Privacy Policy

This Privacy Policy informs you about the nature, scope and purpose of the processing of personal data (hereinafter referred to as “data”) within our online offering (iPROT Software) and the websites, functions and content associated with it, as well as external online presences such as our social media profiles (hereinafter collectively referred to as the “online offering”). With regard to the terminology used, such as “personal data” or its “processing”, we refer to the definitions in Art. 4 of the General Data Protection Regulation (GDPR).

Controller:
Dr. Thomas Mathoi / iPROT Softwareentwicklung
datenschutz(AT)iprot.eu

Types of Data Processed

The following data and categories of data subjects are processed within our online offering:

  • Inventory data (e.g. names, addresses)
  • Contact data (e.g. email, phone numbers)
  • Content data (e.g. text input, photographs, videos)
  • Contract data (e.g. subject matter, term, customer category)
  • Payment data (e.g. bank details, payment history)
  • Usage data (e.g. websites visited, interest in content, access times)
  • Meta/communication data (e.g. device information, IP addresses)
Processing of Special Categories of Data (Art. 9 Para. 1 GDPR)

As a general rule, no special categories of data are processed unless such data is submitted by users for processing, e.g. entered in online forms.

Note: Special categories of personal data include data concerning racial and ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for the unique identification of a natural person, health data, and data concerning sex life or sexual orientation.

Categories of Data Subjects

The following persons are affected by the processing of data:

  • Customers / Prospects / Suppliers
  • Visitors and users of the online offering

In the following, we also refer to the data subjects collectively as “users”.

Purpose of Processing

Data is processed for the following purposes:

  • Provision of the online offering, its content and functions
  • Provision of contractual services, support and customer care
  • Responding to contact inquiries and communicating with users
  • Marketing, advertising and market research
1. Applicable Legal Bases

In accordance with Art. 13 GDPR, we inform you of the legal bases for our data processing activities. Where the legal basis is not specified in this Privacy Policy, the following applies: The legal basis for obtaining consent is Art. 6 Para. 1 lit. a and Art. 7 GDPR; the legal basis for processing to fulfill our services and carry out contractual measures as well as to respond to inquiries is Art. 6 Para. 1 lit. b GDPR; the legal basis for processing to fulfill our legal obligations is Art. 6 Para. 1 lit. c GDPR; and the legal basis for processing to safeguard our legitimate interests is Art. 6 Para. 1 lit. f GDPR. Where the vital interests of the data subject or another natural person require the processing of personal data, Art. 6 Para. 1 lit. d GDPR serves as the legal basis.

2. Changes and Updates

We ask you to regularly review the content of our Privacy Policy. We update the Privacy Policy as soon as changes to our data processing activities make this necessary. We will notify you as soon as any changes require an action on your part (e.g. consent) or any other individual notification.

3. Security Measures

In accordance with Art. 32 GDPR and taking into account the state of the art, we implement appropriate technical and organizational measures to ensure a level of protection appropriate to the risk. These measures include in particular ensuring the confidentiality, integrity and availability of data. We also consider the protection of personal data from the outset in the development and selection of hardware, software and processes, in accordance with the principle of data protection by design and by default (Art. 25 GDPR).

The security measures include in particular the encrypted transmission of data between your browser and our server.

4. Cooperation with Processors and Third Parties

Where we disclose data to other persons and companies (processors or third parties), transmit it to them, or otherwise grant them access to the data in the course of our processing activities, this is done only on the basis of a legal permission, consent, a legal obligation, or on the basis of our legitimate interests (e.g. when using agents, web hosting providers, etc.).

Where we engage third parties to process data on the basis of a so-called “data processing agreement”, this is done on the basis of Art. 28 GDPR.

5. Transfers to Third Countries

Where we process data in a third country (i.e. outside the European Union (EU) or the European Economic Area (EEA)), or where this occurs in the context of using third-party services, this is done only to fulfill our (pre-)contractual obligations, on the basis of your consent, due to a legal obligation, or on the basis of our legitimate interests. Processing takes place on the basis of special guarantees, such as the officially recognized determination of a level of data protection equivalent to that of the EU, or compliance with officially recognized specific contractual obligations (so-called “standard contractual clauses”).

6. Rights of Data Subjects

You have the right to access the data concerning you in accordance with Art. 15 GDPR, as well as the right to rectification of inaccurate data (Art. 16 GDPR), erasure (Art. 17 GDPR) or restriction of processing (Art. 18 GDPR), data portability (Art. 20 GDPR), and the right to lodge a complaint with the competent supervisory authority (Art. 77 GDPR).

7. Right to Withdraw Consent

You have the right to withdraw consent given in accordance with Art. 7 Para. 3 GDPR with effect for the future.

8. Right to Object

You may object at any time to the future processing of data concerning you in accordance with Art. 21 GDPR. The objection may in particular be directed against processing for direct marketing purposes.

9. Cookies

We use temporary and permanent cookies, i.e. small files stored on users’ devices. Some cookies serve security purposes or are required for the operation of our online offering. A general objection to the use of cookies for online marketing purposes can be declared via the EU website http://www.youronlinechoices.com/. In addition, cookies can be disabled via the browser settings. Please note that in this case some functions of the online offering may not be available.

10. Erasure of Data

Data processed by us is erased or its processing restricted in accordance with Art. 17 and 18 GDPR. Unless expressly stated otherwise in this Privacy Policy, data stored by us is erased as soon as it is no longer required for its intended purpose and no statutory retention obligations prevent its erasure.

Under statutory requirements, retention applies in particular for 7 years pursuant to § 132 Para. 1 BAO (accounting records, receipts/invoices, accounts, business documents, etc.) and for 10 years for documents related to electronically supplied services (Mini-One-Stop-Shop).

11. Provision of Contractual Services

We process inventory data (e.g. names and addresses as well as contact details of users) and contract data (e.g. services used, payment information) for the purpose of fulfilling our contractual obligations pursuant to Art. 6 Para. 1 lit. b GDPR.

Users may create a user account in which they can also view the scope of their order. User accounts are not public and cannot be indexed by search engines. If users terminate their user account, their data will be erased, subject to any retention obligation arising from commercial or tax law. It is the responsibility of users to back up their data upon termination before the contract ends.

As part of the registration process, we store the IP address and the time of the respective user action on the basis of our legitimate interests in protection against misuse.

Erasure takes place after the expiry of statutory warranty obligations; the necessity of retention is reviewed every three years. In the event of statutory archiving obligations, erasure takes place after these have expired (6 years under commercial law, 10 years under tax law).

12. Credit Assessment

Where we provide services in advance (e.g. purchase on account), we reserve the right to obtain identity and credit information from specialized service providers. For the purpose of the credit assessment, we transmit name, postal address, details of the type of contract, and VAT number to the following credit agencies:

  • Kreditschutzverband von 1870, Wagenseilgasse 7, 1120 Wien (www.ksv.at)
  • Alpenländischer Kreditorenverband, Schleifmühlgasse 2, 1041 Wien (www.akv.at)

The decision as to whether we provide services in advance is made in accordance with Art. 22 GDPR on the basis of an automated decision using the information provided by the credit agency. The legal basis is Art. 6 Para. 1 lit. f GDPR or, where consent has been given, Art. 6 Para. 1 lit. a GDPR.

13. Contact

When you contact us (via contact form or email), the information provided by the user is processed for the purpose of handling the contact request pursuant to Art. 6 Para. 1 lit. b GDPR. The information may be stored in our CRM system. We delete inquiries once they are no longer required and review the necessity of retention every two years. In the event of statutory archiving obligations, deletion takes place after these have expired (6 years under commercial law, 10 years under tax law).

14. Collection of Access Data and Log Files

On the basis of our legitimate interests pursuant to Art. 6 Para. 1 lit. f GDPR, we collect data about every access to the server (so-called server log files). Access data includes:

  • Name der abgerufenen Webseite und Datei
  • Date and time of access
  • Volume of data transferred
  • Browser type and version
  • Operating system of the user
  • Referrer URL (previously visited page)
  • IP address and requesting provider

Log file information is stored for a maximum of seven days for security reasons and then deleted.

15. Online Presence in Social Media

We maintain online presences within social networks and platforms in order to communicate with customers, prospects and users and to inform them about our services. When accessing the respective networks and platforms, the terms and conditions and data processing policies of their respective operators apply.

16. Newsletter

We send newsletters only with the consent of recipients or on the basis of a legal permission. Our newsletters contain information about our products, offers, promotions and our company.

Registration takes place using a double opt-in process: after signing up, you will receive a confirmation email. Registrations are logged (time, IP address). The newsletter is sent via our own server – your data is not passed on to external mailing service providers.

Newsletters contain a web beacon for measuring success (e.g. whether and when a newsletter is opened, which links are clicked). The legal basis is Art. 6 Para. 1 lit. a, Art. 7 GDPR in conjunction with § 107 Para. 2 TKG.

You can unsubscribe from the newsletter at any time. An unsubscribe link can be found at the end of every newsletter.

17. Google Analytics

On the basis of our legitimate interests pursuant to Art. 6 Para. 1 lit. f GDPR, we use Google Analytics, a web analytics service provided by Google LLC (“Google”). Google uses cookies. The information generated by the cookie about the use of the online offering is generally transmitted to and stored on a server in the United States.

We only use Google Analytics with IP anonymization enabled. Users can prevent the storage of cookies by adjusting their browser settings accordingly, or prevent Google from collecting data by installing the browser plugin available at https://tools.google.com/dlpage/gaoptout?hl=en.

Further information: https://policies.google.com/privacy.

18. Google Ads

On the basis of our legitimate interests pursuant to Art. 6 Para. 1 lit. f GDPR, we use the Google Ads service provided by Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA.

Google Ads enables us to display advertisements in Google search results and on other websites. When our website is accessed, a conversion cookie is set by Google, which expires after 30 days and is not used for personal identification. Using this cookie, Google and we can track whether a user has reached our website via a Google Ads advertisement and performed a specific target action (conversion).

Sie können der Personalisierung von Werbung durch Google widersprechen: https://adssettings.google.com/authenticated. Further information: https://policies.google.com/privacy.

19. WPML

WPML uses cookies to identify the current language of the visitor, the last visited language, and the language of logged-in users. While using the plugin, WPML shares data about the website via the installer. No user data itself is shared. WPML Translation Management sends the email address and name of each manager and assigned translator, as well as the content itself, to the Advanced Translation Editor and the translation services used. WPML String Translation sends all strings to the WPML Advanced Translation Editor and the translation services used.

20. Cloudflare Turnstile

We use the “Cloudflare Turnstile” service provided by Cloudflare, Inc., 101 Townsend St., San Francisco, CA 94107, USA on our website to protect forms from misuse by automated access (bots).

Cloudflare Turnstile analyzes the behavior of website visitors to distinguish between humans and automated access. No tracking cookies are set and no personal data is processed for advertising purposes. Technical information (e.g. IP address, browser information) is transmitted to Cloudflare servers.

The legal basis is Art. 6 Para. 1 lit. f GDPR. Further information: https://www.cloudflare.com/privacypolicy/.

21. Integration of Third-Party Content

We integrate the following third-party content on our website:

Note on Gender-Inclusive Language

For the sake of readability, this website uses the conventional masculine form for personal nouns and pronouns. This does not imply any disadvantage to the female gender, but is intended to be understood as gender-neutral in the interest of linguistic simplicity.

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