Privacy policy » Docestate

Privacy policy

In accordance with the statutory provisions of data protection law (in particular the new version of the German Federal Data Protection Act (BDSG) and the European General Data Protection Regulation (GDPR), we inform you below about the type, scope and purpose of the processing of personal data by our company. This privacy policy also applies to our websites and social media profiles. With regard to the definition of terms such as “personal data” or “processing”, we refer to Art. 4 GDPR.

1. Name and contact details of the controller

Controller within the meaning of Art. 4 para. 7 GDPR is:

DocEstate GmbH
Vilbeler Str. 29
60313 Frankfurt am Main

Data protection officer:

Gabriele von Thüngen-Reichenbach
Attorney at Law
Specialist lawyer for IT law | intellectual property law | copyright and media law
Certified data protection officer (TÜV Süd) | Certified data protection auditor (TÜV Nord)

E-mail address: datenschutz@docestate.com

2. Collection, storage and deletion of personal data and the nature and purpose of their processing

a) When visiting our website

When you visit our website, the browser used on your device automatically sends information to the server of our website. This information is temporarily stored in a so-called log file. The following information is collected without any action on your part and stored until it is automatically deleted:

IP address;
Internet service provider of the user;
Date and time of access;
Browser type;
Language and browser version;
Content of the data retrieval;
Time zone;
Access status/HTTP status code;
Amount of data;
Websites from which the request originates;
Operating system.

This data is not stored together with your other personal data.

We store this data in server log files for security reasons. At the end of this period, these are automatically deleted, unless we need to retain them for evidence purposes in the event of attacks on the server infrastructure or other legal violations.

The aforementioned data is processed by us for the following purposes:

Ensuring a smooth connection setup and convenient use of the website
Evaluation of system security and stability
Statistical analysis and
Prosecution in the event of concrete indications of unlawful use

The legal basis for data processing is Art. 6 para. 1 sentence 1 lit. f GDPR. Our legitimate interest follows from the purposes for data collection listed above.

Unless there are specific indications of unlawful use, we never use the data collected for the purpose of drawing conclusions on your person.

b) When contacting us via our e-mail address, by telephone or fax

If you send us messages via our e-mail address, by telephone or fax, your details, including the contact details you provide there, will be stored by us to process your enquiry and in the event of follow-up questions.

When contacting us by telephone, your telephone number will be processed to process the contact enquiry and its handling and temporarily stored or displayed in the RAM / cache of the telephone device / display. The storage takes place for liability and security reasons in order to be able to provide proof of the call and for economic reasons in order to enable a callback. In the event of unauthorised advertising calls, we block the telephone numbers.

The device cache saves and successively overwrites or deletes old data; when the device is disposed of, all data is deleted and the memory may be destroyed. Blocked telephone numbers are checked annually to see whether they need to be blocked.

You can prevent the telephone number from being displayed by calling with the telephone number suppressed.

Data processing for the purpose of contacting us is carried out on the basis of Art. 6 para. 1 lit. b GDPR, provided that your enquiry is related to the fulfilment of a contract or is necessary for the implementation of pre-contractual measures. In all other cases, the processing is based on your consent (Art. 6 para. 1 lit. a GDPR) and/or on our legitimate interests (Art. 6 para. 1 lit. f GDPR), as we have a legitimate interest in the lawful and effective processing of the enquiries addressed to us.

The criterion for the duration of the storage of personal data is the respective statutory retention period. After this period has expired, the corresponding data is routinely deleted, provided that it is no longer required for the fulfilment or initiation of a contract or you have not consented to further storage or we have a legitimate interest in further storage.

c) Conclusion and processing of contracts

We process inventory data (e.g. company, title/academic degree, names and addresses as well as contact details of users, e-mail), contract data (e.g. services used, names of contact persons) and payment data (e.g. bank details, payment history) for the conclusion and fulfilment of the contract, in particular for the fulfilment of our contractual obligations (knowledge of who the contractual partner is; justification, content design and execution of the contract; checking for bank details, payment history) for the conclusion and performance of the contract, in particular for the fulfilment of our contractual obligations (knowledge of who the contractual partner is; justification, content and execution of the contract; checking the plausibility of the data) and services (e.g. contacting customer service) in accordance with Art. 6 para. 1 sentence 1 lit b GDPR. The entries marked as mandatory in online forms are required for the conclusion of the contract.

This data will not be passed on to third parties unless it is necessary to pursue our claims (e.g. transfer to a lawyer for debt collection) or to fulfil the contract (e.g. transfer of data to payment providers) or there is a legal obligation to do so in accordance with Art. 6 Para. 1 S. 1 lit. c GDPR.

The data is deleted as soon as it is no longer required to fulfil the purpose for which it was collected. This is the case for inventory and contract data when the data is no longer required for the fulfilment of the contract and no more claims can be asserted under the contract because they are time-barred (warranty: two years / standard limitation period: three years). Due to commercial and tax law requirements, we are obliged to store your address, payment and order data for a period of ten years. However, we restrict processing after three years if the contract is terminated, i.e. your data will only be used to fulfil legal obligations. Information in the user account remains until it is deleted.

d) Customer Relationship Management System (“CRM System”)

We may store your details and contact enquiry in our Customer Relationship Management System (“CRM System”) or a comparable system.

3. Use of cookies and opt-out option

We use so-called cookies when you visit our website. Cookies are small text files that your Internet browser places and stores on your computer. When you visit our website again, these cookies provide information to automatically recognise you. The information obtained in this way is used to optimise our website technically and economically and to provide you with easier and more secure access to our website. When you visit our website, we inform you about the use of cookies for the aforementioned purposes and how you can object to this or prevent their storage (“opt-out”) by means of a reference to our privacy policy. Our website uses session cookies, persistent cookies and third-party cookies:

Session cookies: We use so-called cookies to recognise multiple use of an offer by the same user (e.g. if you have logged in to determine your login status). When you visit our site again, these cookies provide information to automatically recognise you. The information obtained in this way is used to optimise our services and make it easier for you to access our site. When you close the browser or log out, the session cookies are deleted.

Persistent cookies: These are automatically deleted after a specified period, which may vary depending on the cookie. You can delete cookies at any time in the security settings of your browser.

Cookies from third-party providers (third-party cookies): Depending on your wishes, you can configure your browser settings and, for example, refuse to accept third-party cookies or all cookies. However, we would like to point out that you may then not be able to use all the functions of this website. Read more about these cookies in the respective privacy policies of the third-party providers.

The legal basis for this processing is Art. 6 para. 1 sentence lit. f GDPR, as we have a legitimate interest in the effective functionality of the website.

Objection and “opt-out”: You can generally prevent cookies from being stored on your hard drive by selecting “Do not accept cookies” in your browser settings. However, this may restrict the functionality of our services. You can object to the use of cookies from third-party providers for advertising purposes via a so-called “opt-out” via this American website (https://optout.aboutads.info) or this European website (http://www.youronlinechoices.com/de/praferenzmanagement/).

4. Use of fonts from Google Web Fonts

a) Description, scope and purpose of data processing

Our website uses so-called web fonts provided by Google Inc, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA (hereinafter referred to as “Google”) for the standardised display of fonts. When you access a page, your browser loads the required web fonts into your browser cache in order to display texts and fonts correctly.

For this purpose, the browser you are using must connect to Google’s servers. This informs Google that our website has been accessed via your IP address.

b) Legal basis for data processing

The use of Google Web Fonts is in the interest of a uniform and appealing presentation of our online offers. This constitutes a legitimate interest within the meaning of Art. 6 para. 1 lit. f GDPR. For the exceptional cases in which personal data is transferred to the USA, Google has submitted to the EU-US Privacy Shield, https://www.privacyshield.gov/EU-US-Framework. We have concluded an order processing contract with Google and fully implement the strict requirements of German and European data protection law when using Google.

c) Elimination option by setting your browser

You can set your browser so that the fonts are not loaded from the Google servers, e.g. by installing add-ons such as NoScript or Ghostery for Firefox. If your browser does not support Google Web Fonts or you prevent access to the Google servers, the text will be displayed in the system’s default font.

Further information on Google Web Fonts can be found at https://developers.google.com/fonts/faq and in Google’s privacy policy: https://www.google.com/policies/privacy/.

5. Legal basis for the processing of personal data

Below we inform you about the legal basis for the processing of personal data:

If we have obtained your consent for the processing of personal data, Art. 6 para. 1 sentence 1 lit. a GDPR is the legal basis.
If the processing is necessary for the fulfilment of a contract or for the implementation of pre-contractual measures that are carried out at your request, Art. 6 para. 1 sentence 1 lit. b GDPR is the legal basis.
If the processing is necessary to fulfil a legal obligation to which we are subject (e.g. statutory retention obligations), Art. 6 para. 1 sentence 1 lit. c GDPR is the legal basis.
If processing is necessary in order to protect the vital interests of the data subject or of another natural person, Art. 6 para. 1 sentence 1 lit. d GDPR is the legal basis.
If the processing is necessary to protect our legitimate interests or the legitimate interests of a third party and your interests or fundamental rights and freedoms do not prevail in this respect, Art. 6 para. 1 sentence 1 lit. f GDPR is the legal basis.

6. Disclosure of personal data to third parties and processors

Your personal data will not be transferred to third parties for purposes other than those listed below.
We only pass on your personal data to third parties if:
You have given your express consent to this in accordance with Art. 6 para. 1 sentence 1 lit. a GDPR,
this is necessary in accordance with Art. 6 para. 1 sentence 1 lit. b GDPR for the processing of contractual relationships, when passing on data to online payment providers, or for the implementation of pre-contractual measures with you,
there is a legal obligation for us to pass on the data in accordance with Art. 6 para. 1 sentence 1 lit. c GDPR
the processing is necessary to protect your vital interests or those of another natural person, Art. 6 para. 1 sentence 1 lit. d GDPR
disclosure is necessary for the establishment, exercise or defence of legal claims pursuant to Art. 6 para. 1 sentence 1 lit. f GDPR and there is no reason to assume that you have an overriding legitimate interest in the non-disclosure of your data
the disclosure pursuant to Art. 6 para. 1 sentence 1 lit. f GDPR is in the interest of the user-friendliness of our website and the improvement of our offer and there is no reason to assume that you have an overriding interest worthy of protection in not disclosing your data
the disclosure pursuant to Art. 6 para. 1 sentence 1 lit. f GDPR is in the interest of the user-friendliness of our website and the improvement of our offer and there is no reason to assume that you have an overriding interest worthy of protection in not disclosing your data
We also use processors (external service providers, e.g. for web hosting of our websites and databases) to process your data. If data is passed on to the processors as part of an agreement on order processing, this is always done in accordance with Art. 28 GDPR. We select our processors carefully, monitor them regularly and have been granted the right to issue instructions regarding the data.

In addition, the processors must have taken suitable technical and organisational measures and comply with the data protection regulations in accordance with BDSG (new version) and GDPR.

7. Data transfer to third countries

The adoption of the European General Data Protection Regulation (GDPR) has created a standardised basis for data protection in Europe. Your data will therefore primarily be processed by companies to which the GDPR applies. However, if the processing is carried out by third parties outside the European Union or the European Economic Area, they must fulfil the special requirements of Art. 44 et seq. GDPR must be fulfilled. This means that the processing takes place on the basis of special guarantees, such as the officially recognised determination by the EU Commission of a level of data protection corresponding to the EU or compliance with officially recognised special contractual obligations, the so-called “standard contractual clauses”. In the case of US companies, submission to the so-called “Privacy Shield”, the data protection agreement between the EU and the USA, fulfils these requirements.

8. Deletion of data and storage period

Unless expressly stated in this privacy policy, your personal data will be deleted or blocked as soon as the purpose for which it was stored no longer applies, unless its continued storage is necessary for evidence purposes or is contrary to statutory retention obligations. This includes, for example, commercial law obligations to retain business letters in accordance with Section 257 para. 1 HGB (6 years) and tax law obligations to retain documents in accordance with Section 147 para. 1 AO (10 years). If the prescribed retention period expires, your data will be blocked or deleted unless storage is still required for the conclusion or fulfilment of a contract.

9. Existence of automated decision-making

We do not use automated decision-making or profiling.

10. Presence in social media

We maintain profiles and fan pages on social media in order to communicate with the users connected and registered there and to provide information about our products, offers and services. The US providers are certified according to the so-called Privacy Shield and are therefore obliged to comply with European data protection. When you use and access our profile in the respective network, the respective data protection notices and terms of use of the respective network apply.

We process your data that you send us via these networks in order to communicate with you and to reply to your messages there.
The legal basis for the processing of personal data is our legitimate interest in communicating with users and our external presentation for the purpose of advertising in accordance with Art. 6 para. 1 sentence 1 lit. f GDPR. If you have given consent to the controller of the social network to process your personal data, the legal basis is Art. 6 para. 1 sentence 1 lit. a and Art. 7 GDPR.

The data protection notices, information options and opt-out options of the respective networks can be found here:

XING (XING AG, Dammtorstraße 29-32, 20354 Hamburg, Deutschland) – privacy policy/ opt-out: https://privacy.xing.com/en/privacy-policy

LinkedIn (LinkedIn Ireland Unlimited Company, Wilton Place, Dublin 2, Irland) – privacy policy: https://www.linkedin.com/legal/privacy-policy, cookie policy and opt-out: https://www.linkedin.com/legal/cookie-policy, Privacy Shield of the US-Firma LinkedIn Inc.: https://www.privacyshield.gov/participant?id=a2zt0000000L0UZAA0&status=Active

Twitter – privacy policy: https://twitter.com/en/privacy, cookie policy and opt-out: https://help.twitter.com/en/rules-and-policies/twitter-cookies, GTC: https://twitter.com/en/tos

11. Rights of the data subject

Revocation of your consent
Objection or revocation against the processing of your data insofar as the processing is based on your consent in accordance with Art. 6 para. 1 sentence 1 lit. a, Art. 7 GDPR, you have the right to revoke your consent at any time. If you contact us by e-mail, for example, you can object to the storage of your personal data at any time. This does not affect the lawfulness of the processing carried out on the basis of the consent until revocation.

Objection to the processing
Insofar as we base the processing of your personal data on the balancing of interests pursuant to Art. 6 para. 1 sentence 1 lit. f GDPR, you can object to the processing. This is the case if, in particular, the processing is not necessary for the fulfilment of a contract with you, which is described by us in the following description of the functions. When exercising such an objection, we ask you to explain the reasons why we should not process your personal data as we have done. In the event of your justified objection, we will examine the situation and either discontinue or adapt the data processing or show you our compelling reasons worthy of protection on the basis of which we will continue the processing. You can object to the processing of your personal data for advertising and data analysis purposes at any time. You can exercise your right to object free of charge. You can inform us of your objection to advertising using the following contact details:

DocEstate GmbH

Jerome Sprinkmeier
Am Hauptbahnhof 6
53111 Bonn
by the Managing Directors Christoph Schmidt und Jerome Sprinkmeier
E-mail-address: datenschutz@docestate.com

Right to information
You have the right to request confirmation from us as to whether personal data concerning you is being processed. If this is the case, you have a right to information about your personal data stored by us in accordance with Art. 15 GDPR. This includes, in particular, information about the purposes of processing, the category of personal data, the categories of recipients to whom your data has been or will be disclosed, the planned storage period, the origin of your data if it was not collected directly from you.

Right to rectification
You have a right to rectification of inaccurate data or to completion of correct data in accordance with Art. 16 GDPR.

Right to erasure
You have a right to erasure of your data stored by us in accordance with Art. 17 GDPR, unless statutory or contractual retention periods or other statutory obligations or rights to further storage conflict with this.

Right to restriction
You have the right to request a restriction on the processing of your personal data if one of the conditions in Art. 18 para. 1 lit. a to d GDPR is met:

If you contest the accuracy of the personal data concerning you for a period enabling the controller to verify the accuracy of the personal data;
the processing is unlawful and you oppose the erasure of the personal data and request the restriction of their use instead;
the controller no longer needs the personal data for the purposes of the processing, but they are required by you for the establishment, exercise or defence of legal claims, or
you have objected to processing pursuant to Art. 21 para. 1 GDPR and it is not yet certain whether the legitimate reasons of the controller outweigh your reasons.

Right to data portability
You have a right to data portability in accordance with Art. 20 GDPR, which means that you can receive the personal data we have stored about you in a structured, commonly used and machine-readable format or request that it be transferred to another controller.

12. Data security

We have taken appropriate technical and organisational security measures to protect all personal data that is transmitted to us and to ensure that we and our external service providers comply with data protection regulations. Therefore, among other things, all data between your browser and our server is transmitted in encrypted form via a secure SSL connection.

Status: 29/06/2023