Privacy policy

We, Roxtra GmbH, take the protection of your personal data very seriously and adhere strictly to the rules of German data protection laws. We only collect personal data to the extent that is technically necessary. Under no circumstances will the data collected be sold. We always process all personal data in accordance with the General Data Protection Regulation.
The following statement gives you an overview of how we guarantee the protection of your data and what type of data is collected, used and processed for what purpose and to what extent. We also inform data subjects about the rights to which they are entitled.

Definitions

To ensure that this privacy policy is easy to read and understand, we will first explain the terms used. These are based on the terms used by the legislator when adopting the General Data Protection Regulation. The following terms, among others, are used in this privacy policy

Personal data

Personal data is any information relating to an identified or identifiable natural person. A person is identifiable if they can be identified directly or indirectly by means of a specific characteristic such as an identification number, location data or an online identifier.

Processing

Processing refers to all operations in connection with personal data. Processing may be carried out with or without the aid of automated procedures. In particular, the collection, recording, organization, storage, structuring, adaptation or alteration, dissemination or any other form of provision may be regarded as processing.

Profiling

Profiling refers to any type of automated processing of personal data in which personal aspects of this data are evaluated. In particular, aspects relating to the work performance, economic situation, health, personal preferences, interests, location or relocation of this natural person are analyzed or predicted.

Pseudonymization

Through pseudonymization, personal data is processed in such a way that it can no longer be assigned to a specific person. This is done, for example, by storing additional information necessary for identification separately and by applying technical and organizational measures.

Processor

Processor is any natural or legal person, public authority or other body which processes data on behalf of the controller.

Receiver

The recipient is any natural or legal person, public authority or other body to whom personal data is disclosed. This does not have to be a third party.

Third

A third party is anyone other than the persons already mentioned above who is authorized to process personal data.

Consent

Consent is any act by which a person indicates that they consent to the processing of their personal data. The expression of consent can be expressed in the form of a declaration or other action that confirms that consent has been given.

Collection, processing and disclosure of personal data

In principle, you can visit our website without providing any personal data. Personal data is only collected when you use certain services if you provide it to us voluntarily, e.g:

If you create support requests via our ticket system.
For orders via our webshop.
When registering for the newsletter.
When you register in our forum.
When you leave comments on our blog.

Types of data processed

Inventory data
Contact details
Content data
Contract data
Usage data
Meta/communication data

Categories of affected persons

Customers
Interested parties
Communication partner
Users
Business and contractual partners

Purposes of the processing

Provision of contractual services and customer service
Contact requests and communication
Security measures
Direct marketing
Reach measurement
Tracking
Office and organizational procedures
Managing and responding to inquiries
Feedback
Profiles with user-related information
Provision of our online offer and user-friendliness
Information technology infrastructure

Legal basis

Your personal data is processed on our website on the basis of the following legal bases

Consent (Art. 6 para. 1 sentence 1 lit. a) GDPR) - We have your consent to process your personal data for a specific purpose or several specific purposes.

Performance of a contract and pre-contractual inquiries (Art. 6 para. 1 sentence 1 lit. b) GDPR) - The processing of your personal data is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract.

Legal obligation (Art. 6 para. 1 sentence 1 lit. c) GDPR) - We process your data to fulfill a legal obligation to which we as the controller are subject.

Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR) - Processing is necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms which require protection of personal data.

Consent and purpose limitation

If the processing of personal data is necessary and there is no legal basis for this, the consent of the data subjects is generally obtained. When entering personal or business data (e-mail addresses, names, addresses), the disclosure of your data is expressly voluntary. By entering this data, you consent to the data entered being collected, processed or used for the purpose of establishing contact, processing contracts, advertising or safeguarding our own legitimate business interests with regard to advising and supporting our customers and interested parties. Data will not be collected, processed or used for any other purpose. This consent can be revoked at any time with effect for the future. This data will not be passed on unless you expressly request it.

Security measures

The transmission of data on our website takes place via TLS encryption.

This encryption protects the transmitted data according to the current state of the art. You can recognize the encryption by the https:// prefix in the address bar of your browser.

Anonymous data collection on our website

Roxtra GmbH automatically collects and stores information in its server log files that your browser transmits to us. These are, for example

Browser type/version
Operating system used
Referrer URL (the previously visited page)
Host name of the accessing computer (IP address)
Time of the server request
Similar data used for security purposes in the event of an attack on our website or IT structure

This data is not assigned to specific persons. This data is not merged with other data sources, and the data is deleted after a statistical evaluation. Rather, the collection of data ensures the correct functioning of our website, guarantees the permanent accessibility of our IT systems and guarantees the support of law enforcement authorities in the event of a cyber attack.

Processed data types: Usage data (e.g. websites visited, interest in content, access times); meta/communication data (e.g. device information, IP addresses).

Data subjects: Users (e.g. website visitors, users of online services).

Purposes of processing: Provision of our online offer and user-friendliness; information technology infrastructure (operation and provision of information systems and technical devices (computers, servers, etc.); security measures.

Legal basis: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR)

Deletion of data: Log file information is stored for a maximum of 30 days and then deleted or anonymized. Data whose further storage is required for evidentiary purposes is excluded from deletion until the respective incident has been finally clarified.

Subcontractor - Wootemple AB: Services in the field of provision of information technology infrastructure and related services (e.g. storage space and/or computing capacity).
Service provider: Wootemple AB, Kärnbogatan 20, 647 30 Mariefred, Sweden
Legal basis: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR)

Website: https://templ.io

Privacy policy: https://templ.io/legal/privacy-policy/

Data processing agreement: Provided by the service provider.

Our Internet pages use so-called "cookies" in several places, which serve to make our website more user-friendly, effective and secure. Cookies are small text files that are stored on your computer and saved by your browser. Most websites use such cookies. Many of them contain a cookie ID. This cookie ID consists of a predefined character string and helps websites to distinguish and recognize the browsers used by visitors. Most of the cookies we use are so-called "session cookies". They are automatically deleted at the end of your visit. Cookies do not cause any damage to your computer and do not contain viruses.

The purpose of cookies is to recognize users of our website. The purpose of this recognition is to make it easier for users to use our website. For example, a cookie remembers the contents of the shopping basket that you have filled in our online store.

You can find more information about cookies in our cookie policy.

Registration on our website/ in our forum

You have the option of registering on our website in order to take advantage of offers which, due to the nature of the matter, can only be made available to registered users. Personal data is collected for this purpose. This can be seen from the corresponding input mask.
Your data is collected and stored exclusively for internal use. In certain cases, such as orders in our online store, your data will be forwarded to processors, such as a parcel service provider. The latter also only uses the forwarded data for internal processing.

Furthermore, when you register, we store the IP address assigned by your Internet provider as well as the date and time of registration. The data is stored in order to prevent misuse of our services. Here too, the data is only passed on if there is a legal obligation to pass it on or if it serves to assist in criminal prosecution.
We will be happy to provide you with information about the personal data stored about you at any time. Furthermore, your stored data will be deleted upon request, provided that there are no legal retention periods to the contrary.

Processed data types: Inventory data (e.g. names, addresses); contact data (e.g. e-mail, telephone numbers); content data (e.g. entries in online forms); usage data (e.g. websites visited, interest in content, access times); meta/communication data (e.g. device information, IP addresses).

Data subjects: Users (e.g. website visitors, users of online services).

Purposes of Processing: Provision of contractual services and customer support; Feedback (e.g. collecting feedback via online form); Provision of our online services and usability; Security measures; Managing and responding to inquiries.

Legal basis: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR)

Newsletter

Subscription

We provide you with the opportunity to subscribe to the Roxtra GmbH newsletter on our website. We regularly inform our interested parties about innovations in the software products we offer or about interesting blog posts.

The data collected in this process is derived from the corresponding registration form. For legal reasons, a confirmation e-mail based on the double opt-in procedure is sent when you register. This confirms that you have actually subscribed to the newsletter.

In addition to the data shown, we store your IP address and the date and time of registration when you register. This data is collected in order to be able to trace any possible misuse of e-mail addresses at a later date.

You have the option to unsubscribe from our newsletter at any time. This can be done either via a link in the newsletters or by sending Roxtra GmbH a corresponding declaration of intent in an alternative way.

Tracking

Our newsletters contain so-called tracking pixels. This is a miniature graphic that is embedded in e-mails in HTML format. Such tracking pixels make it possible to create a log file which provides information on which links in the e-mail were opened by the recipients. We use this information to optimize the content of our newsletters. The personal data collected will not be passed on to third parties. If you unsubscribe from the newsletter, the data collected will be deleted.

Brevo

We use the Brevo tool (formerly sendinblue) to send our newsletter and manage newsletter subscribers. The personal data described in the "Subscription" section is entered into the newsletter tool of Sendinblue GmbH for this purpose and processed there.

Processed data types: Inventory data (e.g. names, addresses); Contact data (e.g. e-mail, telephone numbers); Meta/communication data (e.g. device information, IP addresses); Usage data (e.g. websites visited, interest in content, access times).

Affected persons: Communication partner.

Purposes of processing: Direct marketing (e.g. by e-mail or post).

Legal basis: Consent (Art. 6 para. 1 sentence 1 lit. a) GDPR).

Option to object (opt-out): You can cancel the receipt of our newsletter at any time, i.e. revoke your consent or object to further receipt. You will find a link to unsubscribe from the newsletter either at the end of each newsletter or you can use one of the contact options listed above, preferably e-mail.

Subcontractor - Sendinblue GmbH: Services in the field of newsletter distribution and contact management.
Service provider: Sendinblue GmbH, Köpenicker Straße 126, 10179 Berlin, Germany.
Legal basis: Consent (Art. 6 para. 1 sentence 1 lit. a) GDPR).

Website: https://www.brevo.com/

Privacy policy: https://www.brevo.com/de/legal/privacypolicy/

Data processing agreement: Provided by the service provider.

Contact via our website

You have the option of contacting us quickly and directly via our website. Here too, it is necessary to provide personal data, at least your first name, surname and e-mail address. This data is only stored internally and used in the context of communication with the enquirer.

Processed data types: Contact data (e.g. email, telephone numbers); Content data (e.g. entries in online forms); Usage data (e.g. websites visited, interest in content, access times); Meta/communication data (e.g. device information, IP addresses).

Affected persons: Communication partner.

Purposes of processing: contact requests and communication; managing and responding to requests; feedback (e.g. collecting feedback via online form); provision of our online services and user-friendliness.

Legal basis: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR).

Comment function in the blog

Our website also includes a blog. The blog is a publicly accessible portal in which Roxtra GmbH or external authors write articles or fundamental thoughts in blog posts. These contributions can be commented on.

If such a comment is left, the corresponding name of the commenter is saved and published in addition to the comment text. Furthermore, the date and time the comment was posted will also be saved and published.

For security reasons and to protect the rights of third parties, the IP address of the commenter is stored when the comment is submitted. The data will not be passed on to third parties unless this is required by law or serves to support law enforcement.

Processed data types: Inventory data (e.g. names, addresses); Contact data (e.g. e-mail, telephone numbers); Content data (e.g. entries in online forms); Usage data (e.g. websites visited, interest in content, access times); Meta/communication data (e.g. device information, IP addresses).

Data subjects: Users (e.g. website visitors, users of online services).

Legal basis: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR)

Website: https://templ.io

Privacy policy: https://templ.io/legal/privacy-policy/

Data processing agreement: Provided by the service provider.

Google Analytics

Google Analytics (with anonymization function) is used on our website. Google Analytics is a web analysis service that collects and evaluates data about the behavior of website visitors. For example, it records how long a person has visited our website, which subpages were clicked on and which page the visitor came from. These evaluations are mainly used to optimize our website and for the cost-benefit analysis of Internet advertising.

Google Analytics uses cookies that enable your use of the website to be analyzed. A detailed explanation of cookies can be found in the section "Cookies." Our website uses Google Analytics with the extension "_anonymizeIp()", which means that IP addresses are only processed in abbreviated form in order to prevent them from being directly linked to a specific person. Google will use this information on behalf of the operator of this website to evaluate your use of the website, to compile reports on website activity and to provide the website operator with other services relating to website activity and internet usage.

The cookie is used to transmit personal data to us. This includes, among other things, the location from which our website was accessed. Each time you visit our website, this personal data, including your IP address, is transmitted to Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland.

You can prevent the storage of cookies by selecting the appropriate settings in your browser software or our cookie banner; however, we would like to point out that in this case you may not be able to use all the functions of our website to their full extent. You can also prevent Google from collecting the data generated by the cookie and relating to your use of the website and from processing this data by Google by downloading and installing the browser plug-in available at the following link: http://tools.google.com/dlpage/gaoptout?hl=de

Processed data types: Usage data (e.g. websites visited, interest in content, access times); meta/communication data (e.g. device information, IP addresses).

Data subjects: Users (e.g. website visitors, users of online services).

Purposes of Processing: Web Analytics (e.g. access statistics, recognition of returning visitors); Profiles with user-related information (Creating user profiles); Tracking (e.g. profiling based on interests and behavior, use of cookies); Provision of our online services and usability.

Security measures: IP masking (pseudonymization of the IP address).

Legal basis: Consent (Art. 6 para. 1 sentence 1 lit. a) GDPR).

Subcontractor - Google Analytics: Web analysis, reach measurement and measurement of user flows.
Service provider: Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland
Legal basis: Consent (Art. 6 para. 1 sentence 1 lit. a) GDPR).

Website: https://marketingplatform.google.com/intl/de/about/analytics

Privacy policy: https://policies.google.com/privacy

Data processing agreement: https://business.safety.google/adsprocessorterms

Standard contractual clauses (guaranteeing the level of data protection for processing in third countries): https://business.safety.google/adsprocessorterms
Further information: https://privacy.google.com/businesses/adsservices (types of processing and data processed).

Google Adwords

Google Adwords is used on our website. This is a service that allows advertising within Google search. The ads are displayed when a user uses certain keywords in the Google search.

The purpose of these ads is to display topic-relevant advertising and thus also to promote our website. Furthermore, Google AdWords is also used to place advertisements on third-party websites.

In order to be able to analyze whether a visitor has reached our website via such an advertisement, Google Adwords sets so-called conversion cookies. These cookies are not used to identify the visitor and lose their validity after 30 days. Google uses them to generate statistics that show the success or failure of an advertisement.

Each time you visit our website, personal data, including your IP address, is transmitted to Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland.

You can prohibit the storage of cookies via your browser settings. You can find detailed information on this in the "Cookies" section.

Processed data types: Usage data (e.g. websites visited, interest in content, access times); meta/communication data (e.g. device information, IP addresses).

Data subjects: Users (e.g. website visitors, users of online services).

Purposes of processing: Reach measurement (e.g. access statistics, recognition of returning visitors); measuring the success of marketing measures; provision of our online offer and user-friendliness.

Legal basis: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR)

Subcontractor - Google Ads: Online advertising.
Service provider: Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland
Legal basis: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR)

Website: https://ads.google.com/intl/de_de/home/

Privacy policy: https://policies.google.com/privacy

Data processing agreement: https://business.safety.google/adsprocessorterms

Microsoft Advertising

We use Microsoft Advertising on our website. For the purpose of measuring marketing success, a so-called conversion cookie is placed on your computer when you click on one of our ads. This cookie is used to record how many people have clicked on one of our Microsoft Advertising ads. Only the total number of people can be analyzed by us; individuals cannot be identified.

The conversion cookie set on your computer is only valid for a limited period of time. The following information is collected by this cookie Your IP address, information about your browser and device, identifiers assigned by Microsoft, the previous website from which you accessed our website (referrer URL), the address (URL) of our website.

Your data will be transferred to Microsoft South County Business Park, One Microsoft Place, Carmanhall and Leopardstown, Dublin, D18 P521, Ireland.

You can find Microsoft's privacy policy here: https: //privacy.microsoft.com/de-de/privacystatement

Subcontractor - Microsoft Advertising: Online advertising.
Service provider: Microsoft Ireland Operations Limited, South County Business Park, One Microsoft Place, Carmanhall and Leopardstown, Dublin, D18 P521, Ireland

Legal basis: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR)

Website: https://about.ads.microsoft.com/de-de

Privacy policy: https://privacy.microsoft.com/de-de/privacystatement

Data processing agreement: https://wwlpdocumentsearch.blob.core.windows.net/prodv2/MicrosoftProductandServicesDPA(WW)(German)(Sept2022)(CR).docx?sv=2020-08-04&se=2123-01-12T14:43:58Z&sr=b&sp=r&sig=pSHivkideNTB%2BmydAMd9AMfdI7nmCnTgSWYUd7WNLMs%3D

Standard contractual clauses (guaranteeing the level of data protection for processing in third countries): https://learn.microsoft.com/de-de/compliance/regulatory/offering-eu-model-clauses
Further information: https://privacy.microsoft.com/de-de

If-So

A component for geolocation tracking from If-So Technologies Ltd. is used on our website. The function of geolocation tracking is to determine the location of the website visitor.

When you access our website, your IP address is used to determine the country and region from which you are accessing our website. For this purpose, your IP address is transmitted to the company If-So Technologies Ltd.

The transfer takes place to a third country outside the European Union (Israel). The data transfer to Israel is based on Art. 45 (1) GDPR and the adequacy decision between Israel and the European Union.

If-So Technologies Ltd, Bar Kochva Street 23, Floor 19, Bnei Brak, Israel, is responsible for the processing.

You can find If-So's privacy policy here:

https://www.if-so.com/privacy-policy

Subcontractor - If-So Technologies Ltd.: Location Detection.
Service provider: If-So Technologies Ltd, Bar Kochva Street 23, Floor 19, Bnei Brak, Israel.

Legal basis: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR)

Website: https://www.if-so.com/

Privacy policy: https://www.if-so.com/privacy-policy

Adequacy decision of the European Union: https://eur-lex.europa.eu/legal-content/DE/TXT/?uri=CELEX%3A32011D0061

Calendly

We use Calendly on our website. For the booking of online presentations directly via our website, personal data such as name, e-mail address, company name and telephone number are collected. The selected appointment is transferred to Roxtra GmbH via Calendly and entered in the corresponding calendars, which are part of the Microsoft 365 package.

Your data will be transferred to Calendly, Inc, 115 E Main St., Ste A1B, Buford, GA 30518, USA.

You can find Calendly's privacy policy here: https://calendly.com/legal/data-processing-addendum

Subcontractor - Calendly: Online appointment booking.
Service provider: Calendly, Inc, 115 E Main St, Ste A1B, Buford, GA 30518, USA

Legal basis: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR)

Website: https://calendly.com/de

Privacy policy: https://calendly.com/legal/data-processing-addendum

Order processing contract: https://calendly.com/legal/data-processing-addendum

Calendly Inc. is part of the EU-U.S. Data Privacy Framework and thus guarantees a level of data protection that complies with the GDPR standard.

Further information: https://calendly.com/legal/privacy-notice

Rights of data subjects

You have the right to obtain confirmation at any time as to whether or not personal data concerning you is being processed. You also have the right at any time to obtain information about the personal data stored about you, its origin and recipients and the purpose of storage. Information about the stored data can be obtained from the data protection officer at privacy@roxtra.com. We will be happy to provide you with the personal data we have stored about you in a structured, commonly used, machine-readable format.

Furthermore, you are entitled to information about the purposes of processing and the categories of personal data that are processed. Upon request, you will also receive the recipients or categories of recipients to whom the personal data have been or will be disclosed, in particular recipients in third countries or international organizations.

If the personal data is not collected from the data subject, we will provide you with all available information about the origin of the data. If possible, we will also tell you the planned duration for which the personal data will be stored or, if this is not possible, the criteria for determining this duration.

Furthermore, we point out the existence of a right of appeal to a supervisory authority and the existence of automated decision-making including profiling in accordance with Article 22 (1) and (4) GDPR and, in these cases, meaningful information on the logic involved and the scope and intended effects of such processing for the data subject

In addition, you have the right to rectification, blocking and erasure (right to be forgotten) of this personal data in accordance with the statutory provisions. You can also object to the processing of your data.

In the event of a request for deletion, we will comply with it immediately if one of the following reasons applies:

The processing of personal data is no longer necessary
The data subject withdraws consent on which the processing is based according to point (a) of Article 6(1) GDPR, or point (a) of Article 9(2) GDPR, and where there is no other legal ground for the processing
The data subject objects to the processing pursuant to Art. 21 (1) GDPR and there are no overriding legitimate grounds for the processing, or the data subject objects to the processing pursuant to Art. 21 (2) GDPR.
The personal data was processed unlawfully.
The deletion of personal data is necessary to fulfill a legal obligation under Union law or the law of the Member States to which the controller is subject.
The personal data was collected in relation to information society services offered in accordance with Art. 8 para. 1 GDPR.

If your personal data is processed for direct marketing purposes, you can object to the processing for advertising purposes at any time. Your data will then no longer be processed for the purpose of direct advertising.

Applications and application procedure

We collect and process personal data as part of the application process in order to ensure that this process runs smoothly. This processing may be carried out electronically, in particular if the application documents are sent electronically. If an employment contract is concluded with the applicant, the data transmitted will be stored in accordance with the statutory provisions. If no employment contract is concluded with the applicant, the application documents will be automatically deleted two months after notification of the rejection decision. Deletion will not take place if other legitimate interests conflict with this (e.g. proceedings under the General Equal Treatment Act).

Processed data types: Inventory data (e.g. names, addresses); Contact data (e.g. e-mail, telephone numbers); Content data (e.g. entries in online forms); Meta/communication data (e.g. device information, IP addresses).

Persons concerned: Applicants

Purposes of processing: Reviewing, evaluating and filtering applications, carrying out application procedures.

Legal basis: Consent (Art. 6 para. 1 sentence 1 lit. a) GDPR)

Retention period

The storage of personal data is based on the statutory retention periods. After this period has expired, the data is routinely deleted, provided that it is no longer required for contract fulfillment or contract initiation.

Security

Roxtra GmbH uses technical and organizational security measures to protect the data you provide to Roxtra GmbH against accidental or intentional manipulation, loss, destruction or access by unauthorized persons and to ensure that our website is protected as completely as possible. Nevertheless, we would like to point out that complete protection can never be guaranteed in the context of Internet-based data transmissions. You are therefore welcome to provide us with personal data by alternative means (e.g. by fax or telephone). Our security measures are continuously improved in line with technological developments.

Further information

Your trust is important to us. That is why we are always available to answer your questions regarding the processing of your personal data. If you have any questions that are not answered by this privacy policy or if you would like more detailed information on any point, please contact the data protection officer at any time: privacy@roxtra.com.

Address

Roxtra GmbH
Schillerstrasse 21
D-73033 Göppingen

Tel.: 07161 50570 0
Fax: 07161 50570 29
E-mail: service@roxtra.com

Status: January 2023