Information on data collection

The controller within the meaning of the GDPR is the company within the SYNAXON Group responsible for your contractual relationship. The SYNAXON Group includes the following companies:

• SYNAXON AG,
  Falkenstraße 31, 33758 Schloß Holte-Stukenbrock,
  Telephone: +49 (0) 5207 / 9299-200, Fax: +49 (0) 5207 / 9299-296, Email: info@synaxon.de
• SYNAXON Project and Trading GmbH,
  Falkenstraße 31, 33758 Schloß Holte-Stukenbrock,
  Telephone: +49 (0) 5207 / 9299-400, Fax: +49 (0) 5207 / 9299-296, Email: info@synaxon.de
• SYNAXON Services GmbH,
  Falkenstraße 31, 33758 Schloß Holte-Stukenbrock,
  Telephone: +49 (0) 5207 / 9299-365, Fax: +49 (0) 5207 / 9299-296, Email: info@synaxon.de
• SYNAXON Austria GmbH,
  The Icon Vienna, Tower 24, 3rd Floor, Wiedener Gürtel 13, 1100 Vienna
  Telephone: +43 1 3611600-0, Email: synaxonaustria@synaxon.com

We process personal data that we receive in connection with the initiation of a contract (e.g. inquiry, telephone or email contact, preparation of an offer, event booking) or from the contractual relationship with you.

 

We receive the data either directly from you or from publicly accessible sources (e.g., commercial registers), or it is collected and processed based on legal regulations. In particular, the following data or categories of data are processed:

• Master data, such as first name, last name, company address, associated company, function, date of birth if applicable
• Contact details, such as email address, telephone number (landline and/or mobile)
• Names, email addresses, telephone numbers and other (contact) details of the respective contact persons or your employees
• As part of the application process: applicant's contact details (e.g., first and last name, email address, telephone number); application documents (e.g., CV, cover letter, professional development data, qualifications, and language skills)
• Contract data, such as customer number, bank details, tax number/VAT ID
• Credit data
• Payment and billing data
• Usage data and logs
• Correspondence data (e.g., written correspondence with you), including emails generated when you contact us via procurement platforms such as ITscope.
• If you call us, we will record the time of call, the calling number, the number called and the duration of the call
• Advertising and sales data
• Sales data (type and quantity of products purchased during the period in question)
• Quotation data, project inquiry data and order transactions
• Photos that you provide to us or that are taken during events in which you are a participant/visitor
• personal data that we lawfully obtain from publicly accessible sources (e.g., commercial register, credit information from Creditreform)
• End customer data, if required for ordering licenses or collecting project price inquiries
• and other data comparable to the above categories.

 

In addition, we also process personal data when you use the telemedia we offer (e.g., the time you access our websites, apps, or newsletters, pages clicked, entries, etc.). Information about this data processing and your data protection claims and rights can be found in our privacy policies on the respective websites.

For the execution of contracts

We process your data to initiate and implement our contractual relationship with you. This processing is carried out, among other things, for the purposes of order processing, the creation of invoices and credit notes, the administration and processing of contracts, the administration and enforcement of claims, and in the interest of comprehensive customer support. The specific purposes of data processing are primarily determined by the respective contract. Further details on the purpose of data processing can be found in the relevant contract documents and terms and conditions. The legal basis for this data processing is Art. 6 (1) (b) GDPR.

 

To fulfill legal obligations

In addition, we process your data to fulfill legal obligations to which we are subject. These include, in particular, retention requirements under tax and commercial law, obligations related to statutory accounting, or regulations regarding risk assessment, fraud, and money laundering prevention. The legal basis for this data processing is Art. 6 (1) (c) GDPR.

 

To protect legitimate interests

We process personal data to protect our own legitimate interests or the interests of third parties, unless the interests or fundamental rights and freedoms of the data subject that require protection of personal data prevail. Our legitimate interests include, in particular:

• Optimization of needs analysis procedures for direct customer contact
• Distribution analyses and sales management
• Assessment of the economic viability of the business relationship
• Measures for business management and further development of services and products
• Data exchange with credit agencies to determine creditworthiness and default risks
• For advertising or market and opinion research purposes, unless you have objected to the use of your data
• Security precautions to ensure IT operations and IT security 

 

The legal basis for this data processing is Art. 6 (1) (f) GDPR.

 

Based on your consent

If and to the extent that you have given us your consent to process your personal data for specific purposes (e.g., receiving a newsletter), this consent forms the legal basis for data processing in accordance with Art. 6 (1) (a) GDPR. You can revoke your consent to data processing at any time without affecting the legality of the processing carried out on the basis of your consent until the revocation.

We collect and process applicants' personal data for the application process. If an employment contract is concluded with us based on the application, the submitted data will be stored for the purpose of processing the employment relationship in compliance with legal regulations. If an employment contract is not concluded, the application documents will be deleted six months after receipt of the application, provided that no other legitimate interests on our part conflict with deletion. Other legitimate interests in this sense include, for example, the burden of proof in proceedings under the General Equal Treatment Act (AGG). The legal basis for storing the data is Art. 6 (1) (a) and (f) GDPR.

Your data will only be passed on to third parties outside the SYNAXON group of companies if you have expressly consented to the transfer beforehand, if we are required to do so by law, or if there is a legal authority to do so (see below). 

 

Within the SYNAXON Group, your data will be shared, among other things, to establish or initiate a business relationship with you. For this purpose, your personal data will be stored in central databases for internal group billing and accounting purposes, as well as for customer care and support.

 

To the extent that this is necessary for the performance of a contract with you in accordance with Article 6(1)(b) GDPR, your personal data will be disclosed to third parties. This includes disclosure to our affiliated service providers and distributors; as well as disclosure of your name and company to instructors if you have booked a seminar. 

 

For first-time orders with SYNAXON Austria, we transmit your name, the name of your company (Firma) and your contact details to Creditreform Bielefeld Riegel & Unger KG for the purpose of a credit check of your company, from whom we obtain the necessary data.

 

To fulfill our tasks and contract fulfillment (e.g., to send newsletters), we sometimes use external service providers and contractors who are granted access to your data to the extent necessary and are permitted to use it exclusively for the fulfillment of the orders placed. These contractors are carefully selected and contractually bound in accordance with Art. 28 GDPR.

We transfer personal data to a service provider (cloud infrastructure provider) in the USA. To ensure an appropriate level of protection at the service provider, we use the European Commission's standard data protection clauses for the transfer of data outside the EU.

The duration of storage of personal data is determined by the respective statutory retention period. After expiration of this period, the corresponding data will be deleted unless it is no longer required for the fulfillment or initiation of a contract and/or we have no legitimate interest in continued storage. If data must be deleted due to the exercise of intervention rights (e.g., when asserting a right to deletion or revoking consent), the corresponding data will be deleted immediately.

Within the scope of our business relationship, you generally only need to provide the personal data necessary for establishing, executing, and terminating the respective contractual relationship. Otherwise, the conclusion of the contract, your participation in an event, or the processing of your request will not be possible; we will generally no longer be able to execute an existing contract and may have to terminate it. The provision of personal data beyond this is not required by law.

We do not use automated decision-making in accordance with Art. 22 GDPR, including profiling.

The applicable data protection law grants you various rights regarding the processing of your personal data. You have the right

• to information pursuant to Article 15 GDPR,
• to rectification pursuant to Article 16 GDPR,
• to deletion according to Article 17 GDPR,
• to restriction of processing pursuant to Article 18 GDPR,
• to information pursuant to Art. 19 GDPR,
• to data portability according to Article 20 GDPR,
• to object under Article 21 GDPR (see below),
• to lodge a complaint with a supervisory authority pursuant to Article 77 GDPR.

The right to information is subject to the restrictions set out in Section 44 Paragraph 2 in conjunction with Section 43 Paragraph 4 of the GDPR. The right to erasure is subject to the restrictions set out in Section 1 Paragraph 3 and Section 45 of the GDPR.

You have the right to revoke your consent to the processing of personal data at any time with future effect. In the event of revocation, we will delete the data in question immediately, unless further processing can be based on a legal basis for processing without consent. Revoking your consent does not affect the legality of the processing carried out on the basis of your consent until the revocation.

If we process your personal data pursuant to Art. 6 (1) (f) GDPR as part of a balancing of interests based on our overriding interest, you have the right to object to this processing at any time with future effect for reasons arising from your particular situation. If you exercise your right of objection, we will stop processing the data in question unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms, or the processing serves to assert, exercise, or defend legal claims.

 

If we process personal data for direct marketing purposes, you have the right to object at any time to the processing of personal data concerning you for such advertising purposes. If you exercise your right of objection, we will stop processing the data concerned for advertising purposes.

The following details advise you on the processing of your personal data by SYNAXON AG in relation to existing or future contractual relationships as well as all your entitled rights. Details on which data is processed and how it is used predominantly depend on the services agreed with yourself and therefore differ from case to case. Specifics therefore result from the respective agreements as well as the underlying terms and conditions. Please pass this information on to whom this may concern in your company, as well as current and future authorized representatives.

Person responsible within the meaning of the General Data Protection Regulation (EU GDPR) is the relevant company of the SYNAXON group of companies for your contractual relationship. The following companies belong to the SYNAXON group of companies:

• SYNAXON AG,
  Falkenstraße 31, D-33758 Schloß Holte-Stukenbrock, Germany,
  phone: +49 (0) 5207 / 9299-200, fax: +49 (0) 5207 / 9299-296, Email: info@synaxon.de
• SYNAXON Project and Trading GmbH,
  Falkenstraße 31, D-33758 Schloß Holte-Stukenbrock, Germany,
  Telephone: +49 (0) 5207 / 9299-400, Fax: +49 (0) 5207 / 9299-296, Email: info@synaxon.de
• SYNAXON Services GmbH,
  Falkenstraße 31, 33758 Schloß Holte-Stukenbrock, Germany,
  Telephone: +49 (0) 5207 / 9299-365, Fax: +49 (0) 5207 / 9299-296, Email: info@synaxon.de
• SYNAXON Austria GmbH,
  The Icon Vienna, Tower 24, 3rd Floor, Wiedener Gürtel 13, 1100 Vienna
  Telephone: +43 1 3611600-0, Email: synaxonaustria@synaxon.com

We process all personal data that we receive in connection with the initiation of a contract (eg enquiry, telephone or e-mail contact, preparation of an offer, booking of an event) or from the contractual relationship with you. 

 

The data is received either directly from yourself or from publicly accessible sources (eg commercial register) or they are collected and processed in accordance with legal regulations. In particular, the following data or categories of data are processed:

• Master data, such as name, surname, company address, associated company, function, date of birth if applicable
• Contact details, such as e-mail address, telephone number (landline and/or mobile phone)
• Names, e-mail addresses, telephone numbers and other (contact) data of the respective contact persons or your employees
• In the context of application procedures: Contact data of the applicant (eg first and last name, e-mail address, telephone number); application documents (eg CV, cover letter, career development data, qualifications and language skills).
• Contract data, such as customer number, bank details, tax number/VAT no
• Credit rating data
• Payment data and billing information
• Usage data and protocols
• Correspondence data (eg correspondence with you), including e-mails that arise when you contact us via procurement platforms
• When calling us, we record the call time, number calling, number called and duration of the call
• Advertising and sales data
• Turnover data (type and quantity of products purchased in a relevant period)
• Quote data, data on project inquiries and order transactions
• Photos provided by you or taken at events of which you are a participant/visitor
• Personal data which we may legitimately process from publicly accessible sources (eg commercial register, data from credit rating agencies)
• End customer data, if required for ordering licenses or requesting special bid prices
• and other data similar to those categories.

 

Beyond the data above, we also process personal data produced whilst using telemedia offered by us (eg point of time when entering our websites, apps or newsletters, clicked pages, entries, etc.) Find further information on these data processes and your data protection claims and rights in our data protection declarations on the respective websites.

To execute contracts

We process your data to initiate and implement our contractual relationship with you. The processing is carried out, among other things, for order processing, for invoice and credit notes preparation, for the administration and processing of contracts, administration and enforcement of claims and in the interest of comprehensive customer service. The specific purposes of data processing depend primarily on the respective contract. Further details on the purpose of data processing can be found in the relevant contractual documents as well as the terms and conditions. The legal basis for this data processing is Article 6(1) (b) GDPR.

 

To fulfil legal obligations

In addition, we process your data to fulfill legal obligations we are subject to. These include in particular tax and commercial law storage regulations, obligations in connection with legal accounting or regulations regarding risk assessment, fraud and money laundering prevention. The legal basis for this data processing is Article 6(1) (c) GDPR.

 

To protect legitimate interests

We process personal data to protect the legitimate interests of ourselves or third parties, unless these conflict with the interests or fundamental rights and freedoms of the data subject, as this personal data requires to be protected. Our legitimate interests include in particular:

• Optimization of methods for needs assessments in regards to direct customer approach
• Distribution analysis and sales management
• Assessment of the economic viability of business relationships
• Measures for business management and development of services and products
• Data exchange with credit rating agencies to determine credit and default risks
• Advertising activities or market and opinion research, if the data usage has not been objected
• Security precautions to guarantee IT operations and IT security

 

The legal basis for this data processing is Article 6 (1) (f) GDPR.

 

On the basis of your consent

If you have given us your consent to process your personal data for certain purposes (eg receipt of a newsletter), the respective consent pursuant to Article 6 (1) (a) GDPR is the legal basis for data processing. You can revoke your consent to data processing at any time without affecting the legality of the processing carried out on the basis of the consent until revocation

We collect and process the personal data of applicants for the purposes of the application process. If an employment contract is concluded with us as a result of the application, the data transmitted will be stored for the purpose of processing the employment relationship in compliance with the statutory provisions. If an employment contract is not concluded, the application documents will be deleted six months after receipt of the application, provided that no other legitimate interests on our part prevent deletion. Other legitimate interests in this sense include, for example, a duty to provide evidence in proceedings under the General Equal Treatment Act (AGG). The legal basis for the storage of the data is Article 6 (1) (a) and (f) GDPR.

Your data will only be passed on to third parties outside the SYNAXON group if you have given your expressed prior consent to this, if we are obliged to do so on the basis of statutory regulations or if there is a statutory right of transfer (see below).

 

Within the SYNAXON group your data will be passed on, among other things, for the implementation or initiation of the business relationship with yourself. For this purpose, your personal data is stored in our central databases for group-internal invoicing and accounting purposes as well as for customer care / support.

 

Your personal data will be passed on to third parties if necessary according to Article 6 (1) (b) GDPR to execute the contractual relationship with you. This includes passing data on to our affiliated service providers and distributors, as well as passing on your name and company to lecturers if you have booked a seminar.

 

In cases of initial payments to SYNAXON Austria we transmit your name, the name of your company and your contact data to Creditreform Bielefeld Riegel & Unger KG for the purpose of checking the creditworthiness of your company, from whom we receive the necessary data.

 

To fulfill our tasks and to fulfill the contract (eg to send newsletters) we use external service providers and contractors who have access to your data to the required extent and who may only use the data for the fulfillment of the orders placed. The contractors are carefully selected and contractually bound by Article 28 GDPR.

We transfer personal data to a service provider (cloud infrastructure provider) in the USA. We use the standard data protection clauses of the European Commission for the transfer of data to other EU countries to ensure an appropriate level of protection at the service provider.

The duration of the storage of personal data is determined by the respective legal retention period. After the deadline, the corresponding data is routinely deleted, if it is no longer required for contract fulfillment or contract initiation and / or we have no legitimate interest in the re-storage. If data is to be deleted due to the exercise of intervention rights (for example in the case of the assertion of a cancellation claim or the revocation of a consent), the corresponding data will be deleted immediately.

As part of our business relationship, you are generally only required to provide the personal data required to establish, execute and terminate the respective business relationship. If not required the conclusion of the contract, your participation at an event or the processing of your request will not be possible; as a rule, we will no longer be able to execute on an existing contract and may have to terminate it. Other than this, the provision of personal data is not prescribed by law

We do not use automated decision making according to Article 22 GDPR, including profiling.

The applicable data protection law grants you various rights regarding the processing of your personal data. You have

• the right of access under Article 15 GDPR,
• the right to rectification under Article 16 GDPR,
• the right to erasure under Article 17 GDPR,
• the right to restrict processing under Article 18 GDPR,
• notification obligation regarding rectification or erasure of personal data or restriction of processing under Article 19 GDPR,
• the right to object under Article 21 GDPR (see below) as well as
• the right to data portability under Article 20 GDPR
• the right to appeal to a supervisory authority under Article 77 GDPR.

The restrictions under § 44 Para. 2 in conjunction with §43 Para. 4 DSG apply to the right to information.The restrictions under §1 Para. 3 DSG and §45 DSG apply the right to erasure.

You have the right to withdraw your consent to the processing of personal data at any time with future effect. In the case of withdrawal, we will delete the data concerned immediately, as far as further processing cannot be based on a legal basis for consentless processing. The revocation of consent does not affect the legality of the processing carried out on the basis of the consent until revocation.

If we process your personal data as part of a balance of interests based on our overriding interest, you have the right at any time, for reasons that arise from your particular situation, to file an objection against this processing with effect for the future.

 

If you exercise your right of objection, we will cease processing the data concerned unless we can demonstrate compelling legitimate reasons for the processing which outweigh your interests, rights and freedoms or the processing serves to assert, exercise or defend legal claims.

 

If personal data is processed by us in order to operate direct mail, you have the right to object at any time the processing of personal data concerning you for the purpose of such advertising. If you exercise your right of objection, we will stop the processing of the relevant data for advertising purposes.