6.3.1 E-mail communication
BeschreibungIf you send us an e-mail, it will arrive in at least one of our e-mail inboxes. The content of your e-mail and the metadata accompanying it (sender, time of sending, etc.) are stored on the e-mail servers of our hosting provider. In addition, after retrieval from the server, they may be stored in the email programs on the devices that have access to the mailbox (computers, smartphones, tablets). The same applies to e-mails that we send to you.
The specific processing of personal data in an email depends on the thematic content of the email. Obviously, we include your data in our contact directory for customers, business partners and other contacts.
DatenkategorienName, email address; time of delivery or dispatch; other metadata typically generated in email communication; other personal information in the content of the email such as other contact details in email signatures, enquiries, orders, offers or complaints by email.
Data recipients (if applicable, third country transfer): Our service provider for email hosting, who is bound to data protection via an order processing agreement, is located in the EEA. Data transfer outside the EEA does not take place in this respect. If you use a hosting service provider outside the EEA for your mailbox or retrieve our emails from outside the EEA, this is not our responsibility.
Purpose + legal basis: Communication by e-mail. Depending on the content of the correspondence, the legal basis is preparation or fulfilment of a contract or a legitimate interest in answering your email.
Storage period: Depending on the content of the correspondence; commercial law requires business letters to be stored for six years, but other documentation obligations may also result in longer storage periods.
6.3.2 Telephone Calls
Description: When we make a phone call to each other, our telephone system or our mobile phones record your number and the time of the call. This data in the call lists is continuously deleted from subsequent calls.
If the content of the conversation suggests this, we create a conversation note and document it at the appropriate place. It is conceivable that we will include your data in our contact directory for further communication.
Audio recordings of conversations will only take place in exceptional circumstances and after we have obtained your explicit consent to do so.
Data categories: Telephone number; time of conversation; content of conversation incl. name and organisation, if applicable.
Data recipients (if applicable, third country transfer): : Telecommunication providers covered by the secrecy of telecommunications. There is no transfer to third countries.
Purpose + legal basis: Communication by telephone call. Depending on the content of the conversation, the legal basis is the preparation or fulfilment of a contract or a legitimate interest in exchanging information with you.
Storage period: Depending on the content of the conversation. Individual conversation notes may fall under the commercial law retention obligation for business letters of six years.
6.3.3 Letter post
Description: If you send us a letter, we regularly reply with a letter that we create on the computer and save as a file. We often scan your letter in order to archive it as part of digital office management. The specific processing of personal data in our correspondence depends on the thematic content of the letters and the resulting retention obligations. It is conceivable that we may include your data in our contact directory for further communication.
Data categories: Name + address; personal details in the content of the letters such as further contact details in your letterhead, enquiries, orders, offers, complaints or other topics.
Data recipient (if applicable, transfer to third countries): Postal service provider. A transfer to third countries only takes place if the item is sent to an address outside the European Economic Area. In these cases, data protection is guaranteed by international agreements on postal secrecy.
Datenempfänger (ggf. Drittstaatentransfer): Postdienstleister. Ein Transfer in Drittstaaten findet nur statt, wenn die Sendung an eine Adresse außerhalb des Europäischen Wirtschaftsraums geht. Der Datenschutz ist in diesen Fällen durch internationale Vereinbarungen zum Postgeheimnis gewährleistet.
Zweck + RechtsgrundlageCommunication by letter. Depending on the content of the correspondence, the legal basis is preparation or fulfilment of a contract or a legitimate interest in exchanging information with you.
Storage period: Depending on the content of the correspondence; in principle, commercial law requires business letters to be stored for six years.
6.3.4 Business cards
Description: If you give us your business card, we will add your data to our contact directory.
Data categories: Name, contact details (address, telephone, fax, e-mail), your company, your company's business area, your job title, your area of responsibility, place, time and circumstance of contact, as well as any special notes on your availability or the business topics addressed.
Data recipients (if applicable, third country transfer): Our service provider for the operation of the contact directory, who is bound to data protection via an order processing agreement, is located in the EEA. There is no data transfer outside the EEA.
Purpose + legal basis: Maintenance of contacts. Legal basis is a legitimate interest, as you have voluntarily given us your business card.
Storage period: We store your data until you ask us to delete it - unless a business relationship has arisen between us in the meantime, from which independent storage obligations arise for us with regard to your contact data.