Privacy Policy vOffice Software

This privacy policy applies to the vOffice software. Please also refer to the privacy policy of the vOffice.pro website.

Responsible body for processing according to EU General Data Protection Regulation

The person responsible within the meaning of the General Data Protection Regulation and other data protection laws applicable in the member states of the European Union and other regulations of a data protection nature is

RA-MICRO Vertriebs GmbH
Washingtonplatz 3, Cube Berlin
10557 Berlin
Germany
info@ra-micro-vertriebs-gmbh.de

Privacy policy

We welcome you to our website and are pleased about your interest. The protection of your personal data is very important to us. Therefore, we conduct our business in compliance with applicable laws on data privacy protection and data security. In the following, we would like to inform you which data from your visit will be used for which purposes. Should you have any further questions regarding the handling of your personal data, please do not hesitate to contact our data protection officer:

Keyed GmbH
Mr. Nils Möllers
Siemensstrasse 12
48341 Altenberge
info@keyed.de
https://www.keyed.de/

1. What are personal data?

The term personal data is defined in the German Federal Data Protection Act and the EU-GDPR. According to these laws, these are individual details about personal or factual circumstances of a certain or determinable natural person. This includes, for example, your civil name, your address, your telephone number or your date of birth.

2. Legal basis for the processing of personal data

Insofar as we obtain the consent of the data subject for processing of personal data, Art. 6(1)(a) of the EU General Data Protection Regulation (GDPR) serves as the legal basis for the processing of personal data.

When processing personal data that is necessary for the performance of a contract to which the data subject is a party, Art. 6(1)(b) GDPR serves as the legal basis. This also applies to processing operations necessary for the performance of pre-contractual measures.

Insofar as processing of personal data is necessary to fulfil a legal obligation to which the data controller is subject, Art. 6(1)(c) GDPR serves as the legal basis.

In the event that vital interests of the data subject or another natural person require the processing of personal data, Art. 6(1)(d) GDPR serves as the legal basis.

If the processing is necessary to safeguard our legitimate interest or that of a third party and if the interests, fundamental rights and freedoms of the data subject do not outweigh the former interest, Art. 6(1)(f) GDPR serves as the legal basis for the processing.

3. Use of cookies

The web-based solution vOffice, operated by RA-MICRO Vertriebs GmbH, uses cookies in the context of local storage. Cookies are data that are stored by the internet browser on the user’s computer system. The cookies can be transferred to a page when it is called up and thus enable the user to be assigned to a page. Cookies help to simplify the use of Internet pages for the user. These purposes also include our legitimate interest in the processing of personal data in accordance with Art. 6(1)(f) GDPR. We use cookies at vOffice, which ensure a simplified and secure use of our solution. Our cookies only record the settings of the respective user and his or her access authorization.

It is possible to object to the setting of cookies at any time by changing the settings in the Internet browser accordingly. Set cookies can be deleted. Please note that deactivating cookies may make the vOffice solution more difficult to use.

When accessing our website, an info banner informs users about the use of cookies for analysis purposes and refers them to this privacy policy. In this context, a note is also provided on how to prevent the storage of cookies in the browser settings.

4. Collection of personal data

Whenever the website is called up, RA-MICRO Vertriebs GmbH collects data and information through an automated system. These are stored in the log files of the server. The data is also stored in the log files of our system. A storage of these data together with other personal data of the user does not take place.

The following data can be collected:

information about the browser type and the version used
the IP address of the user
date and time of access

In addition, the following personal data may be collected during the setup and use of the vOffice product:

personal master data
communication data (e.g. telephone, e-mail)
contract master data (contractual relationships, customer history)
billing and payment data
voice data
image and video data
signal data, usage data including metadata
personnel master data
user data (client accounts)

5. Registration for RMO / vOffice

5.1 New registration for RMO / vOffice

If the data subject takes advantage of the possibility to register on the website of the controller, RA-MICRO Vertriebs GmbH, by providing personal data, the data will be transmitted to the controller in the relevant input mask. The data are stored by the data controller for internal use only. The data will be deleted as soon as they are no longer required for the purpose for which they were collected.

During registration, the user’s IP address and the date and time of registration are stored. This serves to prevent misuse of the services. The data will not be passed on to third parties. An exception is made if there is a legal obligation to pass on data.

The registration of the data is necessary for the provision of content or services. Registered persons have the possibility to delete or change the stored data at any time. The person concerned will receive information about their stored personal data at any time.

By registering, personal data of you is either stored locally on our server (e.g.: e-mail address or profile picture of the user) or stored in a web database (e.g.: company name, address data, contact data, data on current position and qualification). In any case, an appropriate level of security is guaranteed in accordance with Article 32 GDPR.

Please note that both the terms of use and the order processing according to Article 28 GDPR have to be agreed between you and RA-MICRO Vertriebs GmbH before any processing can take place.

Legal basis

The legal basis is our contractual relationship in accordance with Art. 6(1)(b) GDPR.

Duration of processing

The data will be deleted as soon as they are no longer necessary for the purpose of their collection. In addition, the data will be deleted if you revoke your consent or request the deletion of your personal data.

5.2 Registration in vOffice as an RMO customer

If you are already a RA-MICRO Online customer, you can transfer your data directly from the RA-MICRO Store, from the RA-MICRO software or by entering your RMO customer number directly to vOffice, operated by RA-MICRO Vertriebs GmbH, so that you can be registered with more ease. Please note that you must have at least the authorization level “Administrator” to transfer the organizational structure (user data) from the RA-MICRO Software to vOffice.

By registering, personal information about you is either stored locally on our server (e.g.: email address or profile picture of the user) or stored in a web database (e.g.: company name, address data, contact data, data on current position and qualification). In any case, an appropriate level of security is guaranteed in accordance with Article 32 GDPR.

Please note that both the terms of use and the order processing according to article 28 GDPR have to be agreed between you and RA-MICRO Vertriebs GmbH before any processing can take place.

Legal basis

The legal basis is our contractual relationship in accordance with Art. 6(1)(b) GDPR.

Duration of processing

6. Invitations in vOffice

You can invite employees, customers or guests to your vOffice surrounding using the invitation-function. If the invitation-function is filled with the personal data of the data subject (invited person), the data is transferred to the data controller in the respective input mask. The data subject will receive an e-mail after the input, asking him/her to register in vOffice.

When inviting users in vOffice, only name and e-mail address are required and no categories of specific personal data are collected yet, therefore our legal basis for processing for invitations is Art. 6(1)(f) GDPR.

7. Video conference in vOffice

It is possible to hold a video conference within vOffice between several users. The data transfer of the video conference is done using end-to-end encryption, so there is no access to this data by vOffice itself. If users send so-called direct messages via vOffice or exchange files, this processing also takes place without intermediate storage in a vOffice cloud storage and the communication is secured via a peer-to-peer connection. From the moment that our customers organize and conduct video conferences using vOffice, our customers are responsible for this processing and are responsible for obtaining or ensuring a legal basis for this processing.

8. vOffice support

Within vOffice, operated by RA-MICRO Vertriebs GmbH, there is a support function which can be used for electronic contact for support purposes. Alternatively, it is possible to contact us via the provided e-mail address. If the data subject contacts the data controller via one of these channels, the personal data transmitted by the data subject will be stored automatically. The storage is solely for the purpose of processing or contacting the data subject.

The legal basis for the processing of data transmitted in the course of sending an e-mail is Art. 6(1)(f) GDPR. If the e-mail contact is aimed at fulfilling a contract, the additional legal basis for processing is Art. 6(1)(b) GDPR.

The data will be deleted as soon as they are no longer necessary for the purpose of their collection. For the personal data from the input mask of the contact form and those sent by e-mail, this is the case when the respective conversation with the user has ended. The conversation is terminated when it can be concluded from the circumstances that the matter in question has been finally clarified.

You will be informed upon completion of the order processing which subcontractors, mainly within the RA-MICRO group of companies, have been commissioned by RA-MICRO Vertriebs GmbH to provide support.

9. Routine deletion and blocking of personal data

The controller shall process and store personal data of the data subject only for as long as necessary to achieve the purpose of storage. In addition, data may be stored for as long as this is provided for by the European or national legislator in EU ordinances, laws or other regulations to which the data controller is subject.

As soon as the storage purpose ceases to apply or a storage period prescribed by the aforementioned regulations expires, the personal data is routinely blocked or deleted.

10. Rights of the data subject

If your personal data is processed, you are a data subject within the meaning of the GDPR and you are entitled to the following rights vis-à-vis the controller:

10.1 Right to information

You may request confirmation from the controller as to whether personal data concerning you is being processed by us. If such processing has taken place, you can request information from the data controller about the following:

a. the purposes for which the personal data are processed

b. the categories of personal data which are processed;

c. the recipients or the categories of recipients to whom your personal data have been or will be disclosed;

d. the planned duration of the storage of your personal data or, if it is not possible to give specific details, criteria for determining the storage period;

e. the existence of a right to rectification or erasure of your personal data, a right to have the processing limited by the controller or a right to object to such processing;

f. the existence of a right of appeal to a supervisory authority;

g. any available information as to the origin of the data if the personal data are not collected from the data subject;

h. the existence of automated decision-making, including profiling, in accordance with Art. 22(1) and (4) GDPR and, at least in these cases, meaningful information on the logic involved and the scope and intended impact of such processing on the data subject.

You have the right to request information as to whether your personal data is being transferred to a third country or to an international organization. In this context, you may request to be informed of the appropriate guarantees pursuant to Art. 46 of the GDPR in connection with the transfer.

10.2 Right of rectification

You have the right to ask the data controller to correct and/or complete the data if the personal data processed concerning you is incorrect or incomplete. The data controller must make the correction without delay.

10.3 Right to limit processing

Under the following conditions, you can request the restriction of the processing of your personal data:

a. if you dispute the accuracy of your personal data for a period of time that allows the controller to verify the accuracy of the personal data

b. the processing is unlawful and you object to the deletion of the personal data and instead request the restriction of the use of the personal data;

c. the controller no longer needs the personal data for the purposes of the processing, but you need it for the purpose of asserting, exercising or defending legal claims; or

d. if you have lodged an objection to the processing pursuant to Art. 21(1) GDPR and it is not yet clear whether the legitimate reasons of the controller outweigh your reasons.

If the processing of your personal data has been restricted, these data – apart from their storage – may only be processed with your consent or for the purpose of asserting, exercising or defending legal claims or protecting the rights of another natural or legal person or for reasons of an important public interest of the Union or a Member State. If the restriction on processing has been restricted in accordance with the above conditions, you will be informed by the controller before the restriction is lifted.

10.4 Right of cancellation

You can demand that your personal data be deleted immediately by the controller, and thecontroller is obliged to delete this data immediately if one of the following reasons applies:

a. The personal data concerning you are no longer necessary for the purposes for which they were collected or otherwise processed

b. You revoke your consent on which the processing was based in accordance with Art. 6(1)(a) or Art. 9(2)(a) GDPR and there is no other legal basis for the processing.

c. You object to the processing in accordance with Art. 21(1) GDPR and there are no legitimate reasons for the processing, or you object to the processing in accordance with Art. 21(2) GDPR.

d. The personal data concerning you have been processed unlawfully.

e. The deletion of personal data concerning you is necessary to comply with a legal obligation under Union law or the law of the Member States to which the controller is subject.

f. The personal data concerning you has been collected in relation to the information society services offered in accordance with Art. 8(1) GDPR.

If the data controller has made your personal data public and is obliged to delete it pursuant to Art. 17(1) GDPR, he shall take reasonable measures, including technical measures, taking into account the available technology and implementation costs, to inform data controllers who process the personal data that you, as a data subject, have requested them to delete all links to this personal data or copies or replications of this personal data.

The right of cancellation does not apply insofar as the processing is necessary

(a) to exercise the right to freedom of expression and information

(b) to comply with a legal obligation requiring processing under Union or national law to which the controller is subject or to perform a task carried out in the public interest or in the exercise of official authority vested in the controller;

c) for reasons of public interest in the field of public health pursuant to Art. 9(2)(h) and (i) and Art. 9(3) of the GDPR;

d) for archival, scientific or historical research purposes in the public interest or for statistical purposes pursuant to Art. 89(1) GDPR, insofar as the right referred to in para. 1 is likely to render impossible or seriously prejudice the achievement of the purposes of such processing, or

e) to assert, exercise or defend legal claims.

10.5 Right to information

If you have asserted the right to rectification, erasure or limitation of processing vis-à-vis the controller, the controller is obliged to notify all recipients to whom the personal data concerning you have been disclosed of this rectification, erasure or limitation of processing, unless this proves impossible or involves a disproportionate effort.

You have the right, vis-à-vis the data controller, to be informed of these recipients.

10.6 Right to data transferability

You have the right to receive your personal data, which you have provided to the controller, in a structured, common and machine-readable format. You also have the right to have this data communicated to another data controller without interference from the controller to whom the personal data has been communicated, provided that

a. the processing is based on a consent pursuant to Art. 6(1)(a) GDPR or Art. 9(2)(a) GDPR or on a contract pursuant to Art. 6(1)(b) GDPR and

b. the processing is carried out using automated procedures.

In exercising this right, you also have the right to obtain that your personal data be transferred directly from one controller to another controller, insofar as this is technically feasible. The freedoms and rights of other persons must not be impaired by this.

The right to data transferability does not apply to the processing of personal data necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

10.7 Right of objection

You have the right to object at any time, for reasons arising from your particular situation, to the processing of your personal data carried out pursuant to Art. 6(1)(e) or (f) GDPR; this also applies to profiling based on these provisions.

The data controller will no longer process your personal data unless he can demonstrate compelling reasons for processing that are worthy of protection, which outweigh your interests, rights and freedoms, or unless the processing serves to assert, exercise or defend legal claims.

If your personal data are processed for the purpose of direct marketing, you have the right to object at any time to the processing of your personal data for the purpose of such marketing, including profiling, insofar as it is connected with such direct marketing.

If you object to processing for the purposes of direct marketing, your personal data will no longer be processed for those purposes. You have the possibility to exercise your right of objection in relation to the use of the information society services, without prejudice to Directive 2002/58/EC, by means of automated procedures involving technical specifications.

10.8 Right to withdraw the declaration of consent under data protection law

You have the right to revoke your data protection declaration of consent at any time. Revocation of your consent does not affect the legality of the processing that has taken place on the basis of your consent until revocation.

10.9 Automated decision in individual cases including profiling

You have the right not to be subject to a decision based solely on automated processing – including profiling – which has legal effect on you or which significantly affects you in a similar way. This shall not apply if the decision

a. is necessary for the conclusion or fulfillment of a contract between you and the controller

b. is authorised by Union law or the law of the Member States to which the controller is subject and that law contains appropriate measures to safeguard your rights and freedoms and your legitimate interests; or

c. with your express consent.

However, these decisions may not be based on special categories of personal data according to Art. 9(1) GDPR, unless Art. 9(2)(a) or (g) GDPR applies and appropriate measures have been taken to protect the rights and freedoms as well as your legitimate interests.

With regard to the cases referred to in a. and c., the data controller shall take reasonable measures to safeguard the rights and freedoms and your legitimate interests, which shall include at least the right to obtain the intervention of a person from the data controller, to express his point of view and to challenge the decision.

10.10 Right to appeal to a supervisory authority

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State in which you are resident, your place of work or the place of the alleged infringement, if you consider that the processing of your personal data is contrary to the GDPR.

The supervisory authority to which the complaint has been submitted will inform the complainant of the status and the results of the complaint, including the possibility of a judicial remedy under Art. 78 GDPR.

Berlin Commissioner for Data Protection and Freedom of Information

Maja Smoltczyk
Friedrichstr. 219
10969 Berlin

Phone: +49 (0)30 13889-0
fax: +49 (0)30 2155050
e-mail: mailbox@datenschutz-berlin.de

11. Duration of the storage of personal data

Personal data is stored for the duration of the respective legal retention period. After expiry of the period, the data is routinely deleted, unless there is a need to do so in order to initiate or fulfill a contract.

12. Security

We have taken extensive technical and operational precautions to protect your data from accidental or deliberate manipulation, loss, destruction or access by unauthorized persons. Our security procedures are regularly reviewed and adapted to technological progress. In addition, we guarantee data protection on an ongoing basis by constantly auditing and optimizing our data protection organization.

We guarantee an appropriate level of protection in accordance with Art 32 GDPR. The explicit technical and organizational measures are included as attachments for order processing, so that you can convince yourself of our high security standard.

RA-MICRO Vertriebs GmbH reserves all rights to make changes and updates to this privacy policy. This privacy policy was created on 23.09.2020 by Keyed GmbH – www.keyed.de.