Privacy Policy

With the following privacy policy we would like to inform you which types of your personal data (hereinafter also abbreviated as "data") we process for which purposes and in which scope. The privacy statement applies to all processing of personal data carried out by us, both in the context of providing our services and in particular on our websites, in mobile applications and within external online presences, such as our social media profiles (hereinafter collectively referred to as "online services"). The terms used are not gender-specific.

Last Update: 19. June 2024

• Preamble

• Controller

• Overview of processing operations

• Relevant legal bases

• Security Precautions

• Transmission of Personal Data

• International data transfers

• General Information on Data Retention and Deletion

• Rights of Data Subjects

• Provision of online services and web hosting

• Use of Cookies

• Blogs and publication media

• Contact and Inquiry Management

• Video Conferences, Online Meetings, Webinars and Screen-Sharing

• Web Analysis, Monitoring and Optimization

• Profiles in Social Networks (Social Media)

• Plugins and embedded functions and content

• Management, Organization and Utilities

• Job Application Process

• Changes and Updates

• Terminology and Definitions

Controller

RooflineAI GmbH
Herstaler Straße 2
52074 Aachen
Germany

E-mail address: info@roofline.ai

Legal Notice: www.roofline.ai

Overview of processing operations

The following table summarises the types of data processed,the purposes for which they are processed and the concerned data subjects.

Categories of Processed Data

• Inventory data.

• Contact data.

• Content data.

• Usage data.

• Meta, communication and process data.

• Job applicant details.

• Images and/ or video recordings.

• Audio recordings.

• Log data.

Categories of Data Subjects

• Communication partner.

• Users.

• Job applicants.

• Business and contractual partners.

• Persons depicted.

Purposes of Processing

• Provision of contractual services and fulfillment of contractual obligations.

• Communication.

• Security measures.

• Web Analytics.

• Office and organisational procedures.

• Organisational and Administrative Procedures.

• Job Application Process.

• Content Delivery Network (CDN).

• Feedback.

• Profiles with user-related information.

• Provision of our online services and usability.

• Information technology infrastructure.

• Public relations.

Relevant legal bases

Relevant legal bases according to the GDPR: In the following, you will find an overview of the legal basis of the GDPR on which we base the processing of personal data. Please note that in addition to the provisions of the GDPR, national data protection provisions of your or our country of residence or domicile may apply. If, in addition, more specific legal bases are applicable in individual cases, we will inform you of these in the data protection declaration.

• Consent (Article 6 (1) (a) GDPR) - The data subject has given consent to the processing of his or her personal data for one or more specific purposes.

• Performance of a contract and prior requests (Article 6 (1) (b) GDPR) - Performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.

• Legitimate Interests (Article 6 (1) (f) GDPR) - the processing is necessary for the protection of the legitimate interests of the controller or a third party, provided that the interests, fundamental rights, and freedoms of the data subject, which require the protection of personal data, do not prevail.

• Job application process as a pre-contractual or contractual relationship (Article 6 (1) (b) GDPR) - If special categories of personal data within the meaning of Article 9 (1) GDPR (e.g. health data, such as severely handicapped status or ethnic origin) are requested from applicants within the framework of the application procedure, so that the responsible person or the person concerned can carry out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law, their processing shall be carried out in accordance with Article 9 (2)(b) GDPR , in the case of the protection of vital interests of applicants or other persons on the basis of Article 9 (2)(c) GDPR or for the purposes of preventive health care or occupational medicine, for the assessment of the employee's ability to work, for medical diagnostics, care or treatment in the health or social sector or for the administration of systems and services in the health or social sector in accordance with Article 9 (2)(d) GDPR. In the case of a communication of special categories of data based on voluntary consent, their processing is carried out on the basis of Article 9 (2)(a) GDPR.

National data protection regulations in Germany: In addition to the data protection regulations of the GDPR, national regulations apply to data protection in Germany. This includes in particular the Law on Protection against Misuse of Personal Data in Data Processing (Federal Data Protection Act - BDSG). In particular, the BDSG contains special provisions on the right to access, the right to erase, the right to object, the processing of special categories of personal data, processing for other purposes and transmission as well as automated individual decision-making, including profiling. Furthermore, data protection laws of the individual federal states may apply.

Reference to the applicability of the GDPR and the Swiss DPA: These privacy policy serves both to provide information pursuant to the Swiss Federal Act on Data Protection (FADP) and the General Data Protection Regulation (GDPR). For this reason, we ask you to note that due to the broader spatial application and comprehensibility, the terms used in the GDPR are applied. In particular, instead of the terms used in the Swiss FADP such as "processing" of "personal data", "predominant interest", and "particularly sensitive personal data", the terms used in the GDPR, namely "processing" of "personal data", as well as "legitimate interest" and "special categories of data" are used. However, the legal meaning of these terms will continue to be determined according to the Swiss FADP within its scope of application.

Security Precautions

We take appropriate technical and organisational measures inaccordance with the legal requirements, taking into account the state of theart, the costs of implementation and the nature, scope, context and purposes ofprocessing as well as the risk of varying likelihood and severity for therights and freedoms of natural persons, in order to ensure a level of securityappropriate to the risk.

The measures include, in particular, safeguarding theconfidentiality, integrity and availability of data by controlling physical andelectronic access to the data as well as access to, input, transmission,securing and separation of the data. In addition, we have establishedprocedures to ensure that data subjects' rights are respected, that data iserased, and that we are prepared to respond to data threats rapidly.Furthermore, we take the protection of personal data into account as early asthe development or selection of hardware, software and service providers, inaccordance with the principle of privacy by design and privacy by default.

Securing online connections through TLS/SSL encryptiontechnology (HTTPS): To protect the data of users transmitted via our onlineservices from unauthorized access, we employ TLS/SSL encryption technology.Secure Sockets Layer (SSL) and Transport Layer Security (TLS) are thecornerstones of secure data transmission on the internet. These technologiesencrypt the information that is transferred between the website or app and theuser's browser (or between two servers), thereby safeguarding the data from unauthorizedaccess. TLS, as the more advanced and secure version of SSL, ensures that alldata transmissions conform to the highest security standards. When a website issecured with an SSL/TLS certificate, this is indicated by the display of HTTPSin the URL. This serves as an indicator to users that their data is beingsecurely and encryptedly transmitted.

Transmission of Personal Data

In the course of processing personal data, it may happenthat this data is transmitted to or disclosed to other entities, companies,legally independent organizational units, or individuals. Recipients of thisdata may include service providers tasked with IT duties or providers ofservices and content that are integrated into a website. In such cases, weobserve the legal requirements and particularly conclude relevant contracts oragreements that serve to protect your data with the recipients of your data.

International data transfers

Data Processing in Third Countries: If we process data in athird country (i.e., outside the European Union (EU) or the European EconomicArea (EEA)), or if the processing is done within the context of usingthird-party services or the disclosure or transfer of data to otherindividuals, entities, or companies, this is only done in accordance with legalrequirements. If the data protection level in the third country has beenrecognized by an adequacy decision (Article 45 GDPR), this serves as the basis fordata transfer. Otherwise, data transfers only occur if the data protectionlevel is otherwise ensured, especially through standard contractual clauses(Article 46 (2)(c) GDPR), explicit consent, or in cases of contractual orlegally required transfers (Article 49 (1) GDPR). Furthermore, we provide youwith the basis of third-country transfers from individual third-countryproviders, with adequacy decisions primarily serving as the foundation."Information regarding third-country transfers and existing adequacydecisions can be obtained from the information provided by the EU Commission: https://commission.europa.eu/law/law-topic/data-protection/international-dimension-data-protection_en.

EU-US Trans-Atlantic Data Privacy Framework: Within thecontext of the so-called "Data Privacy Framework" (DPF), the EUCommission has also recognized the data protection level for certain companiesfrom the USA as secure within the adequacy decision of 10th July 2023. The listof certified companies as well as additional information about the DPF can befound on the website of the US Department of Commerce at https://www.dataprivacyframework.gov/s/.We will inform you which of our service providers are certified under the DataPrivacy Framework as part of our data protection notices.

General Information on Data Retention and Deletion

We delete personal data that we process in accordance withlegal regulations as soon as the underlying consents are revoked or no furtherlegal bases for processing exist. This applies to cases where the originalpurpose of processing is no longer applicable or the data is no longer needed.Exceptions to this rule exist if statutory obligations or special interestsrequire a longer retention or archiving of the data.

In particular, data that must be retained for commercial ortax law reasons, or whose storage is necessary for legal prosecution orprotection of the rights of other natural or legal persons, must be archivedaccordingly.

Our privacy notices contain additional information on theretention and deletion of data specifically applicable to certain processingprocesses.

In cases where multiple retention periods or deletiondeadlines for a date are specified, the longest period always prevails.

If a period does not expressly start on a specific date andlasts at least one year, it automatically begins at the end of the calendaryear in which the event triggering the period occurred. In the case of ongoingcontractual relationships in the context of which data is stored, the eventtriggering the deadline is the time at which the termination or othertermination of the legal relationship takes effect.

Data that is no longer stored for its originally intendedpurpose but due to legal requirements or other reasons are processedexclusively for the reasons justifying their retention.

Further information on processing methods, procedures and services used:

Data Retention and Deletion: The following general deadlines apply for the retention and archiving according to German law:

10 Years - Fiscal Code/Commercial Code - Retention period for books and records, annual financial statements, inventories, management reports, opening balance sheet as well as the necessary work instructions and other organisational documents, booking receipts and invoices (Section 147 Paragraph 3 in conjunction with Paragraph 1 No. 1, 4 and 4a of the German General Tax Code (AO), Section 14b Paragraph 1 of the German VAT Act (UStG), Section 257 Paragraph 1 Numbers 1 and 4, Paragraph 4 of the German Commercial Code (HGB)).

6 Years - Other business documents: received commercial or business letters, copies of dispatched commercial or business letters, and other documents to the extent that they are significant for taxation purposes, for example, hourly wage slips, operating accounting sheets, calculation documents, price tags, as well as payroll accounting documents, provided they are not already accounting vouchers and cash register tapes Section (Section 147 Paragraph 3 in conjunction with Paragraph 1 No. 2, 3, 5 of the German General Tax Code (AO), Section 257 Paragraph 1 No. 2 and 3, Paragraph 4 of the German Commercial Code (HGB)).

3 Years - Data required to consider potential warranty and compensation claims or similar contractual claims and rights, as well as to process related inquiries, based on previous business experiences and common industry practices, will be stored for the duration of the regular statutory limitation period of three years. This period begins at the end of the year in which the relevant contractual transaction took place or the contractual relationship ended in the case of ongoing contracts (Sections 195, 199 of the German Civil Code).

Rights of Data Subjects

Rights of the Data Subjects under the GDPR: As data subject,you are entitled to various rights under the GDPR, which arise in particularfrom Articles 15 to 21 of the GDPR:

• Right to Object: You have the right, on grounds arising from your particular situation, to object at any time to the processing of your personal data which is based on letter (e) or (f) of Article 6(1) GDPR, including profiling based on those provisions. Where personal data are processed for direct marketing purposes, you have the right to object at any time to the processing of the personal data concerning you for the purpose of such marketing, which includes profiling to the extent that it is related to such direct marketing.

• Right of withdrawal for consents: You have the right to revoke consents at any time.

• Right of access: You have the right to request confirmation as to whether the data in question will be processed and to be informed of this data and to receive further information and a copy of the data in accordance with the provisions of the law.

• Right to rectification: You have the right, in accordance with the law, to request the completion of the data concerning you or the rectification of the incorrect data concerning you.

• Right to Erasure and Right to Restriction of Processing: In accordance with the statutory provisions, you have the right to demand that the relevant data be erased immediately or, alternatively, to demand that the processing of the data be restricted in accordance with the statutory provisions.

• Right to data portability: You have the right to receive data concerning you which you have provided to us in a structured, common and machine-readable format in accordance with the legal requirements, or to request its transmission to another controller.

• Complaint to the supervisory authority: In accordance with the law and without prejudice to any other administrative or judicial remedy, you also have the right to lodge a complaint with a data protection supervisory authority, in particular a supervisory authority in the Member State where you habitually reside, the supervisory authority of your place of work or the place of the alleged infringement, if you consider that the processing of personal data concerning you infringes the GDPR.

Provision of online services and web hosting

We process user data in order to be able to provide themwith our online services. For this purpose, we process the IP address of theuser, which is necessary to transmit the content and functions of our onlineservices to the user's browser or terminal device.

• Processed data types: Usage data (e.g. page views and duration of visit, click paths, intensity and frequency of use, types of devices and operating systems used, interactions with content and features); Meta, communication and process data (e.g. IP addresses, timestamps, identification numbers, involved parties); Log data (e.g. log files concerning logins or data retrieval or access times.). Content data (e.g. textual or pictorial messages and contributions, as well as information pertaining to them, such as details of authorship or the time of creation.).

• Data subjects: Users (e.g. website visitors, users of online services). Business and contractual partners.

• Purposes of processing: Provision of our online services and usability; Information technology infrastructure (Operation and provision of information systems and technical devices, such as computers, servers, etc.).); Security measures; Content Delivery Network (CDN). Office and organisational procedures.

• Retention and deletion: Deletion in accordance with the information provided in the section "General Information on Data Retention and Deletion".

• Legal Basis: Legitimate Interests (Article 6 (1) (f) GDPR).

Further information on processing methods, procedures and services used:

• Provision of online offer on rented hosting space: For the provision of our online services, we use storage space, computing capacity and software that we rent or otherwise obtain from a corresponding server provider (also referred to as a "web hoster"); Legal Basis: Legitimate Interests (Article 6 (1) (f) GDPR).

• Collection of Access Data and Log Files: Access to our online service is logged in the form of so-called "server log files". Server log files may include the address and name of the accessed web pages and files, date and time of access, transferred data volumes, notification of successful retrieval, browser type along with version, the user's operating system, referrer URL (the previously visited page), and typically IP addresses and the requesting provider. The server log files can be used for security purposes, e.g., to prevent server overload (especially in the case of abusive attacks, known as DDoS attacks), and to ensure server load management and stability; Legal Basis: Legitimate Interests (Article 6 (1) (f) GDPR). Retention period: Log file information is stored for a maximum period of 30 days and then deleted or anonymized. Data, the further storage of which is necessary for evidence purposes, are excluded from deletion until the respective incident has been finally clarified.

• Content-Delivery-Network: We use a so-called "Content Delivery Network" (CDN). A CDN is a service with whose help contents of our online services, in particular large media files, such as graphics or scripts, can be delivered faster and more securely with the help of regionally distributed servers connected via the Internet; Legal Basis: Legitimate Interests (Article 6 (1) (f) GDPR).

• Webflow: Creation, management and hosting of websites, online forms and other web elements; Service provider: Webflow, Inc., 398 11th St., Floor 2, 94103 San Francisco, USA; Legal Basis: Legitimate Interests (Article 6 (1) (f) GDPR); Website: https://webflow.com; Privacy Policy: https://webflow.com/legal/eu-privacy-policy; Data Processing Agreement: https://webflow.com/legal/dpa. Basis for third-country transfers: Data Privacy Framework (DPF).

• Cloudflare: Content-Delivery-Network (CDN) - service with whose help contents of our online services, in particular large media files, such as graphics or scripts, can be delivered faster and more securely with the help of regionally distributed servers connected via the Internet; Service provider: Cloudflare, Inc., 101 Townsend St, San Francisco, CA 94107, USA; Legal Basis: Legitimate Interests (Article 6 (1) (f) GDPR); Website: https://www.cloudflare.com; Privacy Policy: https://www.cloudflare.com/privacypolicy/; Data Processing Agreement: https://www.cloudflare.com/cloudflare-customer-dpa/. Basis for third-country transfers: Data Privacy Framework (DPF).

• Amazon CloudFront: Content-Delivery-Network (CDN) - service with whose help contents of our online services, in particular large media files, such as graphics or scripts, can be delivered faster and more securely with the help of regionally distributed servers connected via the Internet; Service provider: Amazon Web Services EMEA SARL, 38 avenue John F. Kennedy, 1855, Luxembourg; Legal Basis: Legitimate Interests (Article 6 (1) (f) GDPR); Website: https://aws.amazon.com/cloudfront/; Privacy Policy: https://aws.amazon.com/privacy/; Data Processing Agreement: https://aws.amazon.com/compliance/gdpr-center/. Basis for third-country transfers: Standard Contractual Clauses (Provided by the service provider).

Use of Cookies

Cookies are small text files or other types of storagemarkers that store information on end devices and read information from them.For example, to save the login status in a user account, the contents of ashopping cart in an e-shop, the content accessed, or the functions used of anonline offer. Furthermore, cookies can be used for various concerns, such asfor the functionality, security, and comfort of online offers as well as thecreation of analyses of visitor flows.

Notes on Consent: We use cookies in accordancewith legal regulations. Therefore, we obtain prior consent from users, unlessit is not required by law. Permission is particularly not necessary if thestorage and reading of information, including cookies, are absolutely necessaryto provide a telemedia service (i.e., our online offer) expressly requested bythe users. The revocable consent is clearly communicated to them and containsinformation on the respective cookie usage.

Notes on the legal basis for data protection: Thelegal basis on which we process users' personal data with the help of cookiesdepends on whether we ask them for consent. If users accept, the legal basisfor processing their data is the declared consent. Otherwise, the dataprocessed with the help of cookies are based on our legitimate interests (e.g.,in a commercial operation of our online offer and its usability improvement)or, if this occurs within the fulfillment of our contractual obligations, when theuse of cookies is necessary to fulfill our contractual obligations. We clarifythe purposes for which the cookies are used by us in the course of this dataprotection declaration or within the scope of our consent and processingprocesses.

Storage Duration: Regarding the storageduration, the following types of cookies are distinguished:

• Temporary cookies (also: session or session cookies): Temporary cookies are deleted at the latest after a user has left an online offer and closed his end device (e.g., browser or mobile application).

• Permanent cookies: Permanent cookies remain stored even after closing the end device. For example, the login status can be saved and preferred content can be displayed directly when the user revisits a site. Similarly, user data collected via cookies can be used for reach measurement. Unless we provide users with explicit information about the nature and storage duration of cookies (e.g., when obtaining consent), they should assume that they are permanent and the storage duration can be up to two years.

General notes on revocation and objection(Opt-out): Users can revoke the consents they have given at any timeand also declare an objection to the processing according to legalrequirements, also via the privacy settings of their browser.

• Processed data types: Meta, communication and process data (e.g. IP addresses, timestamps, identification numbers, involved parties).

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

• Legal Basis: Legitimate Interests (Article 6 (1) (f) GDPR). Consent (Article 6 (1) (a) GDPR).

Further information on processing methods, procedures and services used:

• Processing Cookie Data on the Basis of Consent: We implement a consent management solution that obtains users' consent for the use of cookies or for the processes and providers mentioned within the consent management framework. This procedure is designed to solicit, log, manage, and revoke consents, particularly regarding the use of cookies and similar technologies employed to store, read from, and process information on users' devices. As part of this procedure, user consents are obtained for the use of cookies and the associated processing of information, including specific processing and providers named in the consent management process. Users also have the option to manage and withdraw their consents. Consent declarations are stored to avoid repeated queries and to provide proof of consent according to legal requirements. The storage is carried out server-side and/or in a cookie (so-called opt-in cookie) or by means of comparable technologies in order to associate the consent with a specific user or their device.If no specific details about the providers of consent management services are provided, the following general notes apply: The duration of consent storage is up to two years. A pseudonymous user identifier is created, which is stored along with the time of consent, details on the scope of consent (e.g., relevant categories of cookies and/or service providers), as well as information about the browser, system, and device used; Legal Basis: Consent (Article 6 (1) (a) GDPR).

Blogs and publication media

We use blogs or comparable means of online communication andpublication (hereinafter "publication medium"). Readers' data willonly be processed for the purposes of the publication medium to the extentnecessary for its presentation and communication between authors and readers orfor security reasons. For the rest, we refer to the information on theprocessing of visitors to our publication medium within the scope of thisprivacy policy.

• Processed data types: Inventory data (For example, the full name, residential address, contact information, customer number, etc.); Contact data (e.g. postal and email addresses or phone numbers); Content data (e.g. textual or pictorial messages and contributions, as well as information pertaining to them, such as details of authorship or the time of creation.); Usage data (e.g. page views and duration of visit, click paths, intensity and frequency of use, types of devices and operating systems used, interactions with content and features). Meta, communication and process data (e.g. IP addresses, timestamps, identification numbers, involved parties).

• Data subjects: Users (e.g. website visitors, users of online services). Business and contractual partners.

• Purposes of processing: Feedback (e.g. collecting feedback via online form); Provision of our online services and usability; Security measures; Organisational and Administrative Procedures. Information technology infrastructure (Operation and provision of information systems and technical devices, such as computers, servers, etc.).).

• Retention and deletion: Deletion in accordance with the information provided in the section "General Information on Data Retention and Deletion".

• Legal Basis: Legitimate Interests (Article 6 (1) (f) GDPR).

Further information on processing methods, procedures and services used:

• Comment subscriptions: When users leave comments or other contributions, their IP addresses may be stored based on our legitimate interests. This is done for our safety, if someone leaves illegal contents (insults, forbidden political propaganda, etc.) in comments and contributions. In this case, we ourselves can be prosecuted for the comment or contribution and are therefore interested in the author's identity.

Furthermore, we reserve the right to process user data for the purpose of spam detection on the basis of our legitimate interests.

On the same legal basis, in the case of surveys, we reserve the right to store the IP addresses of users for the duration of the surveys and to use cookies in order to avoid multiple votes.

The personal information provided in the course of comments and contributions, any contact and website information as well as the content information will be stored permanently by us until the user objects; Legal Basis: Legitimate Interests (Article 6 (1) (f) GDPR).

• GitHub: Platform for version control of software projects. Developers are enabled to upload their code to repositories and track changes, as well as use tools for project management in software development; Service provider: GitHub B.V., Netherlands, https://support.github.com/contact/privacy; Legal Basis: Legitimate Interests (Article 6 (1) (f) GDPR); Website: https://github.com. Privacy Policy: https://docs.github.com/en/site-policy/privacy-policies/github-general-privacy-statement.

Contact and Inquiry Management

When contacting us (e.g. via mail, contact form, e-mail,telephone or via social media) as well as in the context of existing user andbusiness relationships, the information of the inquiring persons is processedto the extent necessary to respond to the contact requests and any requestedmeasures.

• Data subjects: Communication partner (Recipients of e-mails, letters, etc.).

• Purposes of processing: Communication; Organisational and Administrative Procedures; Feedback (e.g. collecting feedback via online form). Provision of our online services and usability.

• Retention and deletion: Deletion in accordance with the information provided in the section "General Information on Data Retention and Deletion".

• Legal Basis: Legitimate Interests (Article 6 (1) (f) GDPR). Performance of a contract and prior requests (Article 6 (1) (b) GDPR).

Further information on processing methods, procedures and services used:

• Contact form: Upon contacting us via our contact form, email, or other means of communication, we process the personal data transmitted to us for the purpose of responding to and handling the respective matter. This typically includes details such as name, contact information, and possibly additional information provided to us that is necessary for appropriate processing. We use this data exclusively for the stated purpose of contact and communication; Legal Basis: Performance of a contract and prior requests (Article 6 (1) (b) GDPR), Legitimate Interests (Article 6 (1) (f) GDPR).

Video Conferences, Online Meetings, Webinars and Screen-Sharing

We use platforms and applications of other providers(hereinafter referred to as "Conference Platforms") for the purposeof conducting video and audio conferences, webinars and other types of videoand audio meetings (hereinafter collectively referred to as"Conference"). When using the Conference Platforms and theirservices, we comply with the legal requirements.

Data processed by Conference Platforms: In the courseof participation in a Conference, the Data of the participants listed below areprocessed. The scope of the processing depends, on the one hand, on which datais requested in the context of a specific Conference (e.g., provision of accessdata or clear names) and which optional information is provided by theparticipants. In addition to processing for the purpose of conducting theconference, participants' Data may also be processed by the Conference Platformsfor security purposes or service optimization. The processed Date includespersonal information (first name, last name), contact information (e-mailaddress, telephone number), access data (access codes or passwords), profilepictures, information on professional position/function, the IP address of theinternet access, information on the participants' end devices, their operatingsystem, the browser and its technical and linguistic settings, information onthe content-related communication processes, i.e. entries in chats and audioand video data, as well as the use of other available functions (e.g. surveys).The content of communications is encrypted to the extent technically providedby the conference providers. If participants are registered as users with theConference Platforms, then further data may be processed in accordance with theagreement with the respective Conference Provider.

Logging and recording: If text entries, participationresults (e.g. from surveys) as well as video or audio recordings are recorded,this will be transparently communicated to the participants in advance and theywill be asked - if necessary - for their consent.

Data protection measures of the participants: Pleaserefer to the data privacy information of the Conference Platforms for detailson the processing of your data and select the optimum security and data privacysettings for you within the framework of the settings of the conferenceplatforms. Furthermore, please ensure data and privacy protection in thebackground of your recording for the duration of a Conference (e.g., bynotifying roommates, locking doors, and using the background masking function,if technically possible). Links to the conference rooms as well as access data,should not be passed on to unauthorized third parties.

Notes on legal bases: Insofar as, in addition to theConference Platforms, we also process users' data and ask users for theirconsent to use contents from the Conferences or certain functions (e.g. consentto a recording of Conferences), the legal basis of the processing is thisconsent. Furthermore, our processing maybe necessary for the fulfillment of our contractual obligations (e.g. inparticipant lists, in the case of reprocessing of Conference results, etc.).Otherwise, user data is processed on the basis of our legitimate interests inefficient and secure communication with our communication partners.

• Processed data types: Inventory data (For example, the full name, residential address, contact information, customer number, etc.); Contact data (e.g. postal and email addresses or phone numbers); Content data (e.g. textual or pictorial messages and contributions, as well as information pertaining to them, such as details of authorship or the time of creation.); Usage data (e.g. page views and duration of visit, click paths, intensity and frequency of use, types of devices and operating systems used, interactions with content and features); Images and/ or video recordings (e.g. photographs or video recordings of a person); Audio recordings. Log data (e.g. log files concerning logins or data retrieval or access times.).

• Data subjects: Communication partner (Recipients of e-mails, letters, etc.); Users (e.g. website visitors, users of online services). Persons depicted.

• Purposes of processing: Provision of contractual services and fulfillment of contractual obligations; Communication. Office and organisational procedures.

• Retention and deletion: Deletion in accordance with the information provided in the section "General Information on Data Retention and Deletion".

• Legal Basis: Legitimate Interests (Article 6 (1) (f) GDPR).

Further information on processing methods, procedures and services used:

• Microsoft Teams: Audio and video conferencing, chat, file sharing, integration with Office 365 applications, real-time collaboration on documents, calendar functions, task management, screen sharing, optional recording; Service provider: Microsoft Irland Operations Limited, One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, D18 P521, Ireland; Legal Basis: Legitimate Interests (Article 6 (1) (f) GDPR); Website: https://www.microsoft.com/de-de/microsoft-365; Privacy Policy: https://privacy.microsoft.com/de-de/privacystatement, Security information: https://www.microsoft.com/de-de/trustcenter. Basis for third-country transfers: Data Privacy Framework (DPF).

Web Analysis, Monitoring and Optimization

Web analysis is used to evaluate the visitor traffic on ourwebsite and may include the behaviour, interests or demographic information ofusers, such as age or gender, as pseudonymous values. With the help of webanalysis we can e.g. recognize, at which time our online services or theirfunctions or contents are most frequently used or requested for repeatedly, aswell as which areas require optimization.

In addition to web analysis, we can also use testprocedures, e.g. to test and optimize different versions of our online servicesor their components.

Unless otherwise stated below, profiles, i.e. dataaggregated for a usage process, can be created for these purposes andinformation can be stored in a browser or in a terminal device and read fromit. The information collected includes, in particular, websites visited andelements used there as well as technical information such as the browser used,the computer system used and information on usage times. If users have agreedto the collection of their location data from us or from the providers of theservices we use, location data may also be processed.

Unless otherwise stated below, profiles, that is datasummarized for a usage process or user, may be created for these purposes andstored in a browser or terminal device (so-called "cookies") orsimilar processes may be used for the same purpose. The information collectedincludes, in particular, websites visited and elements used there as well astechnical information such as the browser used, the computer system used andinformation on usage times. If users have consented to the collection of theirlocation data or profiles to us or to the providers of the services we use,these may also be processed, depending on the provider.

The IP addresses of the users are also stored. However, weuse any existing IP masking procedure (i.e. pseudonymisation by shortening theIP address) to protect the user. In general, within the framework of webanalysis, A/B testing and optimisation, no user data (such as e-mail addressesor names) is stored, but pseudonyms. This means that we, as well as theproviders of the software used, do not know the actual identity of the users,but only the information stored in their profiles for the purposes of therespective processes.

Notes on legal bases: If we ask users for their consent touse third-party providers, the legal basis for data processing is consent.Otherwise, user data will be processed on the basis of our legitimate interests(i.e. interest in efficient, economical and recipient-friendly services). Inthis context, we would also like to draw your attention to the information onthe use of cookies in this privacy policy.

• 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). Provision of our online services and usability.

• Retention and deletion: Deletion in accordance with the information provided in the section "General Information on Data Retention and Deletion". Storage of cookies for up to 2 years (Unless otherwise stated, cookies and similar storage methods may be stored on users' devices for a period of two years.).

• Security measures: IP Masking (Pseudonymization of the IP address).

• Legal Basis: Consent (Article 6 (1) (a) GDPR). Legitimate Interests (Article 6 (1) (f) GDPR).

Further information on processing methods, procedures and services used:

• Google Analytics: We use Google Analytics to perform measurement and analysis of the use of our online services by users based on a pseudonymous user identification number. This identification number does not contain any unique data, such as names or email addresses. It is used to assign analysis information to an end device in order to recognize which content users have accessed within one or various usage processes, which search terms they have used, have accessed again or have interacted with our online services. Likewise, the time of use and its duration are stored, as well as the sources of users referring to our online services and technical aspects of their end devices and browsers.

In the process, pseudonymous profiles of users are created with information from the use of various devices, and cookies may be used. Google Analytics does not log or store individual IP addresses. Analytics does provide coarse geo-location data by deriving the following metadata from IP addresses: City (and the derived latitude, and longitude of the city), Continent, Country, Region, Subcontinent (and ID-based counterparts). For EU-based traffic, IP-address data is used solely for geo-location data derivation before being immediately discarded. It is not logged, accessible, or used for any additional use cases. When Analytics collects measurement data, all IP lookups are performed on EU-based servers before forwarding traffic to Analytics servers for processing; Service provider: Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland; Legal Basis: Consent (Article 6 (1) (a) GDPR); Website: https://marketingplatform.google.com/intl/en/about/analytics/; Security measures: IP Masking (Pseudonymization of the IP address); Privacy Policy: https://policies.google.com/privacy; Data Processing Agreement: https://business.safety.google/adsprocessorterms/; Basis for third-country transfers: Data Privacy Framework (DPF); Opt-Out: Opt-Out-Plugin: https://tools.google.com/dlpage/gaoptout?hl=en, Settings for the Display of Advertisements: https://myadcenter.google.com/personalizationoff. Further Information: https://business.safety.google/adsservices/ (Types of processing and data processed).

Profiles in Social Networks (Social Media)

We maintain online presences within social networks andprocess user data in this context in order to communicate with the users activethere or to offer information about us.

We would like to point out that user data may be processedoutside the European Union. This may entail risks for users, e.g. by making itmore difficult to enforce users' rights.

In addition, user data is usually processed within socialnetworks for market research and advertising purposes. For example, userprofiles can be created on the basis of user behaviour and the associatedinterests of users. The user profiles can then be used, for example, to placeadvertisements within and outside the networks which are presumed to correspondto the interests of the users. For these purposes, cookies are usually storedon the user's computer, in which the user's usage behaviour and interests arestored. Furthermore, data can be stored in the user profiles independently ofthe devices used by the users (especially if the users are members of therespective networks or will become members later on).

For a detailed description of the respective processingoperations and the opt-out options, please refer to the respective dataprotection declarations and information provided by the providers of therespective networks.

Also in the case of requests for information and theexercise of rights of data subjects, we point out that these can be mosteffectively pursued with the providers. Only the providers have access to thedata of the users and can directly take appropriate measures and provideinformation. If you still need help, please do not hesitate to contact us.

• Processed data types: Contact data (e.g. postal and email addresses or phone numbers); Content data (e.g. textual or pictorial messages and contributions, as well as information pertaining to them, such as details of authorship or the time of creation.). Usage data (e.g. page views and duration of visit, click paths, intensity and frequency of use, types of devices and operating systems used, interactions with content and features).

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

• Purposes of processing: Communication; Feedback (e.g. collecting feedback via online form). Public relations.

• Retention and deletion: Deletion in accordance with the information provided in the section "General Information on Data Retention and Deletion".

• Legal Basis: Legitimate Interests (Article 6 (1) (f) GDPR).

Further information on processing methods, procedures and services used:

• LinkedIn: Social network - We are jointly responsible with LinkedIn Ireland Unlimited Company for the collection (but not the further processing) of data from visitors for the purposes of creating „Page-Insights" (statistics) for our LinkedIn profiles. This data includes information about the types of content that users view or interact with, or the actions they take, as well as information about the devices used by the users (e.g., IP addresses, operating system, browser type, language settings, cookie data) and details from the users' profiles, such as job function, country, industry, seniority, company size, and employment status. Privacy information regarding the processing of user data by LinkedIn can be found in LinkedIn's privacy notices: https://www.linkedin.com/legal/privacy-policy

We have concluded a special agreement with LinkedIn Irland, the 'Page Insights Joint Controller Addendum (the ‘Addendum’)' (https://legal.linkedin.com/pages-joint-controller-addendum), which specifically regulates the security measures that LinkedIn must observe and wherein LinkedIn has agreed to fulfill the rights of the affected parties (i.e., users can, for example, direct requests for information or deletion directly to LinkedIn). The rights of the users (in particular to access to information, erasure, objection, and complaint to the competent supervisory authority) are not restricted by the agreements with LinkedIn. The joint responsibility is limited to the collection of data by and transmission to Ireland Unlimited Company, a company based in the EU. The further processing of the data is the sole responsibility of Ireland Unlimited Company, particularly regarding the transmission of data to the parent company LinkedIn Corporation in the USA; Service provider: LinkedIn Ireland Unlimited Company, Wilton Place, Dublin 2, Ireland; Legal Basis: Legitimate Interests (Article 6 (1) (f) GDPR); Website: https://www.linkedin.com; Privacy Policy: https://www.linkedin.com/legal/privacy-policy; Basis for third-country transfers: Data Privacy Framework (DPF). Opt-Out: https://www.linkedin.com/psettings/guest-controls/retargeting-opt-out.

Plugins and embedded functions and content

Within our online services, we integrate functional andcontent elements that are obtained from the servers of their respectiveproviders (hereinafter referred to as "third-party providers"). Thesemay, for example, be graphics, videos or city maps (hereinafter uniformlyreferred to as "Content").

The integration always presupposes that the third-partyproviders of this content process the IP address of the user, since they couldnot send the content to their browser without the IP address. The IP address istherefore required for the presentation of these contents or functions. Westrive to use only those contents, whose respective offerers use the IP addressonly for the distribution of the contents. Third parties may also use so-calledpixel tags (invisible graphics, also known as "web beacons") forstatistical or marketing purposes. The "pixel tags" can be used toevaluate information such as visitor traffic on the pages of this website. Thepseudonymous information may also be stored in cookies on the user's device andmay include technical information about the browser and operating system,referring websites, visit times and other information about the use of ourwebsite, as well as may be linked to such information from other sources.

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

• Purposes of processing: Provision of our online services and usability. Provision of contractual services and fulfillment of contractual obligations.

• Legal Basis: Consent (Article 6 (1) (a) GDPR). Legitimate Interests (Article 6 (1) (f) GDPR).

Further information on processing methods, procedures and services used:

• reCAPTCHA: We integrate the "reCAPTCHA" function to be able to recognise whether entries (e.g. in online forms) are made by humans and not by automatically operating machines (so-called "bots"). The data processed may include IP addresses, information on operating systems, devices or browsers used, language settings, location, mouse movements, keystrokes, time spent on websites, previously visited websites, interactions with ReCaptcha on other websites, possibly cookies and results of manual recognition processes (e.g. answering questions asked or selecting objects in images). The data processing is based on our legitimate interest to protect our online services from abusive automated crawling and spam; Service provider: Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland, , parent company: Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA; Legal Basis: Legitimate Interests (Article 6 (1) (f) GDPR); Website: https://www.google.com/recaptcha/; Privacy Policy: https://policies.google.com/privacy; Basis for third-country transfers: Data Privacy Framework (DPF). Opt-Out: Opt-Out-Plugin: https://tools.google.com/dlpage/gaoptout?hl=en, Settings for the Display of Advertisements: https://myadcenter.google.com/personalizationoff.

Management, Organization and Utilities

We use services, platforms and software from other providers(hereinafter referred to as " third-party providers") for thepurposes of organizing, administering, planning and providing our services.When selecting third-party providers and their services, we comply with thelegal requirements.

Within this context, personal data may be processed andstored on the servers of third-party providers. This may include various datathat we process in accordance with this privacy policy. This data may includein particular master data and contact data of users, data on processes,contracts, other processes and their contents.

If users are referred to the third-party providers or theirsoftware or platforms in the context of communication, business or otherrelationships with us, the third-party provider processing may process usagedata and metadata that can be processed by them for security purposes, serviceoptimisation or marketing purposes. We therefore ask you to read the dataprotection notices of the respective third party providers.

• Processed data types: Content data (e.g. textual or pictorial messages and contributions, as well as information pertaining to them, such as details of authorship or the time of creation.); Usage data (e.g. page views and duration of visit, click paths, intensity and frequency of use, types of devices and operating systems used, interactions with content and features); Meta, communication and process data (e.g. IP addresses, timestamps, identification numbers, involved parties). Contact data (e.g. postal and email addresses or phone numbers).

• Data subjects: Communication partner (Recipients of e-mails, letters, etc.); Users (e.g. website visitors, users of online services). Business and contractual partners.

• Purposes of processing: Provision of contractual services and fulfillment of contractual obligations; Office and organisational procedures; Provision of our online services and usability. Information technology infrastructure (Operation and provision of information systems and technical devices, such as computers, servers, etc.).).

• Retention and deletion: Deletion in accordance with the information provided in the section "General Information on Data Retention and Deletion".

• Legal Basis: Legitimate Interests (Article 6 (1) (f) GDPR).

Further information on processing methods, procedures and services used:

• calendly: Online scheduling and calendar management; Service provider: Calendly LLC., 271 17th St NW, Ste 1000, Atlanta, Georgia, 30363, USA; Legal Basis: Legitimate Interests (Article 6 (1) (f) GDPR); Website: https://calendly.com; Privacy Policy: https://calendly.com/pages/privacy; Data Processing Agreement: https://calendly.com/dpa. Basis for third-country transfers: Standard Contractual Clauses (https://calendly.com/dpa).

Job Application Process

The application process requires applicants to provide uswith the data necessary for their assessment and selection. The informationrequired can be found in the job description or, in the case of online forms,in the information contained therein.

In principle, the required information includes personalinformation such as name, address, a contact option and proof of thequalifications required for a particular employment. Upon request, we will behappy to provide you with additional information.

Where available, applicants are welcome to submit theirapplications via our online form, which is securely encrypted to the lateststandards. Alternatively, applications can also be sent to us by email.However, we kindly remind you that emails are not inherently encrypted over theInternet. While emails are usually encrypted in transit, they are not encryptedon the servers from which they are sent and received. Therefore, we cannotassume responsibility for the security of the application during its transmissionfrom the sender to our server.

Processing of special categories of data: To theextent that special categories of personal data (Article 9(1) GDPR, e.g.,health data, such as disability status or ethnic origin) are requested fromapplicants or communicated by them during the application process, theirprocessing is carried out so that the controller or the data subject canexercise rights arising from employment law and the law of social security andsocial protection, in the case of protection of vital interests of theapplicants or other persons, or for purposes of preventive or occupationalmedicine, for the assessment of the employee's work ability, for medicaldiagnosis, for the provision or treatment in the health or social sector, orfor the management of systems and services in the health or social sector.

Ereasure of data: In the event of a successfulapplication, the data provided by the applicants may be further processed by usfor the purposes of the employment relationship. Otherwise, if the applicationfor a job offer is not successful, the applicant's data will be deleted.Applicants' data will also be deleted if an application is withdrawn, to whichapplicants are entitled at any time. Subject to a justified revocation by theapplicant, the deletion will take place at the latest after the expiry of a periodof six months, so that we can answer any follow-up questions regarding theapplication and comply with our duty of proof under the regulations on equaltreatment of applicants. Invoices for any reimbursement of travel expenses arearchived in accordance with tax regulations.

Admission to a talent pool - Admission to a talentpool, if offered, is based on consent. Applicants are informed that theirconsent to be included in the talent pool is voluntary, has no influence on thecurrent application process and that they can revoke their consent at any timefor the future.

• Processed data types: Inventory data (For example, the full name, residential address, contact information, customer number, etc.); Contact data (e.g. postal and email addresses or phone numbers); Content data (e.g. textual or pictorial messages and contributions, as well as information pertaining to them, such as details of authorship or the time of creation.). Job applicant details (e.g. Personal data, postal and contact addresses and the documents pertaining to the application and the information contained therein, such as cover letter, curriculum vitae, certificates, etc., as well as other information on the person or qualifications of applicants provided with regard to a specific job or voluntarily by applicants).

• Data subjects: Job applicants.

• Purposes of processing: Job Application Process (Establishment and possible later execution as well as possible later termination of the employment relationship).

• Retention and deletion: Deletion in accordance with the information provided in the section "General Information on Data Retention and Deletion".

• Legal Basis: Job application process as a pre-contractual or contractual relationship (Article 6 (1) (b) GDPR). Legitimate Interests (Article 6 (1) (f) GDPR).

Further information on processing methods, procedures and services used:

Changes and Updates

We kindly ask you to inform yourself regularly about the contents of our data protection declaration. We will adjust the privacy policyas changes in our data processing practices make this necessary. We will informyou as soon as the changes require your cooperation (e.g. consent) or otherindividual notification.

If we provide addresses and contact information of companiesand organizations in this privacy policy, we ask you to note that addresses maychange over time and to verify the information before contacting us.

Terminology and Definitions

In this section, you will find an overview of theterminology used in this privacy policy. Where the terminology is legallydefined, their legal definitions apply. The following explanations, however,are primarily intended to aid understanding.

• Contact data: Contact details are essential information that enables communication with individuals or organizations. They include, among others, phone numbers, postal addresses, and email addresses, as well as means of communication like social media handles and instant messaging identifiers.

• Content Delivery Network (CDN): A "Content Delivery Network" (CDN) is a service with whose help contents of our online services, in particular large media files, such as graphics or scripts, can be delivered faster and more securely with the help of regionally distributed servers connected via the Internet.

• Content data: Content data comprise information generated in the process of creating, editing, and publishing content of all types. This category of data may include texts, images, videos, audio files, and other multimedia content published across various platforms and media. Content data are not limited to the content itself but also include metadata providing information about the content, such as tags, descriptions, authorship details, and publication dates.

• Controller: "Controller" means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.

• Inventory data: Inventory data encompass essential information required for the identification and management of contractual partners, user accounts, profiles, and similar assignments. These data may include, among others, personal and demographic details such as names, contact information (addresses, phone numbers, email addresses), birth dates, and specific identifiers (user IDs). Inventory data form the foundation for any formal interaction between individuals and services, facilities, or systems, by enabling unique assignment and communication.

• Log data: Protocol data, or log data, refer to information regarding events or activities that have been logged within a system or network. These data typically include details such as timestamps, IP addresses, user actions, error messages, and other specifics about the usage or operation of a system. Protocol data is often used for analyzing system issues, monitoring security, or generating performance reports.

• Meta, communication and process data: Meta-, communication, and procedural data are categories that contain information about how data is processed, transmitted, and managed. Meta-data, also known as data about data, include information that describes the context, origin, and structure of other data. They can include details about file size, creation date, the author of a document, and modification histories. Communication data capture the exchange of information between users across various channels, such as email traffic, call logs, messages in social networks, and chat histories, including the involved parties, timestamps, and transmission paths. Procedural data describe the processes and operations within systems or organisations, including workflow documentations, logs of transactions and activities, and audit logs used for tracking and verifying procedures.

• Personal Data: "personal data" means any information relating to an identified or identifiable natural person ("data subject"); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

• Processing: The term "processing" covers a wide range and practically every handling of data, be it collection, evaluation, storage, transmission or erasure.

• Profiles with user-related information: The processing of "profiles with user-related information", or "profiles" for short, includes any kind of automated processing of personal data that consists of using these personal data to analyse, evaluate or predict certain personal aspects relating to a natural person (depending on the type of profiling, this may include different information concerning demographics, behaviour and interests, such as interaction with websites and their content, etc.) (e.g. interests in certain content or products, click behaviour on a website or location). Cookies and web beacons are often used for profiling purposes.

• Usage data: Usage data refer to information that captures how users interact with digital products, services, or platforms. These data encompass a wide range of information that demonstrates how users utilise applications, which features they prefer, how long they spend on specific pages, and through what paths they navigate an application. Usage data can also include the frequency of use, timestamps of activities, IP addresses, device information, and location data. They are particularly valuable for analysing user behaviour, optimising user experiences, personalising content, and improving products or services. Furthermore, usage data play a crucial role in identifying trends, preferences, and potential problem areas within digital offerings

• Web Analytics: Web Analytics serves the evaluation of visitor traffic of online services and can determine their behavior or interests in certain information, such as content of websites. With the help of web analytics, website owners, for example, can recognize at what time visitors visit their website and what content they are interested in. This enables them, for example, to better adapt the content of their websites to the needs of their visitors. For the purposes of web analytics , pseudonymous cookies and web beacons are often used to recognize returning visitors and thus obtain more precise analyses of the use of an online service.

Privacy Policy

Table of contents

Controller

Overview of processing operations

Categories of Processed Data

Categories of Data Subjects

Purposes of Processing

Relevant legal bases

Security Precautions

Transmission of Personal Data

International data transfers

General Information on Data Retention and Deletion

Rights of Data Subjects

Provision of online services and web hosting

Use of Cookies

Blogs and publication media

Contact and Inquiry Management

Video Conferences, Online Meetings, Webinars and Screen-Sharing

Web Analysis, Monitoring and Optimization

Profiles in Social Networks (Social Media)

Plugins and embedded functions and content

Management, Organization and Utilities

Job Application Process

Changes and Updates

Terminology and Definitions