Privacy policy

We, Roxtra GmbH, take the protection of your personal data very seriously and adhere strictly to the rules of the German data protection laws. Personal data is only collected by us to the extent technically necessary. In no case will the collected data be sold. We always process all personal data in accordance with the Basic Data Protection Regulation.
The following statement provides an overview of how we ensure the protection of your data and what type of data is collected, used and processed for what purpose and to what extent. Furthermore, we inform data subjects about the rights to which they are entitled.

Definitions

In order to ensure easy readability and good understanding of this privacy policy, we will first explain the terms used. These are based on the terms used by the legislator when enacting the General Data Protection Regulation. The following terms, among others, are used in this data protection declaration:

Personal data

Personal data is any information relating to an identified or identifiable natural person. An individual is identifiable if he or she can be identified directly or indirectly by a specific characteristic such as an identification number, location data or an online identifier.

Processing

Processing refers to all operations in connection with personal data. Processing may be carried out with or without the aid of automated procedures. In particular, processing may include collection, recording, organisation, storage, arrangement, adaptation or alteration, dissemination or any other form of making available.

Profiling

Profiling means any kind of automated processing of personal data which involves an evaluation of personal aspects relating to that data. In particular, it is intended to analyze or predict aspects relating to the work performance, economic situation, health, personal preferences, interests, location or change of location of that natural person.

Pseudonymisation

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

Processor

A processor is any natural or legal person, public authority or other body that processes data on behalf of the controller.

Receiver

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

Third

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

Consent

Consent is any act by which an individual indicates that he or she consents to the processing of his or her personal data. The expression of consent may take the form of a statement or other act confirming that consent has been given.

Collection, processing and disclosure of personal data

In principle, you can visit our website without leaving any personal data. Personal data is only collected when using certain services if you provide it to us of your own accord, e.g.:

When you create support requests through our ticket system.
When ordering via our webshop.
When signing up for the newsletter.
When you register in our forum.
When you leave comments on our blog.

Types of data processed

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

Categories of affected persons

Customers
Interested parties
Communication partner
Users
Business and contractual partners

Processing purposes

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

Legal basis

Your personal data is processed on our homepage on the basis of the following legal grounds

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

Contract performance and pre-contractual inquiries (Art. 6 para. 1 p. 1 lit. b) DSGVO) - The processing of your personal data is necessary for the performance of a contract to which you are a party or for the performance of pre-contractual measures that are carried out at your request.

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

Legitimate interests (Art. 6 (1) p. 1 lit. f) DSGVO) - Processing is necessary to protect our legitimate interests or the interests of a third party, unless your interests or fundamental rights and freedoms requiring the protection of personal data override these.

Consent and purpose limitation

If the processing of personal data is necessary and there is no legal basis for this, the consent of the persons concerned is generally obtained. When entering personal or business data (e-mail addresses, names, addresses), the disclosure of your data is expressly voluntary. By entering your data, you agree that the data entered may be collected, processed or used for the purpose of contacting you, processing contracts, for advertising or for safeguarding our own justified business interests with regard to advising and supporting our customers and interested parties. The data will not be collected, processed or used for any other purpose. This consent can be revoked at any time with effect for the future. A passing on of these data does not take place, unless it is expressly desired by you.

Security measures

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

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

Anonymous data collection on our website

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

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

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

Types of data processed: Usage data (e.g. web pages visited, interest in content, access times); meta/communication data (e.g. device information, IP addresses).

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

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

Legal basis: Legitimate interests (Art. 6 para. 1 p. 1 lit. f) DSGVO)

Deletion of data: Log file information is stored for a maximum of 30 days and then deleted or anonymized. Data whose further retention is required for evidentiary purposes is exempt from deletion until final clarification of the respective incident.

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

Website: https://templ.io

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

Order processing contract: Provided by the service provider.

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

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

For more information on cookies, please see our Cookie Policy.

Registration on our website/ in our forum

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

Furthermore, when you register, we store the IP address assigned by your Internet provider as well as the date and time of registration. The storage takes place in order to prevent misuse of our services. Here, too, the data is only passed on if there is a legal obligation to pass it on, or if it is passed on to assist in criminal prosecution.
We will be happy to provide you with information about your stored personal data at any time. Furthermore, your stored data will be deleted upon request, provided that this does not conflict with any statutory retention periods.

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

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

Purposes of processing: provision of contractual services and customer service; feedback (e.g. collecting feedback via online form); provision of our online offer and user-friendliness; security measures; administration and response to inquiries.

Legal basis: Legitimate interests (Art. 6 para. 1 p. 1 lit. f) DSGVO)

Newsletter

Subscription

On our website, we provide you with the opportunity to subscribe to the Roxtra GmbH newsletter. Thereby we inform our interested parties regularly about innovations of the offered software products or about interesting blog articles.

The data collected in this process results from the corresponding registration form. For legal reasons, a confirmation email is sent on the basis of the double opt-in procedure during registration. This confirms that the newsletter registration was actually carried out by you.

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

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

Tracking

Our newsletters contain so-called tracking pixels. This is a miniature graphic that is embedded in emails in html format. Such tracking pixels enable the creation of a log file that provides information about which links in the email were opened by the recipients. We use this information to optimize the content of our newsletters. The personal data collected in the process is not passed on to third parties. If you unsubscribe from the newsletter, the collected data will be deleted.

Brevo

For the dispatch of our newsletters and the management of newsletter subscribers, we use the tool Brevo (formerly sendinblue). The personal data described in the section "Subscription" are entered into the newsletter tool by Sendinblue GmbH for this purpose and processed there.

Types of data processed: inventory data (e.g. names, addresses); contact data (e.g. e-mail, telephone numbers); meta/communication data (e.g. device information, IP addresses); usage data (e.g. websites visited, interest in content, access times).

Affected persons: Communication partners.

Purposes of processing: direct marketing (e.g. by e-mail or postal mail).

Legal basis: Consent (Art. 6 para. 1 p. 1 lit. a) DSGVO).

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

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

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

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

Order processing contract: Provided by the service provider.

Contact option via our website

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

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

Affected persons: Communication partners.

Purposes of processing: contact requests and communication; managing and responding to requests; feedback (e.g. collecting feedback via online form); providing our online offer and user experience.

Legal basis: Legitimate interests (Art. 6 para. 1 p. 1 lit. f) DSGVO).

Comment function in the blog

The offer of our website also includes a blog. The blog is a publicly viewable portal in which Roxtra GmbH or external authors write down articles or basic thoughts in blog posts. These contributions can be commented.

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

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

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

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

Legal basis: Legitimate interests (Art. 6 para. 1 p. 1 lit. f) DSGVO)

Website: https://templ.io

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

Order processing contract: Provided by the service provider.

Google Analytics

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

Google Analytics uses cookies that enable an analysis of your use of the website. A detailed explanation of cookies can be found in the section "Cookies." Our website uses Google Analytics with the extension "_anonymizeIp()", therefore IP addresses are only processed in abbreviated form in order to exclude direct personal references. On behalf of the operator of this website, Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity and providing other services relating to website activity and internet usage to the website operator.

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

You may refuse the use of cookies by selecting the appropriate settings on your browser software or our cookie banner, however please note that if you do this you may not be able to use the full functionality of this website. You can also prevent the collection of data generated by the cookie and related to your use of the website to Google, as well as the processing of this data by Google, by downloading and installing the browser plugin available at the following link: http://tools.google.com/dlpage/gaoptout?hl=de.

Types of data processed: Usage data (e.g. web pages visited, interest in content, access times); meta/communication data (e.g. device information, IP addresses).

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

Purposes of processing: Reach measurement (e.g. access statistics, recognition of returning visitors); profiling with user-related information (creation of user profiles); tracking (e.g. interest/behavior-related profiling, use of cookies); provision of our online offer and user-friendliness.

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

Legal basis: Consent (Art. 6 para. 1 p. 1 lit. a) DSGVO).

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

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

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

Order processing contract: https://business.safety.google/adsprocessorterms

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

Google Adwords

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

The purpose of these ads is the insertion of thematically relevant advertising and thus also the promotion of our website. Furthermore, Google AdWords also displays advertisements on third-party websites.

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

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

You can prohibit the storage of cookies via the settings of your browser. You can find the exact instructions for this in the "Cookies" section.

Types of data processed: Usage data (e.g. web pages visited, interest in content, access times); meta/communication data (e.g. device information, IP addresses).

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

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

Legal basis: Legitimate interests (Art. 6 para. 1 p. 1 lit. f) DSGVO)

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

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

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

Order processing contract: https://business.safety.google/adsprocessorterms

Microsoft Advertising

We use Microsoft Advertising on our website. For the purpose of marketing performance action management, a so-called conversion cookie is set on your computer when you click on one of our ads. This cookie is used to record how many people have clicked on one of our Microsoft Advertising ads. For us, only the total number of people can be evaluated, an identification of individuals can not be made.

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

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

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

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

Legal basis: Legitimate interests (Art. 6 para. 1 p. 1 lit. f) DSGVO)

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

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

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

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

If-So

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

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

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

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

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

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

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

Legal basis: Legitimate interests (Art. 6 para. 1 p. 1 lit. f) DSGVO)

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

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

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

Calendly

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

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

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

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

Legal basis: Legitimate interests (Art. 6 para. 1 p. 1 lit. f) DSGVO)

Website: https://calendly.com/de

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

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

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

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

Rights of the data subjects

You have the right to obtain confirmation at any time as to whether personal data relating to you is being processed. You also have the right to obtain information about the data stored about you, its origin and recipient and the purpose of storage at any time. Information about the stored data can be obtained from the data protection officer at privacy@roxtra.com. We will be happy to provide you with the personal data we have stored about you in a structured, common and machine-readable form.

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

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

Furthermore, we point out the existence of a right of complaint to a supervisory authority and the existence of automated decision-making including profiling pursuant to Article 22 (1) and (4) DSGVO and, in these cases, meaningful information about the logic involved as well as the scope and the intended effects of such processing for the data subject.

In addition, you have a right to correction, blocking and deletion (right to be forgotten) of this personal data in accordance with the statutory provisions. Furthermore, you can object to the processing of your data.

In the event of a deletion request, we will comply with it without delay, provided that one of the following reasons applies:

The processing of personal data is no longer necessary
The data subject revokes the consent on which the processing was based pursuant to Article 6(1)(a) of the GDPR or Article 9(2)(a) of the GDPR and there is no other legal basis.
The data subject objects to the processing pursuant to Article 21(1) of the GDPR and there are no overriding legitimate grounds for the processing, or the data subject objects to the processing pursuant to Article 21(2) of the GDPR.
The personal data have been processed unlawfully.
The deletion of the personal data is necessary for compliance with a legal obligation under Union or Member State law to which the controller is subject.
The personal data was collected in relation to information society services offered pursuant to Art. 8(1) DSGVO.

In case of processing of personal data for direct marketing purposes, you may object to the processing for such marketing at any time. Your data will then no longer be processed for the purpose of direct advertising.

Applications and application procedures

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

Types of data processed: inventory data (e.g. names, addresses); contact data (e.g. e-mail, telephone numbers); content data (e.g. entries in online forms); meta/communication data (e.g. device information, IP addresses).

Affected Persons: Applicant

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

Legal basis: Consent (Art. 6 para. 1 p. 1 lit. a) DSGVO)

Retention period

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

Security

Roxtra GmbH uses technical and organisational security actions in order to protect the data you have made available to Roxtra GmbH from accidental or intentional manipulation, loss, destruction or access by unauthorised persons and to ensure the most complete possible protection of our website. Nevertheless, we would like to point out that complete protection can never be guaranteed in the context of Internet-based data transmissions. You are therefore welcome to send us personal data by alternative means (e.g. by fax or telephone). Our security actions are continuously improved in line with technological developments.

Further information

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

Address

Roxtra GmbH
Schillerstraße 21
D-73033 Göppingen

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

Status: January 2023