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Privacy Policy

Table of Contents

PREAMBLE
1. CONTROLLER
2. CONTACT INFORMATION OF THE DATA PROTECTION OFFICER
3. OVERVIEW OF PROCESSING OPERATIONS
3.1 Categories of Processed Data
3.2 Categories of Data Subjects
3.3 Purposes of Processing
4. RELEVANT LEGAL BASIS
4.1 Relevant Legal Basis according to the GDPR
4.2 National Data Protection Regulations in Germany
4.3 Reference to the Applicability of the GDPR and the Swiss DPA
5. SECURITY PRECAUTIONS
6. TRANSMISSION OF PERSONAL DATA
7. GENERAL INFORMATION ON DATA RETENTION AND DELETION
8. RIGHTS OF DATA SUBJECTS
9. OPERATION OF THE WEBSITE
9.1 Provision of Online Services and Web Hosting
9.2 Use of Cookies
9.3 Plugins, Embedded Functions and Content
10. BUSINESS SERVICES
11. CAQ AG PARTNERS
12. BUSINESS PROCESSES AND OPERATIONS
13. PROVIDERS AND SERVICES USED IN THE COURSE OF BUSINESS
14. PURCHASE OF APPLICATIONS VIA APP STORES (CAQ APP)
15. CONTACT AND INQUIRY MANAGEMENT
16. CAQ SOFTWARE WITH ARTIFICIAL INTELLIGENCE (AI)
17. USE OF ARTIFICIAL INTELLIGENCE IN CAQ AG
18. VIDEO CONFERENCES, ONLINE MEETINGS, WEBINARS AND SCREENSHARING
19. CLOUD SERVICES
19.1 Cloud Services for Using our SaaS
19.2 Cloud Services Usage in CAQ AG
20. NEWSLETTER AND ELECTRONIC COMMUNICATIONS
21. PROFILES IN SOCIAL NETWORKS (SOCIAL MEDIA)
22. MANAGEMENT, ORGANIZATION AND UTILITIES
23. JOB APPLICATION PROCESS
24. CHANGES AND UPDATES
25. TERMINOLOGY AND DEFINITIONS


Preamble

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.


1. Controller

CAQ AG Factory Systems
In der Wester 5
55494 Rheinböllen
Germany

Authorized Representatives: Florian Schwarz, Sebastian Schwarz, Carsten Strebel

E-Mail Address: privacy@caq.de

Legal Notice: https://www.caq.de/en/enterprise/imprint


2. Contact Information of the Data Protection Officer

Data Protection Officer
In der Wester 5
55494 Rheinböllen
Germany
E-Mail: privacy@caq.de


3. Overview of Processing Operations

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


3.1 Categories of Processed Data

  • Inventory data
  • Contact data
  • Content data
  • Contract data
  • Usage data
  • Meta, communication and process data
  • Job applicant details
  • Images and/or video recordings
  • Audio recordings
  • Creditworthiness data
  • Payment data

3.2 Categories of Data Subjects

  • Customers / Service recipients and clients
  • Prospective customers
  • Communication partners
  • Users and website visitors
  • Job applicants
  • Business and contractual partners
  • Persons depicted
  • Third parties

3.3 Purposes of Processing

  • Provision of contractual services and fulfillment of contractual obligations
  • Communication
  • Security Measures
  • Direct Marketing
  • Office and organizational procedures
  • Organizational and administrative procedures
  • Job application process
  • Feedback
  • Marketing
  • Provision of our online services and usability
  • Assessment of creditworthiness
  • Information technology infrastructure
  • Financial and payment management
  • Public Relations
  • Sales Promotion
  • Business processes and management procedures
  • Artificial Intelligence (AI)

4. Relevant Legal Basis


4.1 Relevant Legal Basis 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.

  • Compliance with a legal obligation (Article 6 (1) (c) GDPR) – Processing is necessary for compliance with a legal obligation, to which the controller is subject.

  • 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) – In the case of communication of special categories of data based on voluntary consent, their processing is carried out on the basis of Article 9 (2)(a) GDPR.


4.2 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.


4.3 Reference to the Applicability of the GDPR and the Swiss DPA

This 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.


5. Security Precautions

We take appropriate technical and organizational measures in accordance with the legal requirements, taking into account the state of the art, the costs of implementation and the nature, scope, context and purposes of processing as well as the risk of varying likelihood and severity for the rights and freedoms of natural persons, in order to ensure a level of security appropriate to the risk.

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

Securing online connections through TLS/SSL encryption technology (HTTPS): To protect the data of users transmitted via our online services from unauthorized access, we employ TLS/SSL encryption technology. Secure Sockets Layer (SSL) and Transport Layer Security (TLS) are the cornerstones of secure data transmission on the internet. These technologies encrypt the information that is transferred between the website or app and the users browser (or between two servers), thereby safeguarding the data from unauthorized access. TLS, as the more advanced and secure version of SSL, ensures that all data transmissions conform to the highest security standards. When a website is secured with an SSL/TLS certificate, this is indicated by the display of HTTPS in the URL. This serves as an indicator to users that their data is being securely and encryptedly transmitted.


6. Transmission of Personal Data

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

Data Transfer within the Corporate Group

We may transfer personal data to our subsidiary company GFQ GmbH (Address: In der Wester 5, 55494 Rheinböllen) within our corporate group or grant them access to it. This data sharing is based on our legitimate business and economic interests. By this, we mean, for example, the improvement of business processes, ensuring efficient and effective internal communication, the optimal use of our human and technological resources, as well as the ability to make informed business decisions. In certain cases, data sharing may also be necessary to fulfill our contractual obligations or may be based on the consent of the data subjects or a legal permission.

International Data Transfers

If we process data in a third country (i.e., outside the European Union (EU) or the European Economic Area (EEA)), or if the processing is done within the context of using third-party services or the disclosure or transfer of data to other individuals, entities, or companies, this is only done in accordance with legal requirements. If the data protection level in the third country has been recognized by an adequacy decision (Article 45 GDPR), this serves as the basis for data transfer. Otherwise, data transfers only occur, if the data protection level is otherwise ensured, especially through standard contractual clauses (Article 46 (2)(c) GDPR), explicit consent, or in cases of contractual or legally required transfers (Article 49 (1) GDPR).

Furthermore, we provide you with the basis of third-country transfers from individual third-country providers, with adequacy decisions primarily serving as the foundation.

Information regarding third-country transfers and existing adequacy decisions 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.

Within the "Data Privacy Framework" (DPF), the EU Commission has also recognized the data protection level for certain companies from the USA as secure within the adequacy decision of 10th July 2023.

The list of certified companies as well as additional information about the DPF can be found on the website of the US Department of Commerce at https://www.dataprivacyframework.gov/.

We will inform you, which of our service providers are certified under the Data Privacy Framework as part of these data protection notices.


7. General Information on Data Retention and Deletion

We delete personal data that we process in accordance with legal regulations as soon as the underlying consents are revoked and no further legal basis for processing exists. This applies to cases, where the original purpose of processing is no longer applicable, or the data is no longer needed. Exceptions to this rule exist, if statutory obligations or special interests require a longer retention or archiving of the data.

In particular, data that must be retained for commercial or tax law reasons, or whose storage is necessary for legal prosecution or protection of the rights of other natural or legal persons, must be archived accordingly.
Our privacy notices contain additional information on the retention and deletion of data specifically applicable to certain processing processes.

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

If a period does not explicitly start on a specific date and lasts at least one year, it automatically begins at the end of the calendar year, in which the event triggering the period occurred. In the case of ongoing contractual relationships in the context of which data is stored, the event triggering the deadline is the time, at which the termination or other termination of the legal relationship takes effect.

Data, that is no longer stored for its originally intended purpose but due to legal requirements or other reasons, is processed exclusively 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 organizational 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 experience 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 case of ongoing contracts (Sections 195, 199 of the German Civil Code).


8. 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 particular from Articles 15 to 21 of the GDPR:


  • Right to object: On grounds arising from your particular situation, you have the right 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 is 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: In accordance with the law, you have the right 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.


9. Operation of the Website


9.1 Provision of Online Services and Web Hosting

We process user data in order to be able to provide them with our online services. For this purpose, we process the IP address of the user, which is necessary to transmit the content and functions of our online services to the users 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, 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 or users of online services).

  • 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.

  • 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 users 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.

  • Hosting: CAQ AG Factory Systems – us.


9.2 Use of Cookies

The term "cookies" refers to functions, that store information on users devices and read it from them. Cookies can also be used for different purposes, such as ensuring the functionality, security, and convenience of online services as well as analyzing visitor traffic. We use cookies in accordance with legal regulations. If necessary, we obtain users consent in advance. If consent is not required, we rely on our legitimate interests. This applies when storing and reading information is essential to provide explicitly requested content and functions. This includes, for example, saving settings and ensuring the functionality and security of our online services. Consent can be withdrawn at any time. We clearly inform users about the scope of the consent and which cookies are used.

Information on Legal Data Protection Basis

Whether we process personal data using cookies depends on users consent. If consent is given, it serves as the legal basis. Without consent, we rely on our legitimate interests, as outlined in this section and in the context of the respective services and procedures.

Storage Duration

The following types of cookies are distinguished based on their storage duration:


  • Temporary cookies (also: session cookies): Temporary cookies are deleted at the latest after a user leaves an online service and closes their device (e.g., browser or mobile application).

  • Permanent cookies: Permanent cookies remain stored, even after the device is closed. For example, the login status can be saved, and preferred content can be displayed directly when the user revisits a website. Additionally, the user data collected with cookies may be used for audience measurement. Unless we provide explicit information to users about the type and storage duration of cookies (e.g., when obtaining consent), users should assume that these are permanent and may have a storage duration of up to two years.

General Information on Withdrawal and Objection (Opt-out)

Users can withdraw their consent at any time and also object to the processing according to legal regulations, including through the privacy settings of their browser.


  • Processed data types: Meta, communication and process data (e.g. IP addresses, timestamps, identification numbers, involved parties); 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 or users of online services).

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

  • 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).

  • Cookie-Opt-Out: In the footer of our website, you will find a link that allows you to change your cookie settings as well as revoke corresponding consents.


9.3 Plugins and Embedded Functions and Content

Within our online services, we integrate functional and content elements that are obtained from the servers of their respective providers (hereinafter referred to as "third-party providers"). These may, for example, be graphics, videos or city maps (hereinafter uniformly referred to as "Content").

The integration always presupposes that the third-party providers of this content process the IP address of the user, since they could not send the content to their browser without the IP address. The IP address is therefore required for the presentation of these contents or functions. We strive to use only those contents, whose respective offerers use the IP address only for the distribution of the contents. The pseudonymous information may also be stored in cookies on the users device and may include technical information about the browser and operating system, referring websites, visit times and other information about the use of our website and may be linked to such information from other sources.

Notes on legal basis

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


  • 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); Contact data (e.g. postal and e-mail 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).

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

  • Purposes of processing: Provision of our online services and usability; Profiles with user-related information (creating user profiles).

  • 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 two years (unless otherwise stated, cookies and similar storage methods may be stored on users’ devices for a period of two years).

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

Further Information on Processing Methods, Procedures and Services Used

YouTube Videos

Video content; YouTube videos are integrated via a special domain (recognizable by the component "youtube-nocookie") in the so-called "enhanced data protection mode", whereby no cookies on user activities are collected in order to personalize the video playback. Nevertheless, information on the users interaction with the video (e.g. remembering the last playback point) may be stored.

Vimeo Video Player

Integration of a video player.


10. Business Services

We process data of our contractual and business partners, e.g. customers and interested parties (collectively referred to as "contractual partners") within the context of contractual and comparable legal relationships as well as associated actions and communication with the contractual partners or pre-contractually, e.g. to answer inquiries.

We process this data in order to fulfill our contractual obligations. These include, in particular, the obligations to provide the agreed services, any update obligations and remedies in the event of warranty and other service disruptions. In addition, we process the data to protect our rights and for the purpose of administrative tasks associated with these obligations and company organization. Furthermore, we process the data on the basis of our legitimate interests in proper and economical business management as well as security measures to protect our contractual partners and our business operations from misuse, endangerment of their data, secrets, information and rights (e.g. for the involvement of telecommunications, transport and other auxiliary services as well as subcontractors, banks, tax and legal advisors, payment service providers or tax authorities). Within the framework of applicable law, we only disclose the data of contractual partners to third parties to the extent that this is necessary for the aforementioned purposes or to fulfill legal obligations. Contractual partners will be informed about further forms of processing, e.g. for marketing purposes, within the scope of this privacy policy.

We inform the contracting partners before or in the context of the data collection, which data is necessary for the aforementioned purposes, e.g. in online forms by special marking (e.g. colors), and/or symbols (e.g. asterisks or the like), or personally.

We delete the data after expiry of statutory warranty and comparable obligations, i.e. in principle after expiry of four years, unless the data is stored in a customer account or must be kept for legal reasons of archiving. The statutory retention period for documents relevant under tax law as well as for commercial books, inventories, opening balance sheets, annual financial statements, the instructions required to understand these documents and other organizational documents and accounting records is ten years, and for received commercial and business letters and reproductions of sent commercial and business letters six years. The period begins at the end of the calendar year, in which the last entry was made in the book, the inventory, the opening balance sheet, the annual financial statements or the management report was prepared, the commercial or business letter was received or sent, or the accounting document was created, furthermore the record was made, or the other documents were created.


  • Processed data types: Inventory data (e.g. the full name, address, contact information, customer number, etc.); Payment data (e.g. bank details, invoices, payment history); Contact data (e.g. postal and e-mail addresses or phone numbers); Contract data (e.g. contract object, duration, customer category).

  • Data subjects: Service recipients and clients; Prospective customers; Business and contractual partners.

  • Purposes of processing: Provision of contractual/pre-contractual services and fulfillment of contractual obligations; Communication; Office and organizational procedures; Organizational and administrative procedures; Business processes and management procedures.

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

  • Legal basis: Performance of a contract and prior requests (Article 6 (1) (b) GDPR); Compliance with a legal obligation (Article 6 (1) (c) GDPR); Legitimate Interests (Article 6 (1) (f) GDPR).

Further Information on Processing Methods, Procedures and Services Used

IT Services

We process the data of our clients as well as contractors to enable them to plan, implement, and support IT solutions and associated services. The required information is marked as such during the contract, project, or similar agreement phase and includes details necessary for service provision and billing, as well as contact information to facilitate any necessary consultations. Insofar as we gain access to information from end customers, employees, or other individuals, we process this in accordance with legal and contractual requirements.

Processing processes include project management and documentation, which cover all phases from initial requirement analysis to project completion. This involves creating and managing project timelines, budgets, and resource allocations. Data processing also supports change management, where changes in the project flow are documented and tracked to ensure compliance and transparency.

Another process is customer relationship management (CRM), which involves recording and analyzing customer interactions and feedback to improve service quality and efficiently address individual customer needs. Additionally, the processing process encompasses technical support and troubleshooting, which includes capturing and handling support requests, error resolutions, and regular maintenance.

Furthermore, reporting and performance analysis are conducted by capturing and evaluating performance metrics to assess the effectiveness of provided IT solutions continuously, optimizing them. All these processes are aimed at ensuring high customer satisfaction and compliance with all relevant regulations; Legal basis: Performance of a contract and prior requests (Article 6 (1) (b) GDPR), Compliance with a legal obligation (Article 6 (1) (c) GDPR), Legitimate Interests (Article 6 (1) (f) GDPR).

Online Courses and Online Training

We process the data of participants in our online courses and training sessions (collectively referred to as "participants") in order to be able to provide them with our course and training services. The data processed, the type, scope, purpose, and necessity of their processing are determined by the underlying contractual relationship. The data generally includes information on the courses and services utilized, as well as personal preferences and results of the participants, insofar as they are part of our service offer. Processing forms also include performance evaluation and the evaluation of our services as well as those of the course and training instructors. Additionally, depending on the equipment and structure of the respective courses or learning content, further processing operations may be implemented, such as attendance tracking for documenting participation, progress monitoring for measuring and analyzing learning progress by collecting exam and test results; Legal basis: Performance of a contract and prior requests (Article 6 (1) (b) GDPR).

Event Management

We process the data of the participants of the events, events and similar activities offered or organized by us (hereinafter uniformly referred to as "participants" and "events") in order to enable them to participate in the events and to make use of the services or actions associated with their participation.

The necessary information is identified as such in the context of the conclusion of the agreement, booking or comparable contract and includes the information required for the provision of services and billing as well as contact information in order to be able to hold any enquiries. Insofar as we gain access to information on end customers, employees or other persons, we process this in accordance with the legal and contractual requirements; Legal basis: Performance of a contract and prior requests (Article 6 (1) (b) GDPR).


11. CAQ AG Partners

Partner companies from the CAQ Quality Excellence Network (hereinafter referred to as the "Partner Network") may be involved in the provision of services. Follow the link here for a list of partners: https://www.caq.de/en/enterprise/partner. The personal data of our interested parties and customers may also be passed on – with their consent – to the CAQ partners named in the communication with the interested party / customer, in order to offer or provide the requested products and services.

The partner network combines various aspects from training, technology, validation and consulting to application development, shop floor integration and ERP connectivity. We conclude an order data processing agreement with each partner who receives personal data from our interested parties / customers. In accordance with the provisions of the order-processing contract, the partners process the personal data exclusively within the EU and in accordance with the requirements of the GDPR.


12. Business Processes and Operations

Personal data of service recipients and clients – including customers or business partners as well as other third parties – are processed within the framework of contractual and comparable legal relationships and pre-contractual measures such as the initiation of business relations. This data processing supports and facilitates business processes in areas such as customer management, sales, payment transactions, accounting, and project management.

DThe collected data is used to fulfill contractual obligations and make business processes efficient. This includes the execution of business transactions, the management of customer relationships, the optimization of sales strategies, and ensuring internal invoicing and financial processes. Additionally, the data supports the protection of the rights of the controller and promotes administrative tasks as well as the organization of the company.
Personal data may be transferred to third parties, if necessary for fulfilling the mentioned purposes or legal obligations. After legal retention periods expire or when the purpose of processing no longer applies, the data will be deleted. This also includes data that must be stored for longer periods due to tax law and legal obligations to provide evidence.


  • Processed data types: Inventory data (For example, the full name, address, contact information, customer number, etc.); Payment data (e.g. bank details, invoices, payment history); Contact data (e.g. postal and e-mail 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); Contract data (e.g. contract object, duration, customer category); 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); Creditworthiness data (e.g. received credit score, estimated default probability, risk classification based on this, historical payment behaviors).

  • Data subjects: Service recipients and clients; Prospective customers; Communication partner (Recipients of e-mails, letters, etc.); Business and contractual partners; Customers; Third parties; Users (e.g. website visitors or users of online services).

  • Purposes of processing: Provision of contractual services and fulfillment of contractual obligations; Office and organizational procedures; Business processes and management procedures; Security measures; Provision of our online services and usability; Communication; Marketing; Sales promotion; Public relations; Assessment of creditworthiness; Financial and payment management; 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: Performance of a contract and prior requests (Article 6 (1) (b) GDPR); Legitimate Interests (Article 6 (1) (f) GDPR); Compliance with a legal obligation (Article 6 (1) (c) GDPR).

Further Information on Processing Methods, Procedures and Services Used


  • Customer Management and Customer Relationship Management (CRM): Processes required in the context of customer management and Customer Relationship Management (CRM) include customer acquisition in compliance with data protection regulations, measures to promote customer retention and loyalty, effective customer communication, complaint management and customer service with consideration of data protection, data management and analysis to support the customer relationship, management of CRM systems, secure account management, customer segmentation and targeting; Legal basis: Performance of a contract and prior requests (Article 6 (1) (b) GDPR), Legitimate Interests (Article 6 (1) (f) GDPR).

  • Contact management and contact maintenance: Processes required in the context of organizing, maintaining, and securing contact information (e.g. setting up and maintaining a central contact database, regular updates of contact information, monitoring data integrity, implementing data protection measures, ensuring access controls, conducting backups and restorations of contact data, training employees in effective use of contact management software, regular review of communication history and adjustment of contact strategies); Legal basis: Performance of a contract and prior requests (Article 6 (1) (b) GDPR), Legitimate Interests (Article 6 (1) (f) GDPR).

  • Customer account: Customers can create an account on our website (e.g. customer account, "MY CAQ"). If the registration of a customer account is required, customers will be informed of this as well as of the details required for registration. The customer accounts are not public and cannot be indexed by search engines. In the course of registration and subsequent registration and use of the customer account, we store the IP addresses of the contractual partners along with the access times, in order to be able to prove the registration and prevent any misuse of the customer account. If the customer account has been terminated, the customer account data will be deleted after the termination date, unless it is retained for purposes other than provision in the customer account or must be retained for legal reasons (e.g. internal storage of customer data, order transactions or invoices). It is the customers responsibility to back up their data when terminating the customer account; Legal basis: Performance of a contract and prior requests (Article 6 (1) (b) GDPR), Legitimate Interests (Article 6 (1) (f) GDPR).

  • General payment transactions: Procedures required for carrying out payment transactions, monitoring bank accounts, and controlling payment flows (e.g. creation and verification of transfers, processing of direct debit transactions, checking of account statements, monitoring of incoming and outgoing payments, management of chargebacks, account reconciliation, cash management); Legal basis: Performance of a contract and prior requests (Article 6 (1) (b) GDPR), Legitimate Interests (Article 6 (1) (f) GDPR).

  • Accounting, accounts payable, accounts receivable: Procedures required for the collection, processing, and control of business transactions in the area of accounts payable and receivable accounting (e.g. creation and verification of incoming and outgoing invoices, monitoring and management of outstanding items, execution of payment transactions, handling of dunning processes, account reconciliation within the scope of receivables and payables, accounts payable accounting, and accounts receivable accounting); Legal basis: Performance of a contract and prior requests (Article 6 (1) (b) GDPR), Compliance with a legal obligation (Article 6 (1) (c) GDPR), Legitimate Interests (Article 6 (1) (f) GDPR).

  • Financial accounting and taxes: Procedures required for the collection, management, and control of finance-related business transactions as well as for the calculation, reporting, and payment of taxes (e.g. accounting and posting of business transactions, preparation of quarterly and annual financial statements, execution of payment transactions, handling of dunning processes, account reconciliation, tax consulting, preparation and submission of tax returns, management of tax affairs); Legal basis: Performance of a contract and prior requests (Article 6 (1) (b) GDPR), Compliance with a legal obligation (Article 6 (1) (c) GDPR), Legitimate Interests (Article 6 (1) (f) GDPR).

  • Sales: Procedures required for the planning, implementation, and control of measures for marketing and selling products or services (e.g. customer acquisition, preparation and tracking of offers, order processing, customer consultation and support, sales promotion, product training, sales controlling and analysis, management of distribution channels); Legal basis: Performance of a contract and prior requests (Article 6 (1) (b) GDPR), Legitimate Interests (Article 6 (1) (f) GDPR).

  • Marketing, advertising, and sales promotion: Processes required in the context of marketing, advertising, and sales promotion (e.g. market analysis and audience targeting, development of marketing strategies, planning and execution of advertising campaigns, design and production of advertising materials, online marketing including SEO and social media campaigns, event marketing and trade show participation, customer loyalty programs, sales promotion measures, performance measurement and optimization of marketing activities, budget management and cost control); Legal basis: Legitimate Interests (Article 6 (1) (f) GDPR).

  • Public Relations: Processes required in the context of public relations and public relations activities (e.g. development and implementation of communication strategies, planning and execution of PR campaigns, creation and distribution of press releases, maintenance of media contacts, monitoring and analysis of media response, organization of press conferences and public events, crisis communication, creation of content for social media and corporate websites, management of corporate branding); Legal basis: Legitimate Interests (Article 6 (1) (f) GDPR).

  • Guest Wi-Fi: Procedures required for the setup, operation, maintenance, and monitoring of a wireless network for guests (e.g. installation and configuration of Wi-Fi access points, creation and management of guest access, monitoring of network connection, ensuring network security, resolving connection issues, updating network software, compliance with data protection regulations); Legal basis: Performance of a contract and prior requests (Article 6 (1) (b) GDPR), Compliance with a legal obligation (Article 6 (1) (c) GDPR), Legitimate Interests (Article 6 (1) (f) GDPR).


13. Providers and Services Used in the Course of Business

As part of our business activities, we use additional services, platforms, interfaces or plugins from third-party providers (in short, "services") in compliance with legal requirements. Their use is based on our interests in the proper, legal and economic management of our business operations and internal organization.


  • Processed data types: Inventory data (e.g. the full name, address, contact information, customer number etc.); Payment data (e.g. bank details, invoices or payment history); Contact data (e.g. postal and e-mail 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); Contract data (e.g. contract object, duration or customer category).

  • Data subjects: Service recipients and clients; Prospective customers; Business and contractual partners; Members; Employees (e.g. employees, job applicants, temporary workers, and other personnel).

  • Purposes of processing: Provision of contractual services and fulfillment of contractual obligations; Office and organizational procedures; Business processes and management 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

DocuWare

Software for processing invoices.


14. Purchase of Applications via App Stores (CAQ App)

The purchase of our apps is done via special online platforms operated by other service providers (so-called "App stores"). In this context, the data protection notices of the respective App stores apply in addition to our data protection notices. This applies in particular with regard to the methods used on the platforms for web analytics and for interest-related marketing as well as possible costs.


  • Processed data types: Inventory data (e.g. the full name, address, contact information, customer number etc.); Payment data (e.g. bank details, invoices or payment history); Contact data (e.g. postal and e-mail addresses or phone numbers); Contract data (e.g. contract object, duration or customer category); Usage data (e.g. page views and duration of visit, click paths, intensity and frequency of use, types of devices and operating systems used or interactions with content and features); Meta, communication and process data (e.g. IP addresses, timestamps, identification numbers or parties involved).

  • Data subjects: Service recipients and clients; Users (e.g. website visitors or users of online services).

  • Purposes of processing: Provision of contractual services and fulfillment of contractual obligations; Marketing; 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).

Further Information on Processing Methods, Procedures and Services Used

Apple App Store

App and software distribution platform.

Google Play Store

App and software distribution platform.

Microsoft Store

App and software distribution platform.


15. 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 and business relationships, the information of the inquiring persons is processed to the extent necessary to respond to the contact requests and any requested measures.


  • Processed data types: Inventory data (e.g. the full name, address, contact information, customer number etc.); Contact data (e.g. postal and e-mail 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 or interactions with content and features); Meta, communication and process data (e.g. IP addresses, timestamps, identification numbers or parties involved).

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

  • Purposes of processing: Communication; Organizational 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, e-mail, 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).

  • CAQ ticket system: In our ticket system, you can submit service requests, report complaints or request support.


16. CAQ Software with Artificial Intelligence (AI)

According to the term "AI system" as defined in Article 3 No. 1 of the AI Regulation, we understand AI to be a machine-based system designed for varying degrees of autonomous operation, capable of adaptation after deployment, and producing outputs such as predictions, content, recommendations, or decisions that can influence physical or virtual environments.

You, as our customer, have the possibility to use artificial intelligence (AI) from different providers (AI like e.g. DeepL or ChatGPT) via an interface within our CAQ Software, which involves the processing of personal data. This means that you are contracting with the AI provider and managing your own AI access. In each case, you will be in control of the amount and type of data the AI will process.

In addition to the use of any AI endpoints managed by the customer, we offer the possibility to purchase a subscription for an AI service directly from us (hereinafter referred to as "CAQ.Net embedded AI"). This is done with the help of partners and in strict compliance with legal regulations. When using CAQ.Net embedded AI, we carefully select our suppliers (hereinafter referred to as "embedded AI suppliers"). In accordance with our legal obligations, we ensure that embedded AI suppliers comply with applicable regulations. We have entered into a data processing agreement with our embedded AI supplier, in accordance with the requirements of the GDPR. According to this agreement, data entered into CAQ.Net embedded AI will not be used for training purposes of the AI, but will be deleted within 24 hours after processing the order.

In addition, we comply with our obligations when using or operating purchased AI services. We place particular emphasis on transparency, fairness and maintaining human control over AI-assisted decision-making processes.

To protect the data we process, we and our embedded AI-suppliers implement appropriate and robust technical and organizational measures. These measures ensure the integrity and confidentiality of the data processed and minimize potential risks. We conduct regular reviews of our embedded AI suppliers and their services to ensure ongoing compliance with applicable legal and ethical standards.


  • Customers data protection measures: You are solely responsible for the lawful use of AI. You must check and comply with all legal bases and requirements for use. Please note the details of the processing of your data by the embedded AI suppliers in their data protection notices and check whether the use is lawful before each use. Please also ensure that you do not infringe the rights of third parties when using AI.

  • Processed data types: Content data, e.g. textual or pictorial messages and contributions as well as information pertaining to them, such as details of e.g. business data, supplier data, customer data of our customers and all other data, that you as our customer release when using AI; Usage data (e.g. intensity and frequency of use, types of devices and operating systems used or interactions with content and features).

  • Data subjects: Customers and third parties, whose data the users of CAQ software share when using AI (e.g. customer data, business data or supplier data).

  • Purposes of processing: Artificial Intelligence (AI).

  • Retention and deletion: Deletion in accordance with the terms of use for CAQ.Net embedded AI and the data protection legal notices of our suppliers.

  • Legal basis: Performance of a contract (Article 6 (1) (b) GDPR).

Further Information on Processing Methods, Procedures and Services Used

LS1-AI in CAQ.Net

Integration of an AI software into CAQ.Net for the optional use by our customers.


17. Use of Artificial Intelligence in CAQ AG

We use artificial intelligence (AI), which may involve the processing of personal data. The specific purposes and our interest in using AI are mentioned below.

The AI systems are used in strict compliance with legal requirements. These include both, specific regulations for artificial intelligence and data protection requirements. In particular, we adhere to the principles of lawfulness, transparency, fairness, human oversight, purpose limitation, data minimization, integrity and confidentiality. We ensure that the processing of personal data is always based on a legal foundation. This may either be the consent of the data subjects or a statutory permission.

When using external AI systems, we carefully select their providers (hereinafter referred to as "AI provider"). In accordance with our legal obligations, we ensure that the AI provider complies with applicable provisions. We also observe our duties when using or operating the acquired AI services. The processing of personal data by us and the AI provider is carried out exclusively on the basis of consent or legal authorization. We place particular emphasis on transparency, fairness and maintaining human oversight over AI-supported decision-making processes.

To protect processed data, we implement appropriate and robust technical as well as organizational measures. These ensure the integrity and confidentiality of processed data and minimize potential risks. Through regular reviews of the AI provider and their services, we ensure ongoing compliance with current legal and ethical standards.


  • 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 or interactions with content and features).

  • Data subjects: Content data (e.g. textual content and tables).

  • Purposes of processing: Translating texts, revising texts, creating texts, tables and graphics or other data-related tasks.

  • Retention and deletion: Deletion in accordance with the information provided in the section "General Information on Data Retention and Deletion" and the information provided by the providers in their privacy policies (see below).

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

Further Information on Processing Methods, Procedures and Services Used

LS1-AI

Use of AI in connection with our CAQ.Net software; Service Provider: Leftshift One Software GmbH, Schubertstraße 6A, 8010 Graz, Austria.

ChatGPT

AI-based service designed to understand and generate natural language and related input and data, analyze information, and make predictions ("AI", meaning "Artificial Intelligence" shall be construed in the applicable legal sense of the term).

DeepL

Translation of texts into various languages and provision of synonyms as well as context examples. Support with the correction and improvement of texts in different languages.

Microsoft Copilot

Enables the creation and editing of texts, spreadsheets, and presentations. Provides support for data analysis, task automation, and integration into various Microsoft Office applications. Utilizes machine learning to improve workflows and provide context-based suggestions.


18. Video Conferences, Online Meetings, Webinars and Screensharing

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

Data Processed by Conference Platforms

During participation in a conference, the data of the participants listed below is processed. The scope of the processing depends on the one hand, on which data is requested in the context of a specific conference (e.g. provision of access data or clear names) and which optional information is provided by the participants. In addition to processing for the purpose of conducting the conference, participants data may also be processed by the conference platforms for security purposes or service optimization. The processed data includes personal information (first name, last name), contact information (e-mail address, telephone number), access data (access codes or passwords), profile pictures, information on professional position/function, the IP address of the internet access, information on the participants end devices, their operating system, the browser and its technical and linguistic settings, information on the content-related communication processes, i.e. entries in chats and audio and video data, as well as the use of other available functions (e.g. surveys). The content of communications is encrypted to the extent technically provided by the conference providers. If participants are registered as users with the conference platforms, then further data may be processed in accordance with the agreement with the respective conference provider.

Logging and Recording

If text entries, participation results (e.g. from surveys) as well as video or audio recordings are recorded, this will be transparently communicated to the participants in advance, and they will be asked – if necessary – for their consent.

Data Protection Measures of the Participants

Please refer to the data privacy information of the conference platforms for details on the processing of your data and select the optimum security and data privacy settings for you within the framework of the settings of the conference platforms. Furthermore, please ensure data and privacy protection in the background of your recording for the duration of a conference (e.g. by notifying 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 Basis

Insofar as, in addition to the conference platforms, we also process users data and ask users for their consent to use contents from the conferences or certain functions (e.g. consent to a recording of conferences), the legal basis of the processing is this consent. Furthermore, our processing may be necessary for the fulfillment of our contractual obligations (e.g. in participant lists, in the case of reprocessing of conference results etc.). Otherwise, user data is processed on the basis of our legitimate interests in efficient and secure communication with our communication partners.


  • Processed data types: Inventory data (e.g. the full name, address, contact information, customer number etc.); Contact data (e.g. postal and e-mail 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 or 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 organizational 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

ClickMeeting

Conference and communication software.

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.

TeamViewer

Conference and communication software.

Zoom

Video conferences, online meetings, webinars, screen sharing, optional recording of sessions, chat function, integration with calendars and other apps.


19. Cloud Services


19.1 Cloud Services for Using our SaaS

For our SaaS customers, who use our software as a SaaS system, we use software services (so-called “cloud services”, also referred to as “software as a service”), that are accessible via the Internet and run on Microsofts servers to store, manage and execute the CAQ software.

Within this framework, personal data may be processed and stored on Microsofts servers, if this data is part of our SaaS customers data entries. The SaaS customer must check whether and which data it processes in its SaaS system and provide information in its data protection notices in accordance with the legal requirements.

The providers of our cloud services process usage and metadata. These serve to ensure security and optimize the services.


  • Customers data protection measures: You are solely responsible for the lawful use of data. You must check and comply with all legal bases and requirements for use. Please refer to Microsofts privacy policy for details on the processing of your data by Microsoft.

  • Processed data types: Content data (e.g. textual or pictorial messages and contributions as well as the information relating to them, such as details e.g. business data, supplier data, customer data of our customers and all other data, that you as our customer release when using AI); Usage data (e.g. intensity and frequency of use, device types and operating systems used or interactions with content and functions).

  • Data subjects: Persons, whose data our customers process in their CAQ SaaS system (e.g. customer data, business data or supplier data).

  • Purposes of processing: Information technology infrastructure, i.e. operation and provision of information systems and technical devices (e.g. servers etc.).

  • Storage and deletion: Deletion in accordance with the information provided by Microsoft Cloud Services. Details can be found in the providers privacy policy.

  • Legal basis: According to the legal basis of the customer and information provided by Microsoft Cloud Services. Details can be found in the providers privacy policy.

Further Information on Processing Methods, Procedures and Services Used

Microsoft Azure

Services in the field of the provision of information technology infrastructure and related services (e.g. storage space and/or computing capacities).

SaaS Management

Managing the SaaS infrastructure.


19.2 Cloud Services Usage in CAQ AG

We use Microsoft 365 applications, accessible via the Internet and running on Microsoft servers (so-called “cloud services”) for the storage and management of content (e.g. document storage and management, exchange of documents, content and information with specific recipients or publication of content and information).

In this context, personal data may be processed and stored on Microsofts servers, insofar as it is part of communication processes with us or otherwise processed by us as set out in this privacy policy. This data may include, in particular, master data and contact data of users, data on transactions, contracts, other processes and their content. Cloud service providers also process usage data and metadata that they use for security purposes and to optimize services.

If we use the cloud services to provide other users or publicly accessible websites with forms or other documents and content, the providers may store cookies on the users devices for the purposes of web analysis or to remember user settings (e.g. in case of media control).


  • Processed data types: Inventory data (e.g. full name, address, contact information, customer number etc.); Contact data (e.g. postal and e-mail addresses or telephone numbers); Content data (e.g. text or image messages and contributions as well as the information relating to them, such as information on authorship or time of creation). Usage data (e.g. page views and dwell time, click paths, usage intensity and frequency, device types and operating systems used or interactions with content and functions).

  • Data subjects: Interested parties; communication partners; Business and contractual partners.

  • Purposes of processing: Office and organizational procedures; Information technology infrastructure (operation and provision of information systems and technical devices (computers, servers etc.)).

  • Storage and deletion: Deletion in accordance with the information in the section “General information on data storage and deletion”.

  • Legal basis: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR).

Further Information on Processing Methods, Procedures and Services Used

Microsoft Cloud Services

Cloud storage, cloud infrastructure services and cloud-based application software.


20. Newsletter and Electronic Communications

We send newsletters, e-mails, and other electronic notifications (hereinafter "newsletters") exclusively with the consent of the recipients or based on a legal basis. If the contents of the newsletter are specified during registration for the newsletter, these contents are decisive for the users consent.

Deletion and Restriction of Processing

We may store unsubscribed e-mail addresses for up to three years based on our legitimate interests before deleting them to be able to demonstrate previously given consent. The processing of this data is limited to the purpose of potentially defending against claims. An individual request for deletion is possible at any time, provided that at the same time the former existence of consent is confirmed. In case of obligations to permanently observe objections, we reserve the right to store the e-mail address solely for this purpose in a blocklist.

The logging of the registration process is based on our legitimate interests for the purpose of proving its proper execution.

Contents of our newsletter: Information about us, our services, promotions and offers.


  • Processed data types: Inventory data (e.g. the full name, address, contact information, customer number etc.); Contact data (e.g. postal and e-mail addresses or phone numbers); Meta, communication and process data (e.g. IP addresses, timestamps, identification numbers or involved parties); 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: Communication partners (Recipients of e-mails, letters etc.).

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

  • Legal basis: Consent (Article 6 (1) (a) GDPR).

  • 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 contact options listed above, preferably via CAQ website.

Further Information on Processing Methods, Procedures and Services Used

Measurement of Opening Rates and Click Rrates

If you click on a link to the CAQ AG website from a newsletter, this will be registered. The information is assigned to individual newsletter recipients and stored in their profiles until deletion. The evaluations serve to recognize the reading habits of our users and adjust our content to them or send different content according to the interests of our users. The measurement of click rates, as well as the storage of the measurement results in user profiles and their further processing, are based on user consent. Unfortunately, it is not possible to revoke success measurement separately; in this case, the entire newsletter subscription must be cancelled or objected to. In that case, stored profile information will be deleted; Legal basis: Consent (Article 6 (1) (a) GDPR).


21. Profiles in Social Networks (Social Media)

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

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

In addition, user data is usually processed within social networks for market research and advertising purposes. For example, user profiles can be created on the basis of user behavior and the associated interests of users. The user profiles can then be used, for example, to place advertisements within and outside the networks which are presumed to correspond to the interests of the users. For these purposes, cookies are usually stored on the users computer, in which the users usage behavior and interests are stored. Furthermore, data can be stored in the user profiles independently of the devices used by the users (especially if the users are members of the respective networks or will become members later on).

For a detailed description of the respective processing operations and the opt-out options, please refer to the respective data protection declarations and information provided by the providers of the respective networks.

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


  • Processed data types: E-mail 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). Usage data (e.g. page views and duration of visit, click paths, intensity and frequency of use, types of devices and operating systems used or interactions with content and features).

  • Data subjects: Users.

  • Purposes of processing: Communication; Feedback; 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

Instagram

Social network, allows the sharing of photos and videos, commenting on and favoriting posts, messaging, subscribing to profiles and pages.

Facebook Pages

Profiles within the social network Facebook – We are jointly responsible (so called "joint controller") with Meta Platforms Ireland Limited for the collection (but not the further processing) of data of visitors to our Facebook page. This data includes information about the types of content users view or interact with, or the actions they take (see "Things that you and others do and provide" in the Facebook Data Policy: https://www.facebook.com/privacy/policy/, and information about the devices used by users (e.g. IP addresses, operating system, browser type, language settings, cookie information; see "Device Information" in the Facebook Data Policy: https://www.facebook.com/privacy/policy/. As explained in the Facebook Data Policy under "How we use this information?", Facebook also collects and uses information to provide analytics services, known as "page insights", to site operators to help them understand how people interact with their pages and with content associated with them. We have concluded a special agreement with Facebook ("Information about Page-Insights", https://www.facebook.com/legal/terms/page_controller_addendum), which regulates in particular the security measures that Facebook must observe and in which Facebook has agreed to fulfill the rights of the persons concerned (i.e. users can send information access or deletion requests directly to Facebook). The rights of users (in particular to access information, erasure, objection and complaint to the competent supervisory authority) are not restricted by the agreements with Facebook. Further information can be found in the "Information about Page Insights". The joint controllership is limited to the collection and transfer of the data to Meta Platforms Ireland Limited, a company located in the EU. Further processing of the data is the sole responsibility of Meta Platforms Ireland Limited.

LinkedIn

Social network – We are jointly responsible with LinkedIn Ireland Unlimited Company for the collection (but not the further processing) of visitor data, which is used to create "Page Insights" (statistics) for our LinkedIn profiles. This data includes information about the types of content users view or interact with, as well as the actions they take. It also includes details about the devices used, such as IP addresses, operating systems, browser types, language settings, and cookie data, as well as profile details of users, 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 LinkedIns privacy policy: https://www.linkedin.com/legal/privacy-policy.
We have entered into a special agreement with LinkedIn Ireland („Page Insights Joint Controller Addendum“), which specifically regulates the security measures LinkedIn must comply with and in which LinkedIn has agreed to fulfill the rights of data subjects (i.e. users can, for example, direct requests for information or deletion directly to LinkedIn). The rights of users (particularly the right to information, deletion, objection, and to lodge a complaint with the competent supervisory authority) are not restricted by our agreements with LinkedIn. The joint responsibility is limited to the collection of data and its transmission to LinkedIn Ireland Unlimited Company, a company based in the EU. Further processing of the data is the sole responsibility of LinkedIn Ireland Unlimited Company, particularly concerning the transfer of data to the parent company LinkedIn Corporation in the USA.

Vimeo

Social network and video platform.

  • Service Provider: Vimeo Inc., Attention: Legal Department, 555 West 18th Street New York, New York 10011, USA
  • Legal Basis: Legitimate Interests (Article 6 (1) (f) GDPR)
  • Website: https://vimeo.com
  • Privacy Policy: https://vimeo.com/privacy

YouTube

Soziales Netzwerk und Videoplattform.

XING

Social network and video platform.

kununu:

Review and rating platform.


22. Management, Organization and Utilities

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

Within this context, personal data may be processed and stored on the servers of third-party providers. This may include various data, that we process in accordance with this privacy policy. This data may include, in 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 their software or platforms in the context of communication, business or other relationships with us, the third-party provider processing may process usage data and metadata that can be processed by them for security purposes, service optimization or marketing purposes. We therefore ask you to read the data protection 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 or interactions with content and features). Meta, communication and process data (e.g. IP addresses, timestamps, identification numbers or parties involved).

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

  • Purposes of processing: Provision of contractual services and fulfillment of contractual obligations; Office and organizational 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

Adobe Document Cloud

Cloud storage, cloud infrastructure services and cloud-based application software for creating, editing, signing and sharing PDF documents.

DocuSign

Electronic signature of documents, sending documents for signature, tracking the status of documents, storing signed documents.

qxhub

qxhub is a platform for exchanging data.


23. Job Application Process

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

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

Applicants have to submit their applications via our online form, which is securely encrypted to the latest standards. For the purposes of sourcing, submitting and selecting candidates, we may use third party applicant management and/or recruitment software, platforms and services, subject to legal requirements.

Candidates are welcome to contact us to find out how to submit their application.


  • Processing of special categories of data: To the extent, to which special categories of personal data (Article 9(1) GDPR, e.g. health data, such as disability status or ethnic origin) are requested from applicants or communicated by them during the application process, their processing is carried out for the following purposes:

    • to exercise the rights of the data subject under labor law and social security and social protection law,

    • and to protect the vital interests of applicants or other persons.


  • Deletion of data: In the event of a successful application, the data provided by the applicants may be further processed by us for the purpose of the employment relationship. Otherwise, if the application for a job offer is not successful, the applicants data will be deleted. Applicants data will also be deleted, if an application is withdrawn, to which applicants are entitled at any time. Subject to a justified revocation by the applicant, the deletion will take place at the latest after the expiry of a period of six months, so that we can answer any follow-up questions regarding the application and comply with our duty of proof under the regulations on equal treatment of applicants. Invoices for any reimbursement of travel expenses are archived in accordance with tax regulations.

  • Processed data types: Inventory data (e.g. the full name, residential address, contact information, customer number etc.); Contact data (e.g. postal and e-mail addresses or phone numbers); Content data (e.g. textual messages); 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).


24. Changes and Updates

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

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

Supervisory Authority Competent for Us:

Der Landesbeauftragte für den Datenschutz und die Informationsfreiheit Rheinland-Pfalz
Hintere Bleiche 34
55116 Mainz


25. Terminology and Definitions

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


  • 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, e-mail addresses), birth dates, and specific identifiers (user IDs). Inventory data forms the foundation for any formal interaction between individuals and services, facilities, or systems, by enabling unique assignment and communication.

  • 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 is not limited to the content itself, but also includes metadata providing information about the content, such as tags, descriptions, authorship details, and publication dates.

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

  • Artificial Intelligence (AI): The purpose of processing data through Artificial Intelligence (AI) includes the automated analysis and processing of user data to identify patterns, make predictions, and improve the efficiency and quality of our services. This involves the collection, cleansing, and structuring of data, training and applying AI models, as well as the continuous review and optimization of results, and is carried out exclusively with users consent or based on legal authorization grounds.

  • 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 this personal data to analyze, evaluate or predict certain personal aspects relating to a natural person (depending on the type of profiling, this may include different information concerning demographics, behavior and interests, such as interaction with websites and their content etc.) (e.g. interests in certain content or products, click behavior on a website or location).

  • 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, includes 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 captures the exchange of information between users across various channels, such as e-mail traffic, call logs, messages in social networks, and chat histories, including the involved parties, timestamps, and transmission paths. Procedural data describes the processes and operations within systems or organizations, including workflow documentations, logs of transactions and activities, and audit logs used for tracking and verifying procedures.

  • Usage data: Usage data refers to information that captures how users interact with digital products, services, or platforms. This data encompass a wide range of information that demonstrates how users utilize applications and through what paths they navigate an application.

  • 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.

  • 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.

  • 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.

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

  • Contract data: Contract data are specific details pertaining to the formalization of an agreement between two or more parties. They document the terms, under which services or products are provided, exchanged, or sold. This category of data is essential for managing and fulfilling contractual obligations and includes both the identification of the contracting parties and the specific terms and conditions of the agreement. Contract data may encompass the start and end dates of the contract, the nature of the agreed-upon services or products, pricing arrangements, payment terms, termination rights, extension options, and special conditions or clauses. They serve as the legal foundation for the relationship between the parties and are crucial for clarifying rights and duties, enforcing claims, and resolving disputes.

  • Payment data: Payment data comprises all the information necessary for processing payment transactions between buyers and sellers. This data is crucial for e-commerce, online banking, and any other form of financial transaction. It includes details, such as credit card numbers, bank account information, payment amounts, transaction dates, verification numbers, and billing information. Payment data may also contain information on payment status, chargebacks, authorizations, and fees.

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