Data Privacy

VIVAVIS AG, Nobelstr. 18, 76275 Ettlingen (‘VIVAVIS’) welcomes you to their website. VIVAVIS is committed to protecting your personal information and respecting data protection laws. In accordance with Article 13 GDPR (EU General Data Protection Regulation), this privacy policy explains how we do this. It applies to your use of our website and services. In the following, we therefore explain which personal data we process from you and in what way. In case of further questions, please do not hesitate to contact us. You will find our contact details at the bottom of our privacy policy.

How we process your personal information

Controller in compliance with Article 4 (7) GDPR is VIVAVIS AG, Nobelstr. 18, 76275 Ettlingen (see imprint), email datenschutz@dornbach.de.
For information on how to contact our data protection manager, please go to the bottom of this privacy notice.

What is personal data?

Personal data is any information that relates to an identified or identifiable living individual. Identifiable as 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. Such pieces of information are, for example, your name, address, phone number, language, location, email address, bank account details and your date of birth.

How we process your personal information

‘Processing’ means any operation or set of operations, which is performed on personal data or on sets of personal data, whether or not by automated means. Data processing especially covers all activities to collect, record organize, structure, store, adapt, alter, retrieve, examine, use, disclose by transmission, disseminate or provide in any other form, align or combine, restrict, erase or destroy personal data.

Based on relevant legal authorization, we will process personal data automatically in accordance with requirements and guidelines given below. Processing your personal data is restricted by the particularly described purposes.

Automated individual decision-making including profiling in accordance with Article 22 GDPR will not take place.

If we cooperate with third parties to process your personal data, this cooperation will be based on contracts that fulfil every requirement stipulated in Article 28 GDPR.

For what purpose do we use personal data when you visit our website?

Unless you register online or voluntarily complete a customer survey or provide feedback on any of our message boards or via email, our company will only collect data transmitted by your browser when visiting our website for informational purposes. When you visit our website, we will collect details that are technically required to properly display our website and guarantee stability and security. These details are:

IP address
date and time of your request;
offset to Greenwich Mean Time (GMT);
content of the request (particular page);
access status/HTTP status code;
particular data volume transferred;
requesting website;
browser
operating system and user interface
language and version of browser software.
This complies with Article 6 (1) (f) GDPR (‘legitimate interest’)

Beside sheer informative use of our website, we offer various services you may use if you are interested. To make use of these services, you will usually have to disclose additional personal details, which we will use to provide the particular service. To these details, the same principles apply as stated above.

Cookies

If you gave your consent, your computer stores cookies in addition to the details mentioned above when you visit our website. Cookies are small text files that a website sends to your computer’s hard drive to gather information. Cookies will not execute any programs or transfer viruses to your computer. VIVAVIS uses cookies in a range of ways to improve your experience on our website. We use strictly necessary cookies, as they are essential for you to browse our website and use its features. These cookies cannot be disabled in our system. This complies with Article 6 (1) (f) GDPR (‘legitimate interest’). Of course, you may adapt your browser settings according to your needs and even reject these necessary cookies. However, we would like to point out that rejection restricts the use of our website. Using cookies is covered by Article 6 (1) (a) GDPR (‘consent’). You may choose whether you accept all cookies, only specific cookie types (eg performance, functionality, targeting or advertising, etc) or no cookies at all. Consent is voluntarily. You may refuse your consent without having to face negative consequences. You may also withdraw your consent at any time but only with effect for the future. You will not suffer any detriment for withdrawing your consent. However, we would like to point out that refusing or withdrawing consent might restrict the use of our website. Additional information on how we use cookies are provided in the following. For further details, please refer to our cookie policy.

Use of Google Analytics™

Our website uses Google Analytics™ service. Google Analytics™ uses cookies, ie small text files that are placed on your computer; these cookies provide valuable feedback on how visitors use the website. Information created by cookies about how you use this website is usually transmitted to a Google server located in the US and stored. In case of activated IP anonymization on this website, your IP address will be shortened beforehand by Google within member states of the European Union or within other states that have signed the Agreement on the European Economic Area. The full IP address will be transmitted to a Google server located in the US in exceptional cases only. The IP address will be shortened afterwards. As ordered by the operator of this website, Google will only use this information to analyse how you use the website, to compile reports about website activities and to provide further services to the operator that are related to website and internet usage. The IP address transmitted by your browser due to Google Analytics™ will not be merged with other data collected by Google. In addition, we use the Google plug-in _AnonymizeIP(). IP addressews are thus stored with the last components removed to protect user’s privacy. This avoids personally identifiable information. Insofar data collected provides personally identifiable information this data is immediately deleted. Google will also process your personal data in the US. Before you give consent, we refer to Article 49 (1) (a) GDPR and especially point out that transfer of data to the US bears possible risks due to the absence of an adequacy decision and appropriate safeguards. In particular, it might be difficult if not even impossible to exercise your rights as stipulated in the GDPR. We only transfer data as described above if you explicitly consented. Legal basis is Article 6 (1) (a) GDPR (‘consent’). Consent is voluntarily. You may refuse your consent without having to face negative consequences. You may also withdraw your consent at any time but only with effect for the future. You will not suffer any detriment for withdrawing your consent. We use Google Analytics™ to analyse and improve our website regularly. These statistics help us improve our presentation and make our website more interesting. Information about the third-party provider: Google Dublin, Google Ireland Ltd., Gordon House, Barrow Street, Dublin 4, Ireland, Fax: +353 (1) 436 1001. Terms of service: https://marketingplatform.google.com/about/analytics/terms/gb/ Privacy: https://safety.google/intl/en/principles/ https://policies.google.com/privacy?hl=en-GB.

Google Data Studio

Your consent provided, we use Google Data Studio, an analytics service by Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043-1351, USA (‘Google’). We use Google Data Studio to visualize data with regard to user behaviour on our website www.omnicare.de and create graphical reports. To do so, we use data provided by Google Analytics™ and other data sources such as, for example, Google AdWords™, SEMrush™, etc. For additional information about using Google Data Studio, go to https://support.google.com/datastudio/answer/6283323?hl=en&ref_topic=6267740.

Data will also be forwarded regularly to Google servers in the US when processed. Google signed an agreement in accordance with European standard data protection clauses that guarantees appropriate data protection even when data is processed in the US and third countries (Article 46 GDPR). In accordance with Article 6 (1) (a) GDPR, data is only processed with your given consent. If you accept the use of the respective cookies, you explicitly give consent to the transmission of data into the US as described above (Article 49 (1) (a) GDPR).If you use the opt-out browser add-on https://tools.google.com/dlpage/gaoptout?hl=en to deactivate Google Analytics™ in the future, your data will also not being used in Google Data Studio.

Clicking the link creates a cookie in your browser (opt-out cookie) that blocks the use of Google Analytics™ on your device. Please note that you must repeat the procedure if you delete cookies from your browser.

Google Maps™

Some of our pages offer maps. To provide this service, we use Google Maps™ by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. When using Google Maps™, location data might be collected provided you gave consent and IP addresses of users of our website will be processed. Data well regularly be forwarded to Google LLC (1600 Amphitheatre Parkway, Mountain View, CA 94043, USA) when processed. Google Ireland Limited and Google LLC are henceforth referred to as ‘Google’. Google signed an agreement in accordance with European standard data protection clauses that guarantees appropriate data protection even when data is processed in the US and third countries (Article 46 GDPR). Using Google Maps™ is based on your consent given in accordance with Article 6 (1) (a) GDPR. If you accept the use of the respective cookies, you explicitly give consent to the transmission of data into the US as described above (Article 49 (1) (a) GDPR). Go to https://policies.google.com/privacy?hl=en to learn more about Google’s data privacy.

For another option to opt out of data recording by Google, open https://adssettings.google.com/authenticated.

Use of social media plug-ins

We use the following social media plug-ins: Xing, YouTube, LinkedIn, Twitter and Instagram. We apply a 2-click concept. This means that personal information will as a rule not be shared with providers of social media plug-ins when you visit our website. You can recognize providers of social media plug-ins by their initials or logo. The icons enable direct communication with the providers of plug-ins. Providers of plug-ins will receive information about your visit only if you click the respective icons and thus activate it. Furthermore, data as mentioned in chapter ‘For what purpose do we use personal data when you visit our website?’ will be transferred. According to Facebook Germany and Xing Germany, IP addresses are anonymized directly after capture. By activating the plug-in, your personal data will thus be forwarded to the respective provider and stored (in case of American providers in the US). VIVAVIS is neither able to control data capture and data processing procedures nor do we know the purposes for processing, retentions times or to what extent data will be captured. We do not have any information concerning the deletion of data by plug-in providers. Plug-in providers will store your details as user profiles and apply these profiles when placing ads and/or adapting the design of their websites as well as for market research. Above al, details will be analysed (even when users are not logged in) to place personalized ads and to inform users of social networks about your activities on our website. You have the right to object and may deny that providers create user profiles; however, you must address the respective plug-in provider to exercise that right. By means of plug-ins, we offer you an option to interact with social networks and other users and thus improve and optimize our services offered. Data is forwarded regardless of whether you are logged in to a registered account at the particular plug-in provider. In case you are logged in at the plug-in provider, data captured on our website will directly be allocated to your corresponding account. If you push the activated button and, for example, link our website, the plug-in provider will also store this information in your account and share it publicly with your contacts. We recommend that you log out regularly after using social networks especially before activating the buttons and thus prevent allocation to your account at the plug-in provider. Plug-in providers might process your personal data even in the US. Before you give consent, we refer to Article 49 (1) (a) GDPR and especially point out that transfer of data to the US bears possible risks due to the absence of an adequacy decision and appropriate safeguards. In particular, it might be difficult if not even impossible to exercise your rights as stipulated in the GDPR. We will only transfer data as described above if you explicitly consented. Legal basis is Article 6 (1) (a) GDPR (‘consent’). Consent is voluntarily. You may refuse your consent without having to face negative consequences. You may also withdraw your consent at any time but only with effect for the future. You will not suffer any detriment for withdrawing your consent.

For further information about why data is collected and processed by plug-in providers and to which purpose and extend, please refer to the particular privacy policy of the provider. You will find more details on your personal rights and possible settings to protect your privacy there. Addresses of providers and URL including privacy policy: Xing AG, Gänsemarkt 43, 20354 Hamburg, DE; http://www.xing.com/privacy.

YouTube, LLC, 901 Cherry Ave., San Bruno, CA 94066, USA, represented by: Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA, https://policies.google.com/privacy?hl=en

LinkedIn Corporation, 2029 Stierlin Court, Mountain View, California 94043, USA; https://www.linkedin.com/legal/privacy-policy?src=direct%2Fnone&veh=direct%2Fnone

Instagram LLC, 1601 Willow Rd, Menlo Park CA 94025, USA, https://help.instagram.com/519522125107875/?helpref=hc_fnav

Twitter, Inc., 1355 Market St, Suite 900, San Francisco, California 94103, USA, twitter.com/privacy

Embedding of YouTube videos

We embedded YouTube videos in our online presentation. These videos are stored in www.youtube.com and can be played directly on our website. The videos are part of the enhanced data protection mode, which means that information about users is not transferred to YouTube as long as these videos are not played. Details will only be transmitted when users play these videos. VIVAVIS cannot control this data transfer. By visiting our website, YouTube receives information that you accessed the particular subpage of our website. Furthermore, data as mentioned in chapter ‘For what purpose do we use personal data when you visit our website?’ will be transferred. Details will always be collected regardless of whether YouTube provides a user account you are logged in with or not. In case you logged in to Google, your details will directly be allocated to your account. If you do not want your details to be allocated to your YouTube profile, you must log out before you activate the button. YouTube will store your details as user profiles and apply them to place ads, for market research and/or adapt the design of its website according to your needs. Above all, details will be analysed (even when users are not logged in) to place personalized ads and to inform users of social networks about your activities on our website. You have the right to object and may deny that YouTube creates user profiles; however, you must address YouTube itself to exercise that right. YouTube will also process your personal data in the US. Before you give consent, we refer to Article 49 (1) (a) GDPR and especially point out that transfer of data to the US bears possible risks due to the absence of an adequacy decision and appropriate safeguards. In particular, it might be difficult if not even impossible to exercise your rights as stipulated in the GDPR. We will only transfer data as described above if you explicitly consented. Legal basis is Article 6 (1) (a) GDPR (‘consent’). Consent is voluntarily. You may refuse your consent without having to face negative consequences. You may also withdraw your consent at any time but only with effect for the future. You will not suffer any detriment for withdrawing your consent. For further information about why data will be collected and processed by YouTube and to which purpose and extend, please refer to the privacy policy of the provider. For more details on your personal rights and possible settings to protect your privacy visit https://policies.google.com/privacy?hl=en

Integration of Google Maps™

Our website uses Google Maps™. This way we are able to show interactive maps directly on our website and you can use the map function in a comfortable way. By visiting our website, Google will receive information that you accessed the particular subpage of our website. Furthermore, data as mentioned in chapter ‘For what purpose do we use personal data when you visit our website?’ will be transferred. Details will always be collected regardless of whether Google provides a user account you logged in with or not. In case you logged in to Google, your data will directly be allocated to your account. If you do not want your details to be allocated to your Google profile, you must log out before you activate the button. Google will store your details as user profiles and apply them to place ads, for market research and/or adapt the design of its website according to your needs. Above all, details will be analysed (even when users are not logged in) to place personalized ads and to inform users of social networks about your activities on our website. You have the right to object and may deny that Google creates user profiles; however, you must address Google itself to exercise that right. Google will also process your personal data in the US. Before you give consent, we refer to Article 49 (1) (a) GDPR and especially point out that transfer of data to the US bears possible risks due to the absence of an adequacy decision and appropriate safeguards. In particular, it might be difficult if not even impossible to exercise your rights as stipulated in the GDPR. We will only transfer data as described above if you explicitly consented. Legal basis is Article 6 (1) (a) GDPR (‘consent’). Consent is voluntarily. You may refuse your consent without having to face negative consequences. You may also withdraw your consent at any time but only with effect for the future. You will not suffer any detriment for withdrawing your consent. For further information about why data will be collected and processed by providers and to which purpose and extend, please refer to the privacy policy of the respective provider. For more details on your personal rights and possible settings to protect your privacy visit http://www.google.de/intl/de/policies/privacy.

LinkedIn Insight tag

This website uses the LinkedIn™ insight tag of LinkedIn Ireland Unlimited Company, Wilton Place, Dublin 2, Ireland (‘LinkedIn’). The LinkedIn inside tag is a snippet of code we added to our website to enable detailed reports on campaigns as well as to collect information about visitors to our website. VIVAVIS uses the LinkedIn–Insight Tag to track website conversions, re-engage our website visitors by retargeting them with LinkedIn ads. The Insight Tag especially enables collecting information about website visitors including URL, referrer URL, IP address, devices and browser settings (user agent) as well as timestamp. IP addresses are cut or hashed (if used to reach users across devices). Direct identifiers are removed within seven days to pseudonymize data. We will delete remaining pseudonymized data within 180 days. LinkedIn does not share any personal data with us, but only offers reports (in which you are not identified) about the website’s target group and the performance of adverts. Furthermore, LinkedIn offers retargeting for website visitors. This way we are able to show targeted advertising elsewhere on the internet without identifying particular persons. We will also use information by which you cannot be identified to improve advertising with regard to relevance and to reach users across devices. In addition, members of LinkedIn are able to control the use of their personal data for advertising reasons in their account settings. LinkedIn will also process your personal data in the US. Before you give consent, we refer to Article 49 (1) (a) GDPR and especially point out that transfer of data to the US bears possible risks due to the absence of an adequacy decision and appropriate safeguards. In particular, it might be difficult if not even impossible to exercise your rights as stipulated in the GDPR. We will only transfer data as described above if you explicitly consented. Legal basis is Article 6 (1) (a) GDPR (‘consent’). Consent is voluntarily. You may refuse your consent without having to face negative consequences. You may also withdraw your consent at any time but only with effect for the future. You will not suffer any detriment for[Link Cookie Banner] withdrawing your consent.

For further information about how your personal data is processed by LinkedIn as well as details on your rights and options to protect your privacy, please refer to the privacy policy of LinkedIn (www.linkedin.com/legal/privacy-policy).

Facebook pixel

This website uses the Facebook pixel of Meta Platforms, Inc., 1 Hacker Way, Menlo Park, California 94025 (‘Facebook’). The pixel is a piece of code that allows showing targeted adverts to website users when visiting the social network Facebook or other websites that also use Facebook pixel (‘Facebook ads’). We use the pixel to show you adverts you are interested in and thus make our website more interesting for you. By means of the Facebook pixel, we in particular process information about activities of website users outside of Facebook. This information includes details on the devices used by website visitors, visited websites, purchases, adverts shown to website visitors as well as actions taken during their visit regardless of whether users have an account with Facebook or have logged in to Facebook when visiting our website. Provided you are registered with any Facebook service, Facebook will be able to allocate your account to the visit. Even in case you are not registered with Facebook or have not logged in the provider may determine and store your IP address and other identification features. The Facebook pixel captures five data types: HTTP header – everything provided in HTTP headers. HTTP headers are part of Hypertext Transfer Protocol (HTTP) that is always used when exchanging requests and responses between browsers and serves. HTTP headers contain fields that provide IP addresses, details on web browsers, site location, document, referrer and information about the visitor of the website. Pixel-specific information – this includes among other things Pixel ID and Facebook cookie Button click events – these events include information about every button pressed by visitors of the website, the corresponding labels and pages opened with the button. Optional values – developers and marketers may send additional information about the visit via personalized data events. Examples for personalized data: conversion value, page type, etc. Form field names – these include names of website fields such as Email, Address and Number of pieces that are completed when purchasing a product or service. As a rule, the Facebook pixel does not capture any field values. Facebook will also process your personal data in the US. Before you give consent, we refer to Article 49 (1) (a) GDPR and especially point out that transfer of data to the US bears possible risks due to the absence of an adequacy decision and appropriate safeguards. In particular, it might be difficult if not even impossible to exercise your rights as stipulated in the GDPR. We will only transfer data as described above if you explicitly consented. Legal basis is Article 6 (1) (a) GDPR (‘consent’). Consent is voluntarily. You may refuse your consent without having to face negative consequences. You may also withdraw your consent [Link Cookie Banner]at any time but only with effect for the future. You will not suffer any detriment for withdrawing your consent.

In addition, you may deactivate the Facebook marketing function when logged in to your account : www.facebook.com/settings/?tab=ads#

For further information about how your personal data will be processed by Facebook as well as details on your rights and options to protect your privacy, please refer to the privacy policy of Facebook (https://www.facebook.com/about/privacy/).

Contact

We will process details you provided when contacting us via email or contact forms. You must only share with us your name, your phone number and your email address. We need these details to be able to answer your queries. You may add further personal details if you want to, eg we need your address in case you request information materials such as brochures, catalogues, etc or send financing enquiries. We will store your personal data to be able to answer your queries and meet your needs. We will only keep records of your personal information for as long as is reasonably necessary for the purposes for which we have collected it, and in order to comply with any statutory or regulatory obligations in relation to retention of records. As soon as storage is no longer required, we will delete your personal data (usually after 12 months). We will only store and process data as described above if you explicitly consented (Articles 6 (1) (a) and 7 GDPR). Consent is voluntarily. You may refuse your consent without having to face negative consequences. You have the right to withdraw your given consent at any time in writing (eg letter or email) without facing any negative consequences. However, withdrawing consent will not affect the material that has already been used.

Registration

You may register with our website to enable additional functions such as the booking form for virtual trainings. Information entered will only be used to provide you with the offer or service you requested. You must complete required fields at registration. Otherwise, we will refuse your registration. After registration, you will receive a confirmation message by email to make sure your email address and personal details have not been abused. In case of technically required modifications or important changes to, for example, the offered scope, we will send notifications via email thereby using the email you entered at registration. Legal basis for processing details entered at registration is your given consent (Article 6 (1) (a) GDPR). You may withdraw your given consent at any time by sending a corresponding email to VIVAVIS. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal. We will store information entered at registration as long as you remain registered on our website. Information will be deleted afterwards. Legal retention times remain unaffected.

LogMeIn

Our contractor, LogMeIn Ireland Unlimited, The Reflector 10 Hanover Quay, Dublin 2, D02R573, Irland (‘LogMeIn’) provides services required to conduct virtual trainings, conferences, meetings and the like (‘online meetings’). You will receive invitation links via email when joining online meetings with us. Either you provided the email address yourself or we requested the address in the application form. You must enter a name when joining an online meeting. However, you may also use a pseudonym. You must not enter an email address. If you enter an email address, it will not be visible for other participants. Your information is cached in your browser and will be used for future meetings. We will store your details in reports about online meetings held in our administration. Furthermore, we will process technical data about device identification and traffic such as MAC or IP address and information about used your browser and operation system. Provided you activated access to microphone and/or camera of your device, we will process audio and video data and play them in the online meeting. You can deactivate access at any time via the corresponding icons. You will be able to participate in a meeting even if access is deactivated. In addition, you may use the group chat to exchange text messages. Messages will be visible to all participants in the online meeting. If you select the screen sharing function, the content of your screen will be displayed to all participants in the online meeting. We therefore recommend that you check your screen for sensitive data before using the function. You can deactivate the function at any time via the corresponding icon. In case online meetings are recorded, you see a red icon on the left-hand bottom of your screen. If activated, we will store all video and audio data. When you visit other websites of the provider or install their applications on your device, the processing of personal data will only be subject to the privacy policy of the provider (see https://www.goto.com/company/legal/privacy/international#).

Data processing within our group complies with Art 6 (1) (f) GDPR. Legal basis for the processing is our legitimate interest to hold online meetings in an effective way. In case online meetings are to be held in the context of existing contractual relationships or to prepare them, Art 6 (1) (b) GDPR applies in addition. We will only record online meetings provided we have informed you beforehand and you agreed to the recording. Legal basis in this case is Article 6 (1) (a) GDPR. Information about your device, operating system and browser will only be used by our contractor LogMeIn for the purposes of providing, optimizing and securing the GoToMeeting service. Participation details you entered will only be used for the purpose of identification within the online meeting. Entered email addresses will not be further processed. Transferred video and audio data will be processed for the purpose of holding the online meeting and, provided your given consent, its recording. We will inform you about the purpose before we start recording. LogMeIn may process your data also in third countries. Insofar as data will be processed in the US, the provider’s certification according to the EU-US Privacy shield serves to guarantee conformity with European data privacy and protection rules. You can get the certificate under https://www.privacyshield.gov/participant?id=a2zt0000000013fAAA.

Transfer to third countries is subject to European standard data protection clauses. For further information on cross border data transfers, please refer to https://www.goto.com/company/legal/privacy/international

LogMeIn will store personal information in a way that identification is only possible as long as data is required for the purpose it was captured for, to meet legal obligations, to settle disputes or to fulfil agreements. LogMeIn will keep personal data that is processed in the context of a contractual relationship between you and VIVAVIS is kept for the term of the contract and a reasonable period afterwards if required to identify and manage connected claims. We will store the details you entered to attend the meeting (name and email address) for one month in reports about the use of the software. Data stored on your device will be kept until you delete your browser cache. We will inform you about the storage period of recorded online meetings before we start recording. If you withdraw your given consent, we will delete recorded data. You may object the processing of your data at any time by leaving the online meeting. Please send your written objection to the storage of your personal details in reports to the contact stated in this policy. You may withdraw your given consent to the recording of online meetings at any time. Contact us by post at the address given below. Objection, however, does not revoke lawfulness of processing that has been made based on your given consent until objection.

Applications

You may apply for jobs via our portal provided by TalentChamp Consulting GmbH,
Rothschildplatz 3, A-1020 Wien (‘Talentcamp’). When you register with the portal, we require your name, address, phone number and email address. Processing by Talentcamp (the processor) is governed by a data processing agreement in accordance with Art 28 GDPR. Talentcamp will only process your data in accordance with legal requirements and as advised by the controller to fulfil the agreement. As part of the selection procedure, we will request and process the following categories of personal data:

contact details (eg first name, last name, country, email, phone number);
application form details (such as, among others, expected salary, motivation, etc);
application documents (such as, among others, CV, cover letter, school reports, references, other certificates, language skills, etc);
results of online interviews, especially video interviews may also be included.

We may also process personal information you provided or published elsewhere, eg through staffing agencies, social networks such as LinkedIn, third-party websites such as Monster, or other public sources (only if details provided are relevant for your professional career) for the purpose of contacting you to offer jobs or to verify your application details. We will only store your personal data in our applicant pool if you explicitly consented (Articles 6 (1) (a) and 7 GDPR). We will only store your details for two years at maximum. Consent is voluntarily. You may refuse your consent without having to face negative consequences. You have the right to withdraw your given consent at any time in writing (eg letter or email) without facing any negative consequences. However, withdrawing consent may not affect the material that has already been used. If you apply for a job, your personal data will be processed

to prepare and implement the employment;
to contact you in case you may be eligible for another post (your consent provided);
to contact you in case of a speculative application.

We will collect and process your personal data to offer advertised posts and carry out the selection procedure. Legal basis are §§ 26 (1), 26 (8) and 22 (1) BDSG (German data protection regulation). Provision of details in the recruitment process is voluntarily. However, we need your personal data to be able to process your application or enter an employment contract with you. In case we consult your public profiles on social networks, the processing of information is based on our legitimate interest to underpin our decision for or against establishing employment with you. Legal basis are Articles 6 (1) (f) and 9 (2) GDPR. Furthermore, we may also process personal data provided processing is required to defend claims based on the recruitment process. Legal basis is Article 6 (1) (b) and (f) GDPR. Legitimate interest may arise out of the burden of proof in legal proceedings based on the German General Act on Equal Treatment. We will use personal information you provide with your application to evaluate whether we will offer you an employment contract or not. As a rule, provided application details will only be processed until we decide not to offer you an employment contract. After sending a rejection or after we returned your application documents, we will keep your details for four month and delete them afterwards.

Google reCAPTCHA

We use Google reCAPTCHA to keep malicious software from engaging in abusive activities on our website. To do so, Google reCAPTCHA uses advanced risk analysis techniques to tell humans and bots apart. The analysis starts automatically when users enter our website. Google reCAPTCHA evaluates various information such as, for example, IP address, duration of visit, mouse movements, etc. Data collected by the analysis will be forwarded to Google. Google reCAPTCHA analyses completely run as background processes. Users of our website are not informed that analyses take place. For further information about Google reCAPTCHA and the applied privacy policy, please go to https://policies.google.com/privacy?hl=en-GB.

Legal basis is Article 6 (1) (f) GDPR (‘legitimate interest’).

Subscription of our newsletter is completely voluntarily. If you subscribe, we will inform you about our latest products and services. Products and services advertised will be named in the consent agreement. When you subscribe to our newsletter, we use double opt-in. This means we will send an email to the email address you entered which includes a link to click and thus confirm the subscription. If you do not confirm your subscription within 14 days, your information will be blocked and automatically deleted after one month. In addition, we will store your particular IP addresses and the times of subscription and confirmation. This is required to be able to proof your registration and prevent possible misuse of personal information. Sending our newsletter only requires your email address. Every other individually marked detail you enter is just optionally and will be used to address you personally. After we received your confirmation, we will store your email address to be able to send you our newsletter. Legal basis are Art (1) (a) and Art 7 GDPR (‘consent’). You may withdraw your voluntarily given consent at any time and cancel the newsletter subscription. To unsubscribe, you may click on the link provided in our newsletter, send an email to news@vivavis.com or write a letter to the address given in the imprint.

You have the right to refuse consent or withdraw your given consent at any time without facing any negative consequences. However, you will no longer receive our newsletter. To send out our newsletter, we use among others CleverReach® by CleverReach GmbH & Co. KG, Rastede, Germany (‘CleverReach’). Based on a data processing agreement in accordance with Article 28 GDPR, CleverReach will process our personal data as well. To enable reception of our newsletter, we will not pass on personal information you entered to third parties neither will CleverReach at any time be entitled to forward this data. In addition, we use the newsletter software Newsletter2Go. Your data will be transferred to Sendinblue GmbH (‘Sendinblue’). Sendinblue will not be allowed to use your information for any other purpose than sending the newsletter. Sendinblue is a certified and GDPR-compliant company located in Germany. For further information, please visit https://www.sendinblue.com/information-for-email-recipients/. Based on a data processing agreement in accordance with Art 28 GDPR, Sendinblue will process our personal data as well.

Trainings/Webinars/Events

VIVAVIS offers trainings, webinars and events for customers and other interested people dealing with current issues related to automation, telecontrol, control technology, metering and other topics. You can register online, write an email to seminare@vivavis.com or send a fax to +497243/218-110.

We will process the following required details: company, name of participant, email address and address of participant if necessary. We will need these details to be able to allocate your registration properly and provide you with corresponding information about date and content of the seminar, webinar or other event as well as a participant certificate if required. Furthermore, we will need your details to issue and send an invoice in case you would like to attend paid seminars, webinars or events. We may request additional information (salutation, title, position, phone number, how did you hear about our event?). These details are voluntarily. Every time you register online for seminars, webinars or other events, your details are stored and processed in systems operated by LogMeIn Ireland Unlimited Company, The Reflector, 10 Hanover Quay, Dublin 2, D02R573, Ireland. Processing by LogMeIn (the processor) is governed by a data processing agreement in accordance with Art 28 GDPR. Our contractors will only process your data in accordance with legal requirements and as advised by the controller to fulfil the agreement. Furthermore, our contractors have taken required security measures as well as technical and organisational measures. If you refuse to provide required details as mentioned above, you will not be able to attend any of our seminars, webinars or other events as these details are mandatory to fulfil the contract. Legal basis is Article 6 (1) (b) GDPR (‘performance of contract’).

How long do we process your personal information?

The maximum period within which your data will be stored depends on the respective purpose. The storage period especially depends on for which time processing is required to meet specific purposes or fulfil legal requirements. Legal retention times as stipulated especially in § 257 of the German Commercial Code and § 147 Fiscal Code of Germany remain unaffected.

Who receives personal information?

We will forward your personal details to specific departments within VIVAVIS if required. Legal basis for data forwarding within the company is Art 6 (1) (f) (‘legitimate interest’). Processing is thus necessary for the purposes of the legitimate interests pursued by VIVAVIS, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject. Overriding legitimate interest within a group of companies is substantiated in Recital 48 GDPR. Controllers that are part of a group of undertakings or institutions affiliated to a central body may have a legitimate interest in transmitting personal data within the group of undertakings for internal administrative purposes, including the processing of clients’ or employees’ personal data (Art 6 (1) (f)). To process your personal information, we will partially employ external service providers. We selected these service providers with due care; they are subject to contracts as well as regular controls and bound by instructions. All requirements stipulated in Article 28 GDPR will be considered. Exemptions regarding the transmission of your personal information will only be made if explicitly described in this policy.

Where is personal information processed?

Your data is only processed in Germany or in member states of the European Union. We will not transfer your personal details to third countries or international organisations unless determined otherwise by our privacy notice. Insofar as we transfer personal data to third countries outside the EU, transfer will only be made if the European Commission has decided that the third country ensures an adequate level of protection or provides other appropriate safeguards (eg binding corporate rules or standard data protection clauses adopted by the Commission) or if you consented (Art 44-50 GDPR).

Security/Technical and organizational measures

We will take every appropriate necessary technical and organisational measure in accordance with Articles 24, 25 and 32 GDPR to protect your data from accidental or unlawful destruction, loss, alteration, unauthorized disclosure or access and misuse.

We will consider legal requirements regarding pseudonymization and encryption of personal data, confidentiality, integrity and availability. We will also take into account the capacity of systems and services used to process and provide personal data as well as the possibility to quickly restore your data in case of physical or technical incidents. Furthermore, we will observe legal instructions when implementing procedures for regular analysis, assessing and evaluating the effectiveness of technical and organisational measures taken to guarantee secure processing.

In addition, we will also consider Art 25 GDPR with regard to privacy by design and default.

Your rights

Regarding your personal data, these are your rights as stipulated in GDPR: – right of access – right to rectification or erasure – right to restriction of processing – right to object – right to data portability Insofar as we base processing of personal data on legitimate interest, you will have the right to object to processing. This especially applies, if processing is not required to fulfil a contract with you. When you file an objection, please explain the reasons why we should not process your personal information as intended. In case your objection is properly substantiated, we will analyse the situation and either terminate or adapt data processing, or we will explain our overriding reasons based on which we will continue processing. Furthermore, you have the right to lodge a complaint with a supervisory authority (eg Commissioner for Data Protection and Freedom of Information Baden-Wurttemberg, represented by Stefan Brink, Lautenschlagerstrasse 20, D-70173 Stuttgart, E-Mail: poststelle@lfdi.bwl.de). For suggestions and questions related to the processing of your personal data or your rights explained above, you may contact us or our external data protection manager: Ms Susanne Kamm Dr Dornbach Consulting GmbH Anton-Jordan-Str. 1 D-56070 Koblenz Email: datenschutz@dornbach.de

Phone: +49 261 9431-441

Date: May 2021 (V1)

Our latest (German) privacy policy version applies.