DATA PROTECTION NOTICE

General information on the use of personal data pursuant to Art. 13 GDPR.

(Status: November 2024)

The following privacy notices apply to the website and services of DOK SYSTEME GmbH, Steinriede 7, 30827 Garbsen (hereinafter: “DOK” or “we”).

By means of this privacy notice, we fulfil our information obligation pursuant to Art. 13 of the EU General Data Protection Regulation (GDPR).

The protection of your personal data is of the highest priority for DOK, as confidentiality is one of our core principles. DOK SYSTEME GmbH complies with the strict guidelines of European data protection law regarding the processing of personal data.

You are not legally or contractually obligated to provide us with your data.

The processing of personal data, such as the name, address, email address, or telephone number of a data subject, is always carried out in accordance with the General Data Protection Regulation and in compliance with the country-specific data protection provisions applicable to DOK SYSTEME GmbH. By means of this privacy policy, our company wishes to inform the public about the type, scope, and purpose of the personal data we collect, use, and process. Furthermore, data subjects are informed by means of this privacy policy of the rights to which they are entitled.

1) Definitions

The privacy policy of DOK SYSTEME GmbH is based on the terminology used by the European legislature and regulatory body when adopting the General Data Protection Regulation (GDPR). Our privacy policy is intended to be easily readable and understandable both for the public and for our customers and business partners. In order to ensure this, we would like to explain the terminology used in advance.

In this privacy policy, we use, among others, the following terms:

a) personal data

Personal data means any information relating to an identified or identifiable natural person (hereinafter “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.

b) data subjects

Data subject means any identified or identifiable natural person whose personal data is processed by the controller responsible for the processing.

c) processing

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, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure, or destruction.

d) restriction of processing

Restriction of processing means the marking of stored personal data with the aim of limiting their processing in the future.

e) profiling

Profiling means any form of automated processing of personal data consisting of the use of personal data to evaluate certain personal aspects relating to a natural person, in particular to analyse or predict aspects concerning the data subject’s performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location, or movements.

f) pseudonymisation

Pseudonymisation means the processing of personal data in such a manner that the personal data can no longer be attributed to a specific data subject without the use of additional information, provided that such additional information is kept separately and is subject to technical and organisational measures that ensure that the personal data are not attributed to an identified or identifiable natural person.

g) controller or controller responsible for the processing

Controller or controller responsible for the processing 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. Where the purposes and means of such processing are determined by Union law or Member State law, the controller or the specific criteria for its nomination may be provided for by Union law or Member State law.

h) processor

Processor means a natural or legal person, public authority, agency, or other body which processes personal data on behalf of the controller.

i) recipient

Recipient means a natural or legal person, public authority, agency, or other body to which the personal data are disclosed, whether or not it is a third party. However, public authorities which may receive personal data in the context of a specific inquiry pursuant to Union law or Member State law shall not be regarded as recipients.

j) third party

Third party means a natural or legal person, public authority, agency, or other body other than the data subject, controller, processor, and persons who, under the direct authority of the controller or processor, are authorised to process personal data.

k) consent

Consent means any freely given, specific, informed, and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.

l) For further information, please refer to Article 4 of the GDPR – here: https://gdpr-info.eu/art-4-gdpr/

2) Name and contact details of the controller

DOK SYSTEME GmbH is the controller responsible for the processing of personal data carried out on our website pursuant to the GDPR. You can contact us at:

DOK SYSTEME GmbH
Steinriede 7
30827 Garbsen
Germany

Tel.: +49 (0)5131 48330
Email: info@doksysteme.de

3) Controller for data protection

DOK SYSTEME GmbH has engaged an experienced partner for compliance with data protection-related content and processes. You can contact our data protection officer at:

Daniel Möller
DaMoCon Möller Consulting
Email: datenschutzbeauftragter@doksysteme.de

4) Contact options via the website

The website of DOK SYSTEME GmbH contains, due to statutory provisions, information that enables quick electronic contact with our company as well as direct communication with us, which also includes a general electronic mail (e-mail) address. If a data subject contacts the controller responsible for processing by email or via a contact form, the personal data transmitted by the data subject shall be stored automatically. Such personal data transmitted voluntarily by a data subject to the controller responsible for processing shall be stored for the purposes of processing or contacting the data subject. There shall be no disclosure of such personal data to third parties. The legal basis for this is Art. 6(1)(a) GDPR. You have the right to revoke your consent at any time with effect for the future. Please send your revocation to datenschutzbeauftragter@doksysteme.de.

5) Purpose of processing, storage, and deletion

When we contact you or you contact us, or otherwise come into contact such as with business partners, companies, or authorities, as well as their respective employees, the information from the contact, including the contact details you have provided, shall be stored by us for the purpose of processing the request and in case of follow-up questions. The processing of the data provided in the request is carried out on the basis of Art. 6 (1) sentence 1 lit b), c), and f) GDPR for the purpose of processing your request and for as long as this is required in the specific case. Your data shall then be deleted. If you send us data as an interested party in analogue form, we will generally only process it for the purposes for which we received it.

The legal basis for the processing of this personal data is generally Art. 6 (1) sentence 1 lit. a) GDPR. You have the right to revoke your consent at any time with effect for the future. Your data shall also be deleted in that case.

6) Cookies and further information

In order to optimise our website, we use so-called cookies. A cookie is a small file stored by our web server on your device’s browser (e.g. computer, smartphone). Cookies essentially serve to make offers more user-friendly and secure, improve the performance of websites, and display personalised advertising.

We use the following categories of cookies:

• Necessary cookies (so that everything works): These cookies are absolutely essential for the basic functions of the website and cannot be deactivated in your systems.
• Performance or marketing (non-essential) cookies.

Certain cookies are automatically deleted at the end of the browser session (session cookies), while others are stored in the browser for a specified period of time and then delete themselves (permanent cookies).

The data subject may prevent the setting of cookies through our website at any time by means of a corresponding setting of the internet browser used, and thus permanently object to the setting of cookies. Furthermore, cookies that have already been set can be deleted at any time via an internet browser or other software programmes. This is possible in all common internet browsers. If the data subject deactivates the setting of cookies in the internet browser used, not all functions of our website may be fully usable.

For further information on our cookies, please refer to the further course of this privacy notice.

7) Collection of general data and information

The website of DOK SYSTEME GmbH collects a range of general data and information each time the website is accessed by a data subject or an automated system. This general data and information is stored in the server log files. The data and information collected may include: (1) the browser types and versions used, (2) the operating system used by the accessing system, (3) the website from which an accessing system accesses our website (so-called referrer), (4) the subpages accessed on our website via an accessing system, (5) the date and time of access to the website, (6) an Internet Protocol (IP) address, (7) the Internet service provider of the accessing system, and (8) other similar data and information used for the prevention of danger in the event of attacks on our information technology systems.

When managing cookies (cookie policy), DOK SYSTEME GmbH relies on the WordPress extension Borlabs Cookie. Borlabs Cookie is operated by Borlabs GmbH, Hamburger Str. 11, 22083 Hamburg. For further information, please visit: https://borlabs.io/borlabs-cookie/

When using necessary cookies, DOK SYSTEME GmbH does not draw any conclusions about the data subject. This information is rather needed to (1) correctly deliver the contents of our website, (2) optimise the contents of our website as well as the advertising for it, (3) ensure the permanent functionality of our information technology systems and the technology of our website, and (4) provide law enforcement authorities with the information necessary for prosecution in the event of a cyber attack. This anonymously collected data and information is therefore evaluated both statistically and with the aim of increasing data protection and data security in our company, in order to ultimately ensure an optimal level of protection for the personal data we process. The anonymous server log file data is stored separately from all personal data provided by a data subject.

When using so-called performance or marketing (non-essential) cookies, – depending on the configuration – collection of events, tags, triggers, variables, and associated configurations integrated into the website are created or forwarded – including tags from etracker, Google Tag Manager, as well as third-party tags such as YouTube, PACS.

8) SSL encryption

This site uses SSL encryption for security purposes and to protect the transmission of confidential content, such as the requests you send to us as the site operator. You can recognise an encrypted connection by the fact that the address line of the browser changes from “http://” to “https://” and by the lock symbol in your browser bar.

9) Social plugins and further links

On our website, we use website elements, among others, of the social network Facebook and other providers and link to various partner companies. The legal basis for this is Art. 6 (1) lit. a) and f) GDPR. Website elements include, for example, buttons (so-called “social plug-ins”) or content of providers embedded via frames.

The operator of LinkedIn is LinkedIn Ireland Unlimited Company, Wilton Plaza, Wilton Place Dublin 2, Ireland. For further information, please visit https://www.linkedin.com/legal/privacy-policy and here: https://www.linkedin.com/legal/privacy/eu

The operator of Xing is New Work SE, Am Strandkai 1, 20457 Hamburg (“Xing”). For further information, please visit https://privacy.xing.com/de/datenschutzerklaerung/allgemeine-hinweise

The operator of YouTube is Google Ireland Limited, Gordon House Barrow Street, Dublin 4, Ireland (“YouTube”). For further information, please visit https://policies.google.com/privacy?hl=en

The operator of PACS is PACS Software GmbH & Co. KG, Landsberger Str. 480, 81241 Munich, Germany. For further information, please visit https://www.pacs-projektcontrolling-software.com/datenschutzerklaerung/

Your browser establishes a direct connection to the servers of the respective provider when you access a page of our website that contains such a website element. The content of the website element is transmitted directly to your browser by the respective provider and embedded into the DOK page. By embedding the website elements, the providers become aware that your browser has accessed the corresponding page of our website. This also applies if you do not have a profile with the respective provider or are not currently logged in. This information (including your IP address) is transmitted directly from your browser to a server of the respective provider and stored there.

If you are logged into one of the services, the respective provider may be able to directly attribute your visit to our website to your profile with that provider.

DOK SYSTEME GmbH has no influence on the scope of data collected by the providers using the website elements. For the purpose and scope of data collection and the further processing and use of data by the providers, as well as your related rights and settings options for the protection of your privacy, please refer to the data protection notices of the providers.

You would need to log out of the respective providers’ services if you wish to prevent the providers from directly attributing the data collected through our website to your profile with the respective service. Finally, there is the option to completely prevent the loading of website elements using browser add-ons.

10) etracker

The provider of this website uses services from etracker GmbH from Hamburg, Germany (www.etracker.com) for the analysis of usage data. By default, we do not use cookies for web analytics. To the extent that we use analytics and optimisation cookies, we will obtain your explicit consent separately in advance. If this is the case and you consent, cookies are used that enable a statistical reach analysis of this website, a success measurement of our online marketing measures, as well as test procedures to, for example, test and optimise different versions of our online offering or its components. Cookies are small text files stored by the internet browser on the user’s device.

The data generated with etracker is processed and stored on behalf of the provider of this website by etracker exclusively in Germany, and is therefore subject to strict German and European data protection laws and standards. etracker has been independently reviewed, certified, and awarded the ePrivacyseal data protection seal in this regard.

The data processing is carried out on the basis of the legal provisions of Art. 6 (1) lit. f) GDPR (legitimate interest). Our purpose within the meaning of the GDPR (legitimate interest) is the optimisation of our online offering and our web presence. Since we care about the privacy of our visitors, data that may allow a reference to an individual person, such as the IP address, login or device identifiers, is anonymised or pseudonymised at the earliest possible stage. No other use, combination with other data, or disclosure to third parties takes place.

You may object to the aforementioned data processing at any time by clicking on the slider. The objection has no adverse consequences. If no slider is displayed, data collection has already been prevented by other blocking measures.

For further information on data protection at etracker, please visit https://www.etracker.com/en/data-protection-by-etracker/.

11) Routine erasure and blocking of personal data

The controller responsible for processing shall process and store the personal data of the data subject only for the period necessary to achieve the purpose of storage, or as far as this is provided for by the European legislature and regulatory body or another legislator in laws or regulations to which the controller responsible for processing is subject.

If the purpose of storage ceases to apply or if a storage period prescribed by the European legislature and regulatory body or another competent legislator expires, the personal data shall be routinely blocked or erased in accordance with the statutory provisions.

12) Applications

You have the opportunity to apply to DOK SYSTEME GmbH for a position or apprenticeship.

We process applicant data only within the scope of the application procedure and exclusively for this purpose in accordance with the statutory requirements. The processing of applicant data is carried out to fulfil our pre-contractual obligations within the scope of the application procedure pursuant to Art. 6 (1) lit. b) or Art. 6 (1) lit. f) GDPR, to the extent that the data processing becomes necessary for us, for example, in the context of legal proceedings (additionally in Germany § 26 BDSG).

The application procedure requires that applicants provide us with their applicant data. The necessary applicant data results from the job descriptions. This basically includes personal information, contact details, and the application documents, such as curriculum vitae and further documents. In addition, applicants may voluntarily provide us with additional information. By submitting the application to us, applicants consent to the processing of their data for the purposes of the application procedure in accordance with the type and scope set out in this privacy policy.

To the extent that special categories of personal data within the meaning of Art. 9 (1) GDPR (e.g. health data, such as severe disability status or ethnic origin) are voluntarily provided during the application procedure, their processing is additionally carried out pursuant to Art. 9 (2) lit. b) GDPR. To the extent that special categories of personal data within the meaning of Art. 9 (1) GDPR (e.g. health data, if required for the pursuit of the profession) are requested from applicants during the application procedure, their processing is additionally carried out pursuant to Art. 9 (2) lit. a) GDPR.

Applicants may send their applications via email or by post. However, we ask that you note that emails are generally not sent encrypted and that applicants must ensure encryption themselves. Therefore, we cannot assume responsibility for the transmission path of the application between the sender and receipt on our server.

The data provided by the applicants may, in the event of a successful application, be further processed by us for the purposes of the employment relationship. Otherwise, if the application for a job offer is unsuccessful, the applicant’s data shall be deleted in accordance with statutory requirements. Should the applicant withdraw their application, the data shall also be deleted in accordance with statutory requirements. The deletion shall be carried out, subject to a legitimate revocation by the applicant, after the expiry of a period of at least six months, so that we can answer any follow-up questions regarding the application and comply with our documentation obligations under the Equal Treatment Act.

13) Newsletter

If you register for the newsletter we offer or or commission us to register you for the newsletter, we collect and store, among other things, your salutation, first name, surname, and email address. The legal basis for this is Art. 6 (1) lit. a) and b) GDPR. Upon registration for the newsletter, the user’s IP address as well as the date and time of registration are stored. This serves to prevent any abuse of the services or the email address of the data subject. We use the registration data you provided to the extent that this is necessary for sending the newsletter and for unsubscribing from the newsletter. Upon termination of the registration, we delete the stored registration data. We do not disclose this data to third parties unless we are legally obligated to do so. To the extent that we offer the option to provide additional data during registration, the provision of such data is voluntary. You may essentially revoke consent to the processing by means of an informal email to datenschutzbeauftragter@doksysteme.de for the future.

14) DOK FORUM

You can register for events at DOK FORUM on our websites. Upon registration and participation in an event, we process the data you provided during registration and the data collected during your participation in the respective event for the purpose of processing the registration and participation in the event. We send information by post and/or email to the contact details you provided during registration and participation in an event.

The legal basis for this is Art. 6(1)(a) and (b) GDPR, i.e. your consent, the performance of the contract for participation in the respective event, or the performance of pre-contractual measures taken at your request.

By participating, you consent to images and/or videos being taken of participants in the course of DOK Forum and to their use for publication

• on the homepage (www.doksysteme.de)
• in (print) publications

and to their storage for this purpose. The photos and/or videos serve exclusively the public relations work of DOK. You are aware that photos and/or videos on the internet can be accessed by any persons. Despite all technical precautions, it cannot be ruled out that such persons may further use the photos and/or videos or pass them on to other persons. The legal basis for this is Art. 6(1)(a) and (f) GDPR. This consent is voluntary and may be revoked by you at any time with effect for the future. If the recordings are available on the internet, they will be removed to the extent possible for DOK.

Furthermore, you consent to your personal data, such as company, first name, and surname, being disclosed in the form of a participant list to all participants and my registration data to the partners of DOK FORUM for the purpose of potential contact. The legal basis for this is Art. 6(1)(a) GDPR.

Following the revocation of the consent given upon registration, we delete the stored data (see point 12 of the privacy policy). To the extent that we offer the option to provide additional data during registration, the provision of such data is voluntary. You may essentially object to any processing at any time by means of an informal email to datenschutzbeauftragter@doksysteme.de for the future.

15) Rights of data subjects pursuant to GDPR

The General Data Protection Regulation guarantees you certain rights that you may assert against us – provided that the legal requirements are met.

Art. 15 GDPR – Right of access by the data subject: You have the right to obtain from us confirmation as to whether personal data concerning you is being processed and, if so, to obtain access to such personal data and the details of the processing.

Art. 16 GDPR – Right to rectification: You have the right to obtain from us the rectification of inaccurate personal data concerning you without undue delay. Taking into account the purposes of the processing, you also have the right to have incomplete personal data completed, including by means of providing a supplementary statement.

Art. 17 GDPR – Right to erasure: You have the right to obtain from us the erasure of personal data concerning you without undue delay.

Art. 18 GDPR – Right to restriction of processing: You have the right to obtain from us the restriction of processing.

Art. 20 GDPR – Right to data portability: You have the right, where the processing is based on consent or the performance of a contract, and the processing is carried out by automated means, to receive the personal data concerning you, which you have provided to us, in a structured, commonly used, and machine-readable format, and to transmit those data to another controller without hindrance from us, or to have the data transmitted directly to the other controller, to the extent that this is technically feasible.

Art. 21 GDPR – Right to object: You have the right, on grounds relating to your particular situation, to object at any time to the processing of personal data concerning you which is based on our legitimate interest or which is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us, or which is necessary for the purposes of the legitimate interests pursued by us or a third party.

If you object, we shall no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights, and freedoms, or for the establishment, exercise, or defence of legal claims. To the extent that we process your personal data for direct marketing purposes, you have the right to object to such processing at any time.

Art. 77 GDPR in conjunction with § 19 BDSG – Right to lodge a complaint with a supervisory authority: You have the right to lodge a complaint with a supervisory authority at any time, in particular in the Member State of your residence, place of work, or place of the alleged infringement, if you consider that the processing of personal data concerning you infringes applicable law.

You can find the competent supervisory authority for DOK SYSTEME GmbH here:

Headquarters Hanover: https://www.lfd.niedersachsen.de/startseite/datenschutzrecht/ds_gvo/online_meldeformulare/beschwerdeformular/beschwerdeformular-191364.html

16) Questions regarding data protection

Should you have further questions about our data protection principles, please do not hesitate to contact us at datenschutzbeauftragter@doksysteme.de.