Data protection and privacy policy

We take the protection of your personal data very seriously and treat your personal information confidentially and in compliance with the legal data protection regulations of the EU General Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG), as well as this privacy policy.

The following information provides an overview of how we process your personal data and your rights.

Who is responsible for processing the data and who can I contact?

The responsible body is:

Projektron GmbH
Charlottenstraße 68
10117 Berlin
Germany

Tel.: +49 30 3 47 47 64-0
Fax: +49 30 3 47 47 64-999

Email: datenschutz(at)projektron.de

You can contact our external data protection officer at:

Projektron GmbH
C. Rocco Wittig
Charlottenstraße 68
10117 Berlin
Germany

To whom does this privacy policy apply?

This privacy policy applies to all visitors to this website, to our customers and their employees, to applicants, and to persons with whom we conduct online meetings via platforms provided by us.

Which data do we use?

We only use personal data that we need to achieve the respective purpose.

For what purposes and on what legal basis do we use your data?

We process your personal data in compliance with the provisions of the EU General Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG). Please also note our information on your right to object in accordance with Article 21 GDPR.

a) For the fulfillment of contractual obligations (Art. 6 Para. 1b GDPR)

Personal data is processed for the performance of a contract, as well as to conduct pre-contractual measures at your request, e.g. for the registration for and organization of events.

b) As part of the balancing of interests (Art. 6 Para. 1f GDPR)

Whenever necessary, we process your data beyond the fulfillment of our contractual obligations for the purposes of legitimate interests pursued by us or by a third party.

  • To assert or defend legal claims in case of a legal dispute
  • To guarantee IT security
  • For direct marketing
  • To answer your inquiry

c) Based on your consent (Art. 6 Para. 1a GDPR)

Insofar as you have given your consent to the processing of personal data for specific purposes, this processing is lawful based on your consent. You have the right to revoke your consent at any time. Please note that the revocation is only effective for future processing. Processing which has taken place prior to the revocation is not affected.

  • Sending of informational material
  • Processing of your job application
  • Provision of newsletters: You have the option of unsubscribing directly from every newsletter.

d) Based on legal requirements (Art. 6 Para. 1c GDPR) or in the public interest (Art. 6 Para. 1e GDPR)

As a company, we are also subject to various legal obligations (e.g. the German Commercial Code and tax laws).

Who receives access to my data?

Access to your data is provided to those within Projektron who need it in order to fulfill our contractual and legal obligations or as part of the balancing of interests. Service providers and agents utilized by us may receive access to the data for these purposes if they maintain confidentiality and comply with our instructions regarding data protection. Data is only transferred to third parties within the framework of the provisions of the GDPR and BDSG.

Is the data transferred to a third country?

Data is transferred to countries outside the EU or the EEA (so-called third countries) in the case of individual processing operations.

How long is my data stored?

We process and store your personal data for as long as it is required to fulfill our contractual and legal obligations or as part of the balancing of interests. If the data is no longer required for these purposes, it is regularly deleted, unless its restricted further processing is required to comply with retention periods under commercial or tax law, such as those stipulated by the German Commercial Code and the German Fiscal Code. The retention and documentation periods specified there range from six to ten years.

Which data protection rights do I have?

In accordance with Article 15 GDPR, you have a right to be provided with information on your stored data, according to Article 16 GDPR you have a right to rectification, according to Article 17 GDPR you have a right to erasure, according to Article 18 GDPR you have a right to the restriction of processing of your data, according to Article 21 GDPR you have a right to object and the right to data portability according to Article 20 GDPR. Furthermore, you have the right to lodge a complaint with a data protection supervisory authority (Article 77 GDPR in conjunction with Section 19 BDSG).

Consent given for the processing of personal data may be revoked at any time. Please note that the revocation is only effective for future processing. Processing which has taken place prior to the revocation is not affected. Please also note our information on your right to object in accordance with Article 21 GDPR.

Is there an obligation to provide data?

As part of a contact inquiry or the ordering of information, you must provide the personal data required to process your request (marked mandatory fields). Without this data, we are unable to answer your inquiry or provide you with the requested information.

Is there automated decision-making including profiling?

We generally do not use fully automated decision-making processes including profiling in accordance with Article 22 GDPR.

Information on your right to object in accordance with Article 21 GDPR

a) Individual right to object

You have the right to object to the processing of your personal data for reasons arising from your particular situation, provided that the processing of the data is carried out in the public interest or is based on the balancing of interests. This also applies to profiling. In the event of an objection, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for processing this data which override your interests, rights and freedoms. Alternatively, your personal data may continue to be processed for the establishment, exercise or defense of legal claims.

b) Objection to the processing of your data for direct advertising

In individual cases, we use your personal data for direct advertising. You have the right to object to this at any time; this also applies to profiling insofar as it is related to direct advertising. In the event of an objection, we will no longer process your personal data for these purposes. The objection does not require any particular form and should preferably be addressed to our data protection officer using the contact details provided above.

Data processing when using the website

Use-related information

We obtain usage data when our web pages are opened. This includes information such as screen resolution, browser version, internet access, operating system, language, plug-ins used, origin by country/region and search engines. The stored data is analyzed exclusively for statistical purposes and to optimize our web pages. Data is not transferred to third parties and no user-related evaluation takes place. Furthermore, we store connection data relating to our web pages (IP addresses) for a short period of a few days to ensure IT security.

How secure is my data?

In order to protect the personal data of our customers and interested parties, we use a secure online transmission method known as “Secure Socket Layer” (SSL) technology. All information transferred using this secure method is encrypted before being sent. Your personal data is processed exclusively in data centers and on computers protected by security technologies that comply with industry standards (e.g. firewalls, password protection, access controls, etc.).

Which plug-ins and tools are used on the website?

YouTube with enhanced privacy

This website embeds videos from YouTube. The operator of the service is Google Ireland Limited (“Google”), Gordon House, Barrow Street, Dublin 4, Ireland.

We use YouTube in enhanced privacy mode. According to YouTube, this mode ensures that YouTube does not store any information about visitors to this website before they watch a video. However, the transfer of data to YouTube partners is not necessarily excluded by enhanced privacy mode. This means that YouTube – regardless of whether you watch a video – establishes a connection to the Google DoubleClick network.

As soon as you start a YouTube video on this website, a connection to YouTube's servers is established. The YouTube server is informed which of our pages you have visited. If you are logged into your YouTube account, you enable YouTube to associate your browsing behavior directly with your personal profile. You can prevent this by logging out of your YouTube account.

Furthermore, after starting a video, YouTube may store various cookies on your end device. These cookies allow YouTube to obtain information about visitors to this website. This information is used, among other things, to compile video statistics, improve user-friendliness and prevent attempted fraud. The cookies remain on your end device until you delete them.

Additional data processing operations may be triggered after starting a YouTube video over which we have no control.

The use of YouTube is in the interest of providing an appealing presentation of our online offerings. This constitutes a legitimate interest within the meaning of Art. 6 Para. 1 lit. f GDPR. Further information about data protection at YouTube can be found in Google's privacy policy at: https://policies.google.com/privacy?hl=en-GB.

Matomo

This website uses the web analytics service Matomo. Matomo is an analytics tool used to analyze users' browsing behavior and obtain information about the use of individual components of the website. This enables us to continuously optimize the website and its user-friendliness. As a self-hosted analytics service, Matomo does not send any data to third parties and only collects anonymized user data.

The use of Matomo is based on our legitimate interest pursuant to Art. 6 Para. 1 lit. f GDPR.

Contacting us (Powermail & Netup Projektron)

When contacting us (e.g. via contact form, email, telephone or social media), the user's details are processed for the purpose of handling and responding to the contact request in accordance with Art. 6 Para. 1 lit. b GDPR (in the context of contractual or pre-contractual relationships) or Art. 6 Para. 1 lit. f GDPR (other inquiries). The Powermail and Netup Projektron plug-ins are used for this purpose. User information may be stored in a customer relationship management system (“CRM system”) or a comparable system for organizing inquiries. We delete inquiries when they are no longer required. We review the necessity of retaining them every two years; statutory archiving obligations also apply.

Data processing in the customer relationship

If you contact us in your own interest or on behalf of your organization in order to establish a customer relationship, or if a customer relationship with us already exists, we process your personal data (e.g. contact details and communication content) insofar as this is necessary for the customer relationship and to comply with legal requirements.

This must be distinguished from data processing that we carry out on behalf of our customers (processing pursuant to Art. 28 GDPR). Such processing is governed by data processing agreements with our customers and is covered by our customers' privacy policies, as our customers are responsible for this processing. Such processing on behalf of customers is therefore not covered by this privacy policy.

Legal basis

Your personal data is processed for customer relationship management on the basis of Art. 6 Para. 1 lit. b GDPR (performance of a contract) if the customer is a natural person. If the customer is a legal entity, personal data is processed on the basis of Art. 6 Para. 1 lit. f GDPR (legitimate interest).

Where we are required to comply with statutory retention obligations under the German Commercial Code (HGB) and the German Fiscal Code (AO), data is processed on the basis of Art. 6 Para. 1 lit. c GDPR (compliance with a legal obligation).

Customer relationship management system

We use a customer relationship management system (CRM system) to manage customer data. In this context, we use various subprocessors who may also have access to your data as part of their tasks. These subprocessors are:

dogado GmbH

  • Address: Antonio-Segni-Straße 11, 44263 Dortmund, Germany
  • Contact and contact details: info@dogado.de
  • Place of processing: Germany
  • Type and description of processing: supports Projektron in operating the hosting environment for its IT systems

Mistral AI (when using the AI module)

  • Address: Mistral AI, 15 rue des Halles, 75001 Paris, France
  • Contact and contact details: privacy@mistral.ai
  • Places of data processing (cloud infrastructure): Sweden, Norway
  • Type and description of processing: integration of Mistral AI's Mistral Studio product (formerly La Plateforme) for the use of artificial intelligence as an extension of Projektron products.

Customer relationship management also includes the support services we provide. For this purpose, we process support requests in a ticketing system.

Surveys and ratings

As part of our customer relationship, we conduct surveys and collect ratings, for example relating to training courses, events, products or satisfaction with the handling of support requests. In doing so, we may process names, contact details, submitted ratings and comments, as well as information relating to the respective training course, event or support request. If a survey is not conducted anonymously, participants will be informed of this in advance. The processing serves to evaluate and improve our services and is based on our legitimate interest (Art. 6 Para. 1 lit. f GDPR).

Internal disclosure

Your customer data is only accessed by employees involved in customer relationship management and accounting (sales, customer service and finance).

Retention period

We store your customer data for as long as it is required for customer relationship management. Longer storage will only take place if:

  • the data is required for the defense against or enforcement of legal claims, or
  • we are required to comply with statutory retention obligations under the German Commercial Code (HGB) and the German Fiscal Code (AO), generally for a period of six or ten years after the end of the customer relationship.

Data processing in the application process

When you apply to us, we process your personal data (e.g. contact details, résumé/CV, certificates, communication content) insofar as this is necessary to decide on the establishment of an employment relationship.

Legal basis

In the case of applications for an employment relationship, your personal data is processed in accordance with Section 26 (1) of the German Federal Data Protection Act (BDSG).

For applications for internships or other activities that do not fall under the definition of “employee” pursuant to Section 26 BDSG, processing is based on Article 6(1)(b) GDPR (pre-contractual measures).

After completion of the application process, further processing may take place to safeguard legitimate interests pursuant to Article 6(1)(f) GDPR, for example for the defense against or assertion of legal claims.

Use of external recruiting platforms

We use various external platforms to receive and manage applications. Depending on the job posting, processing may take place via the following providers:

Platforms acting as data processors (Article 28 GDPR)

These service providers process data exclusively in accordance with our instructions:

  • JOIN
  • Indeed
Platforms acting as independent controllers (Article 4 No. 7 GDPR)

Applicants submit their data directly to the respective provider, which processes the data under its own responsibility:

We subsequently receive your application for further processing as part of our selection process.

Internal disclosure

Your application data will only be accessed by employees involved in the application and selection process (HR department and responsible managers).

Retention period

We store your application data for up to six months after completion of the application process. Longer storage will only take place if:

  • you have expressly given your consent (e.g. to be considered for future job openings), or
  • the data is required for the defense against or enforcement of legal claims.

In the event of employment, the relevant data will be transferred from the applicant management system to our personnel management system.

Data processing for online meetings

We use the Cisco WebEx and Microsoft Teams applications to conduct video conferences and online meetings.

In doing so, we and the providers process both connection data and content data. Connection data includes the IP address of the respective end device and other data, particularly when users log in with their own account and participate in video conferences or online meetings while logged in. At the content level, moving images, profile pictures, voices and spoken words, chat messages and shared content from participants' screens may be processed. We only record content data if the participants give their consent.

The recipients of connection and content data are administrators and, where applicable, other participants in the video conferences and online meetings.

Connection and content data is deleted once the purpose for which it was processed no longer applies.

The legal bases for data processing are our legitimate interest (Art. 6 Para. 1 sentence 1 lit. f GDPR) and consent (Art. 6 Para. 1 sentence 1 lit. a GDPR).

A transfer to third countries takes place. Cisco Systems, Inc. and Microsoft Corporation, as system operators, are based in the United States and therefore in a third country. Both companies participate in the EU-US Data Privacy Framework. Data processing by these companies is therefore covered by the EU adequacy decision (Art. 45 GDPR).

Links to other websites

Our website may contain links to websites of other providers for additional information. We have no influence on their compliance with data protection and security regulations. Our privacy policy therefore does not extend to these websites.

In some places, our website contains preview images or links to video content on the YouTube platform (provider: Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland). The videos themselves are not embedded directly on our website, but are merely linked.

Only when you click on a corresponding link or preview image is a connection to YouTube's servers established. In doing so, data is transmitted to YouTube. We have no influence on the type and scope of data processing by YouTube.
Further information can be found in Google's privacy policy.