Privacy policy

We take the protection of your personal data extremely seriously and treat this confidentially and in accordance with the legal data protection regulations and this privacy policy. This privacy policy applies to the integration of your personal data in our M365 environment. This privacy policy sets out the type, purpose and scope of the data gathering. We wish to point out that data transfers over the Internet can pose security risks. It is therefore not possible to guarantee 100% protection of your data from access by third parties.

Contact data for the controller
Hörmann KG Verkaufsgesellschaft
Upheider Weg 94-98
33803 Steinhagen, Germany

The “controller” is the location which gathers, processes or uses personal data (for example name, email addresses etc).

Jens Paul
Upheider Weg 94-98
33803 Steinhagen, Germany
Email: datenschutz@hoermann.de
Germany

We process your personal data so that we can integrate you into our Microsoft 365 environment by means of guest access. The data you enter when you register will only be used by us for the purpose of using the respective service that you have registered for. The mandatory information requested at the time of registration must be included in full. Otherwise, the registration cannot be carried out.

If we make important changes, for example to the scope of services or for technical reasons, we will use the email address provided at the time of registration to inform you.

The data you enter when at the time of registration is processed for the purpose of carrying out the user relationship established by means of the registration and, where relevant, to initiate further contracts (Article 6 Paragraph 1 Letter b) GDPR). The data recorded at the time of registration will be saved by us for as long as you are registered in this system. It will then be deleted after 90 days of inactivity at the latest. Statutory retention periods remain unaffected.

During the registration process, we process your name and email address.

Your data will be deleted from our system after the end of the stated purpose, at the latest after 90 days. Mandatory statutory provisions, in particular retention periods, remain unaffected.

We wish to point out that the data subject whose data is processed by the controller has the following rights:

• You can request information concerning all processing of your personal data. This includes the purposes of the processing, the categories of data being processed, the recipients of this data, the saving duration, the origin of the data (if this was gathered via a third party) and information relating to automated decision making (Article 15 GDPR).
• You can request the correction of incorrect data (Article 16 GDPR)
• You can request that the data be deleted, in particular if this has been processed unlawfully or if the purposes for which it was originally gathered are no longer necessary (Article 17 GDPR)
• You can request that the processing be restricted, in particular if there are doubts concerning the correctness of the data (Article 18 GDPR)
• You have the right to request a copy of your data (Article 20 GDPR)
• You can raise an objection to the processing, should it be intended that the data will be used for direct advertising purposes, if the processing took place on the basis of consent or for reasons connected to your specific situation (Article 21 GDPR)
• Should you be of the opinion that your rights have been infringed during the processing of your data, you have the right to submit a complaint to the competent data protection supervisory authority.

Data processing

When communicating with our customers, we use online conference tools amongst other things. The individual tools used by us are listed below. Should you communicate with us over the Internet using video or audio conference tools, your personal data will be recorded and processed by us and the provider of the respective conference tool.

During this process, the conference tools record all data which you provide / use in order to use the tools (email address and/or your telephone number). Furthermore, the conference tools process the duration of the conference, the start and end (time) of the participation in the conference, the number of participants and other “context information” in connection with the communication process (meta data).

In addition, the provider of the tool processes all technical data that is necessary to carry out the online communication. This includes in particular IP addresses, MAC addresses, device ID’s, device type, operating system type and version, client version, camera type, microphone or loudspeaker and the type of connection.

Should content be exchanged, uploaded or otherwise be provided within the tool, this will also be saved on the servers of the tool provider. Such content includes in particular cloud recordings, chat/instant messages, voicemails uploaded photos and videos, files, whiteboards and other information that is shared when using the service.

Please bear in mind that we do not fully influence the data processing procedures of thetools that are used. Our options are primarily determined according to the corporate policies of the respective provider. Further information concerning data processing when using the conference tools can be found in the privacy policies of the respective tools being used. These are listed underneath this text.

Purpose and legal basis

The conference tools are used to communicate with new or existing contracting partners or to provide specific services to our customers (Article 6 Paragraph 1 Letter b) GDPR). In addition, the use of the tools enables the general simplification and acceleration of communication with us or our company (legitimate interest in accordance with Article 6 Paragraph 1 Letter f) GDPR). Should consent have been requested, the use of the tool concerned takes place on the basis of this consent; this consent can be revoked at any time to take effect in the future.

Retention period

The data that is recorded directly by us via the video and conference tools is deleted from our systems, should you request the deletion, should you revoke your consent to the saving or once the purpose for the saving of the data no longer exists. Saved cookies remain on your end device until you delete these. Mandatory statutory retention periods remain unaffected.

We have no influence over the duration of the saving of your data that is carried out by the operators of the conference tools for their own purposes. For more specific information, please contact the operators of the conference tools directly.

We use the following conference tools: Microsoft Teams

We use Microsoft Teams. The provider is the Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399, USA. Details concerning the data processing can be found in the privacy policy of Microsoft Teams:

https://privacy.microsoft.com/privacystatement.

Order data processing

We have concluded an order data processing contract with the provider named above. This is a contract required by data protection laws, which guarantees that this provider only processes the personal data of our website visitors in accordance with our instructions and in compliance with the GDPR.

Services
OneDrive

We have integrated OneDrive into our website. The provider is the Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399, USA (hereinafter “OneDrive”).

OneDrive enables us to integrate an uploading area into our website, which you can use to upload content. When you upload content, this is saved on the servers of OneDrive. When you visit our website, a connection is also established to OneDrive, so that OneDrive is able to determine that you have visited our website.

The use of OneDrive takes place on the basis of Article 6 Paragraph 1 Letter f) GDPR. The website operator has a legitimate interest in maintaining a reliable upload area on its website. If you are asked to provide your relevant consent, the processing takes place solely on the basis of Article 6 Paragraph 1 Letter a) GDPR; you can revoke this consent at any time.

Order data processing

We have concluded an order data processing contract with the provider named above. This is a contract required by data protection laws, which guarantees that this provider only processes the personal data of our website visitors in accordance with our instructions and in compliance with the GDPR.