpose has been fulfilled, unless there are statutory retention obligations. You can object to processing for marketing purposes at any time with effect for the future. Further information about the processing of your personal data by Brevo can be found here:https://www.brevo.com/de/legal/privacypolicy/

• Amazon Web Services

We use the service "Amazon Web Services (AWS)" of the provider Amazon Web Services, Inc, 410 Terry Avenue North, Seattle, WA 98109, USA, to host technical components of our platform.

In this context, we process your personal data for the purpose of providing our platform and the associated functions. As part of the provision of the platform, we process the following categories of personal data IP address, login data,device type, browser, usage data.

This data is processed to fulfill contractual obligations in accordance with Art. 6 para. 1 sentence 1 lit. b GDPR.

Personal data processed in the context of platform hosting will be deleted after the purpose has been fulfilled, unless statutory retention obligations require longer storage. Further information about the processing of your personal data by Amazon Web Services can be found here: https://aws.amazon.com/privacy

• Microsoft Azure

To carry out our data analyses and provide interactive reports on our platform, we use the "Power BI" service based on the cloud infrastructure of "Microsoft Azure" from the provider Microsoft Corporation, One Microsoft Way, Redmond, WA 98052, USA.

In this context, we process users' personal data in order to provide them with dashboards and analyses via our platform. Depending on the type of reports generated, we process the following categories of personal data Login data, surname, first name,telephone number, company affiliation, data transmitted or stored by you (e.g. activities, bookings, orders), technical metadata.

This data is processed to fulfill contractual obligations in accordance with Art. 6 para. 1 sentence 1 lit. b GDPR.

Personal data that is processed for the purpose of creating and providing reports is deleted once the purpose has been fulfilled, unless there are statutory retention obligations. Further information about the processing of your personal data by Microsoft can be found here: https://privacy.microsoft.com/de-de/privacystatement

• Google BigQuery

We use the "Google BigQuery" service of the provider Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA, to carry out data analyses and prepare analytical evaluations.

A copy of the data stored in our productive system is stored in Google BigQuery in order to create reports and evaluations in downstream analysis and visualization systems. In this context, we process your personal data for the purpose of enabling structured and efficient evaluations of our productive data, which are used, among other things, to optimize internal processes, for quality assurance and to support decision-making in product development. We process the following categories of personal data when preparing these reports: Last name, first name, e-mail address, telephone number, customer number, order information, usage data, technical metadata.

This data is processed on the basis of our legitimate interest in improving our products and services in order to offer you an optimal customer experience, in accordance with Art. 6(1)(f) GDPR.

Personal data processed for the purpose of data analysis via Google BigQuery will be deleted when the purpose no longer applies, unless there are statutory retention obligations. Further information about the processing of your personal data by Google can be found here: https://policies.google.com/privacy?hl=de

• Microsoft 365

We use the "Microsoft 365" service from the provider Microsoft Corporation, One Microsoft Way, Redmond, WA 98052, USA, to carry out our daily office and communication processes. The application includes the "Outlook" service, which we use for e-mail communication with customers, interested parties and other third parties.

In this context, we process personal data for the purpose of efficiently carrying out our organization, planning and documentation as well as our internal and external communication. We process the following categories of personal data: Last name, first name, e-mail address,company affiliation, communication content, e-mail metadata (e.g.time of sending, subject line), telephone numbers and attached documents, if applicable.

The processing of the aforementioned data is carried out for the initiation and execution of contractual relationships in accordance with Art. 6 para. 1 sentence 1 lit. b GDPR and on the basis of our legitimate interest in secure, traceable and efficient communication with external contacts in accordance with Art. 6 para. 1 sentence 1 lit. f GDPR.

Personal data processed in the context of the use of Microsoft 365 will be deleted after the purpose has been fulfilled, unless there are statutory retention obligations. Further information about the processing of your personal data at Microsoft can be found here: https://privacy.microsoft.com/de-de/privacystatement

• Slack

To provide live chat on our platform, we use the "Slack" service from the provider Slack Technologies, LLC,50 Fremont Street, San Francisco, CA 94105, USA. The chat function gives users the opportunity to contact our team directly to ask questions, receive support or obtain information about our services.

In this context, we process your personal data for the purpose of enabling direct, fast and user-friendly communication via the platform. As part of the live chat, we process the following personal data Communication content.

This data is processed to fulfill contractual obligations in accordance with Art. 6 para. 1 sentence 1 lit. b GDPR.

Personal data processed for the purpose of conducting the live chat will be deleted after the purpose has been fulfilled, unless there are statutory retention obligations. You can find more information about the processing of your personal data at Slack here: https://slack.com/intl/de-de/legal/privacy-policy

• Jira

We use the ticket system "Jira" from the provider Atlassian Pty Ltd, Level 6, 341 George Street, Sydney, NSW 2000, Australia, to process and manage external requests. We use Jira for the structured recording, assignment and tracking of tasks in the context of support processes.

In this context, we process your personal data for the purpose of systematically processing and documenting incoming inquiries and ensuring efficient communication as part of our customer service processes. We process the following personal data when receiving and processing customer service inquiries: Surname, first name, e-mail address, ticket content.

The processing of the aforementioned data is carried out on the basis of Art. 6 para. 1 sentence 1 lit. b GDPR to fulfill contractual measures and on the basis of Art. 6 para. 1 sentence 1 lit. f GDPR to safeguard our legitimate interest in providing a structured and comprehensible system for the transmission of inquiries from interested parties.

Personal data processed in the context of Jira will be deleted after the purpose has been fulfilled, unless there are statutory retention obligations. Further information about the processing of your personal data at Atlassian can be found here: https://www.atlassian.com/legal/privacy-policy

• Vimeo

We use theVimeo video service(Vimeo, Inc., 555 West 18th Street, New York, NY 10011, USA) on our website to display videos. Personal data such as your IP address and possibly your location are transmittedtoVimeo when you access an embedded video.

Data processing by Vimeo:
Vimeo processes data in accordance with its own privacy policy, which you can view here:Vimeo Privacy Policy.
Vimeo may also set cookies that access your device to collect and analyze usage data. You can find more information on this in Vimeo's cookie policy.

Legal basis:
The legal basis for the use of Vimeo on our site isArt. 6 para. 1 lit. f GDPR(legitimate interest), as we want to offer you an improved user experience by embedding videos. If you wish to object to data processing by Vimeo, you can do so by deactivating video playback or contacting Vimeo directly.

• Cloudflare

We use the services of Cloudflare, Inc.(Cloudflare, Inc., 101 Townsend Street, San Francisco, CA 94107, USA) to optimize and secure our website. Cloudflare provides a content delivery network (CDN) and protection against DDoS attacks. Personal data may be processed as part of these services.

Data processing by Cloudflare:
Cloudflare processes personal data, in particularIP addresses, to ensure the security and performance of the website. Cloudflare also sets cookies to ensure the proper functioning of the website and to optimize the loading speed. Further information on data processing by Cloudflare can be found in their privacy policy:Cloudflare Privacy Policy.

Legal basis:
The legal basis for the use of Cloudflare on our website isArt. 6 para. 1 lit. f GDPR(legitimate interest), as we want to protect the website from attacks and optimize the loading speed.

Information on the use of cookies

• Usercentrics

We use the consent management serviceUsercentrics fromUsercentrics GmbH, Sendlinger Str. 7, 80331 Munich, Germany. This tool enables us to obtain and manage the consent of website users for data processing.

The processing is carried out on the basis ofArt. 6 para. 1 sentence 1 lit. c GDPR(fulfillment of a legal obligation) andArt. 6 para. 1 sentence 1 lit. f GDPR(legitimate interest in legally compliant consent management).

The following data is processed:

• Date and time of access
• Browser information
• Device information
• Approximate location data (country, region)
• Cookie preferences
• URL of the page visited

• The functionality of the website cannot be guaranteed without this processing. Usercentrics is the recipient of this data and acts as aprocessor forus. The processing takesplace within theEuropean Union. The data is storedfor12 months and then automatically deleted. You can changeor revoke your consent at any time via ourcookie settings tool. Further information on data processing by Usercentrics can be found at: https://usercentrics.com/de/datenschutzerklaerung/
  
  
  

• Meta (Facebook/Instagram)

We use services fromMeta Platforms Ireland Limited, 4 Grand Canal Square, Dublin 2, Ireland ("Meta") on our website. These include marketing and tracking technologies such as theMeta Pixel, as well as the integration of social media content or advertisements.

The use of these technologies enables us to,

• better understand the behavior of visitors to our website
• measure the effectiveness of our advertising measures on Facebook and Instagram
• and show you more relevant advertising.

What data is processed?

By integrating Meta services, Meta can process the following data, among others:

• Pages visited, click behavior and interactions
• Browser and device information
• IP address
• Facebook/Instagram user ID, if applicable, provided you are logged in there

This data may be transmitted to Meta servers in the USA or other third countries. Meta states that it uses standard contractual clauses ("SCC") as the legal basis for such transfers.

Joint responsibility (Art. 26 GDPR)

We and Meta arejointly responsible for certain processing operations (e.g. the Meta Pixel). The agreement pursuant to Art. 26 GDPR can be found here:
https://www.facebook.com/legal/controller_addendum

Meta is primarily responsible for ensuring the rights of the data subjects (e.g. information or deletion). Nevertheless, you can assertyour rightsboth against us and against Meta.

Legal basis

The use of Meta services is based onArt. 6 para. 1 lit. a GDPR (consent).
Processing only begins after you have given your consent in our consent banner.

Revocation of consent

You can withdraw your consent at any time with effect for the future by:

• adjusting the settings in the cookie/consent banner or
• deleting cookies in your browser.

Further information

You can find out more about data processing by Meta in Meta's privacy policy:
https://www.facebook.com/privacy/policy

• What personal data is collected and to what extent is it processed?

We integrate and use cookies on various pages to enable certain functions of our website and to integrate external web services. Cookies are small text files that your browser can store on your access device. These text files contain a characteristic string of characters that uniquely identifies the browser when you return to our website. The process of saving a cookie file is also referred to as "setting a cookie". Cookies can be set both by the website itself and by external web services. The cookies are set by our website or the external web services in order to maintain the full functionality of our website, to improve user-friendliness or to pursue the purpose stated with your consent. Cookie technology also enables us to recognize individual visitors by means of pseudonyms, e.g. individual or random IDs, so that we can offer more individual services. Details are listed in the table below.

• Legal basis for the processing of personal data

Insofar as cookies are processed on the basis of consent pursuant to Art. 6 para. 1 lit. a GDPR, this consent is also deemed to be consent within the meaning of Section 25 para. 1 TTDSG for the setting of cookies on the user's terminal device. Insofar as another legal basis is stated in accordance with the GDPR (e.g. to fulfill the contract or to fulfill legal obligations), the storage or setting is based on an exception in accordance with Section 25 (2) TTDSG. This is the case "if the sole purpose of storing information in the end user's terminal equipment or the sole purpose of accessing information already stored in the end user's terminal equipment is to carry out the transmission of a communication over a public telecommunications network" or "if the storage of information in the end user's terminal equipment or access to information already stored in the end user's terminal equipment is strictly necessary to enable the provider of a telemedia service to provide a telemedia service expressly requested by the user". The relevant legal basis can be found in the cookie table listed later in this section.

• Purpose of data processing

The cookies are set by our website or the external web services in order to maintain the full functionality of our website, to improve user-friendliness or to pursue the purpose stated with your consent. Cookie technology also enables us to recognize individual visitors by means of pseudonyms, e.g. individual or random IDs, so that we can offer more individual services. Details are listed in the table below.

• Duration of storage

Our cookies are stored until they are deleted in your browser or, if it is a session cookie, until the session has expired. Details are listed in the following table.

• Objection and removal options

You can set your browser according to your wishes so that the setting of cookies is generally prevented. You can then decide on a case-by-case basis whether to accept cookies or to accept cookies in principle. Cookies can be used for various purposes, e.g. to recognize that your access device is already connected to our website (permanent cookies) or to save recently viewed offers (session cookies). If you have expressly given us permission to process your personal data, you can revoke this consent at any time. Please note thatthis does not affect the lawfulnessof the processing carried out on the basis of your consent until you withdraw it.

• Data protection, communication by e-mail

Your personal data is protected by technical and organizational measures during collection, storage and processing in such a way that it is not accessible to third parties. In the case of unencrypted e-mail communication, we cannot guarantee complete data security on the transmission path to our IT systems, so we recommend encrypted communication or the postal service for information requiring a high level of confidentiality.

• Right to information and correction requests - Deletion & restriction of data - Withdrawal of consent - Right to object

Right to information

You have the right to request confirmation as to whether we are processing your personal data. If this is the case, you have a right of access to the information specified in Art. 15 para. 1 GDPR, provided that the rights and freedoms of other persons are not affected (cf. Art. 15 para. 4 GDPR). We will also be happy to provide you with a copy of the data. The relevant information can be found at the top of this privacy policy.

Right to rectification

In accordance with Art. 16 GDPR, you have the right to have any incorrect personal data stored by us (e.g. address, name, etc.) corrected at any time. You can also request the completion of the data stored by us at any time. A corresponding adjustment will be made immediately.

Right to deletion

In accordance with Art. 17 (1) GDPR, you have the right to demand that we erase the personal data we have collected about you if

• the data is either no longer required;
• the legal basis for the processing no longer applies due to the withdrawal of your consent
• you have objected to the processing and there are no legitimate grounds for the processing
• your data is being processed unlawfully;
• there is a legal obligation that requires this or a collection pursuant to Art. 8 para. 1 GDPR has taken place.

The right does not exist in accordance with Art. 17 para. 3 GDPR if

• the processing is necessary for exercising the right of freedom of expression and information
• your data has been collected on the basis of a legal obligation;
• the processing is necessary for reasons of public interest
• the data is necessary for the establishment, exercise or defense of legal claims.

Right to restriction of processing

Pursuant to Art. 18 (1) GDPR, you have the right in individual cases to request the restriction of the processing of your personal data.

This is the case if

• the accuracy of the personal data is contested by you
• the processing is unlawful and you do not consent to its erasure
• the data is no longer required for the purpose of processing, but the data collected is used for the establishment, exercise or defense of legal claims
• an objection to the processing pursuant to Art. 21 para. 1 GDPR has been lodged and it is still unclear which interests prevail.

Right of revocation

If you have given us your express consent to the processing of your personal data (Art. 6 para. 1 lit. a GDPR or Art. 9 para. 2 lit. a GDPR), you can revoke this consent at any time. Please note that this does not affect the lawfulness of the processing carried out on the basis of the consent until revocation.

Right to object

In accordance with Art. 21 GDPR, you have the right to object at any time to the processing of personal data concerning you that has been collected on the basis of Art. 6 para. 1 lit. f (in the context of a legitimate interest). You only have this right if there are special circumstances that speak against the storage and processing.

How do you exercise your rights?

You can exercise your rights at any time by contacting us using the contact details below or by using the digital data protection query option. This can be found at the top of this privacy policy.

simple system GmbH
Haberlandstraße 55
81241 Munich
Munich, Germany
E-mail: info@simplesystem.com
Phone: +49 89 9982987-00
Fax: +49 89 9982987-28

Right to data portability

In accordance with Art. 20 GDPR, you have the right to the transfer of personal data concerning you. We will provide the data in a structured, commonly used and machine-readable format. The data can be sent either to you yourself or to a controller named by you.

We will provide you with the following data on request in accordance with Art. 20 para. 1 GDPR:

Data collected on the basis of express consent pursuant to Art. 6 para. 1 lit. a GDPR or Art. 9 para. 2 lit. a GDPR; data that we have received from you pursuant to Art. 6 para. 1 lit. b GDPR in the context of existing contracts; data that has been processed as part of an automated procedure. We will transfer the personal data directly to a controller requested by you, insofar as this is technically feasible. Please note that we may not transfer data that interferes with the freedoms and rights of other persons in accordance with Art. 20 para. 4 GDPR.

Information in accordance with Art. 13 and 14 GDPR

In order to comply with the principle of fair and transparent processing of personal data, we inform applicants, customers and suppliers below about the processing of the personal data collected:

You can download the information for applicants as a PDF file here.

The information for customers and suppliers can be downloaded here as a PDF file.

• Right to lodge a complaint with the supervisory authority pursuant to Art. 77 para. 1 GDPR
  
  

If you suspect that your data is being processed unlawfully on our website, you can of course bring about a judicial clarification of the problem at any time. You also have every other legal option. Irrespective of this, you have the option of contacting a supervisory authority in accordance with Art. 77 para. 1 GDPR. The right to lodge a complaint pursuant to Art. 77 GDPR is available to you in the EU Member State of your place of residence, your place of work and/or the place of the alleged infringement, i.e. you can choose the supervisory authority to which you turn from the above-mentioned places. The supervisory authority with which the complaint has been lodged will then inform you of the status and outcome of your complaint, including the possibility of a judicial remedy pursuant to Art. 78 GDPR.