Privacy Policy – Visitors – INKA System GmbH

Dear visitors to our website,

with the following text we fulfil our duty to inform you under data-protection law and would like to explain transparently how we handle your personal data.

Privacy at a glance

General information

The following information provides a simple overview of what happens to your personal data when you visit this website. Personal data is any data that can be used to identify you personally. Detailed information on data protection can be found in the privacy policy below this text.

Data collection on this website

Who is responsible for the data collection on this website?

Data processing on this website is carried out by the website operator. The operator’s contact details can be found in the section “Note on the responsible party” in this privacy policy.

How do we collect your data?

Your data is collected, on the one hand, when you provide it to us. This may include, for example, data you enter into a contact form.

Other data is collected automatically, or with your consent, by our IT systems when you visit our website. These are primarily technical data (e.g. internet browser, operating system, or the time the page was accessed). This data is recorded automatically as soon as you enter our website.

What do we use your data for?

Part of the data is collected to ensure error-free provision of the website. Other data may be used to analyse your user behaviour.

What rights do you have regarding your data?

You have the right at any time to receive, free of charge, information about the origin, recipients, and purpose of your stored personal data. You also have the right to demand the correction or deletion of this data. If you have given consent to data processing, you may revoke this consent at any time for the future. You also have the right, under certain circumstances, to request the restriction of the processing of your personal data. Furthermore, you have the right to lodge a complaint with the competent supervisory authority.

You can contact us at any time regarding this matter and any further questions concerning data protection.

Analytics tools and tools from third-party providers

When you visit this website, your surfing behaviour may be statistically analysed. This is done primarily with so-called analytics programs. Detailed information about these analytics programs can be found in the privacy policy below.

Hosting and Content Delivery Networks (CDN)

External hosting

This website is hosted by an external service provider (hoster). The personal data collected on this website is stored on the hoster’s servers. This may include, in particular, IP addresses, contact requests, meta and communication data, contract data, contact data, names, website accesses, and other data generated via a website.

The hoster is used for the purpose of contract performance with our potential and existing customers (Art. 6(1)(b) GDPR) and in the interest of a secure, fast, and efficient provision of our online services by a professional provider (Art. 6(1)(f) GDPR).

Our hoster will only process your data to the extent necessary to fulfil its performance obligations and will follow our instructions with regard to this data.

We use the following hoster:

1&1 IONOS SE

Elgendorfer Str. 57

56410 Montabaur, Germany

General information and mandatory disclosures

Data protection

The operators of this site take the protection of your personal data very seriously. We treat your personal data confidentially and in accordance with the statutory data protection regulations and this privacy policy.

When you use this website, various personal data is collected. Personal data is any data that can be used to identify you personally. This privacy policy explains which data we collect and what we use it for. It also explains how and for what purpose this happens.

We note that data transmission on the internet (e.g. when communicating by email) may have security vulnerabilities. Complete protection of data from access by third parties is not possible.

Note on the responsible party

The responsible party for data processing on this website is:

INKA SYSTEM GMBH

Winkelleite 1

91332 Heiligenstadt, Germany

Phone: +49 (0)9198 92 90 0

Email: info@inka-system.de

The responsible party is the natural or legal person who, alone or jointly with others, decides on the purposes and means of the processing of personal data (such as names, email addresses, etc.).

Storage period

Unless a more specific storage period is mentioned within this privacy policy, your personal data will remain with us until the purpose for which it was processed no longer applies. If you assert a legitimate request for deletion or revoke your consent to data processing, your data will be deleted unless we have other legally permissible reasons for retaining it (e.g. retention periods under tax or commercial law). In the latter case, deletion will take place once these reasons no longer apply.

Statutory data protection officer

We have appointed a data protection officer for our company.

Mr Michael Layer

Sulzbacher Str. 6

71720 Oberstenfeld, Germany

Phone: +49 (0)7062 9794362

Email: m.layer@changetec-technology.de

Note on data transfers to the USA

Our website incorporates, among others, tools from companies based in the USA. When these tools are active, your personal data may be transferred to the US servers of the respective companies. We point out that the USA is not a secure third country in the sense of EU data protection law. US companies are required to hand over personal data to security authorities without you, as the affected person, being able to take legal action against this. It cannot therefore be ruled out that US authorities (e.g. intelligence services) will process, evaluate, and permanently store your data held on US servers for surveillance purposes. We have no influence over these processing activities.

Revocation of your consent to data processing

Many data-processing operations are only possible with your express consent. You may revoke any consent already given at any time. The lawfulness of the data processing carried out up until the revocation remains unaffected.

Right to object to data collection in special cases and to direct marketing (Art. 21 GDPR)

If data processing is carried out on the basis of Art. 6(1)(e) or (f) GDPR, you have the right at any time, for reasons arising from your particular situation, to object to the processing of your personal data; this also applies to profiling based on those provisions. The legal basis on which any processing is based can be found in this privacy policy. If you object, we will no longer process the personal data concerned unless we can demonstrate compelling legitimate grounds for the processing that outweigh your interests, rights, and freedoms, or unless the processing serves to assert, exercise, or defend legal claims (objection pursuant to Art. 21(1) GDPR).

If your personal data is processed for the purposes of direct marketing, you have the right to object at any time to the processing of personal data relating to you for such marketing; this also applies to profiling, insofar as it is connected with such direct marketing. If you object, your personal data will subsequently no longer be used for the purpose of direct marketing (objection pursuant to Art. 21(2) GDPR).

Right to lodge a complaint with the competent supervisory authority

In the event of breaches of the GDPR, data subjects have a right to lodge a complaint with a supervisory authority, in particular in the Member State of their habitual residence, their place of work, or the place of the alleged breach. This right of complaint exists without prejudice to any other administrative or judicial remedies.

Right to data portability

You have the right to have data that we process automatically on the basis of your consent or in performance of a contract handed over to you or to a third party in a common, machine-readable format. If you request direct transfer of the data to another controller, this will only be carried out insofar as it is technically feasible.

SSL / TLS encryption

This site uses SSL or TLS encryption for security reasons and to protect the transmission of confidential content — such as orders or enquiries that you send to us as the site operator. You can recognise an encrypted connection by the fact that the browser’s address line changes from “http://” to “https://” and by the lock symbol in your browser line.

When SSL or TLS encryption is activated, the data you send to us cannot be read by third parties.

Information, deletion, and correction

Within the scope of the applicable statutory provisions, you have the right at any time to obtain free information about your stored personal data, its origin and recipients, and the purpose of the data processing, and where applicable, a right to correction or deletion of this data. You can contact us at any time for this and for further questions on the subject of personal data.

Right to restriction of processing

You have the right to request the restriction of the processing of your personal data. To do so, you can contact us at any time. The right to restriction of processing exists in the following cases:

If you contest the accuracy of your personal data stored with us, we generally need time to verify this. For the duration of the verification, you have the right to request the restriction of the processing of your personal data.
If the processing of your personal data has been or is being carried out unlawfully, you can request the restriction of data processing instead of deletion.
If we no longer need your personal data, but you require it to assert, defend, or exercise legal claims, you have the right to request the restriction of the processing of your personal data instead of deletion.
If you have lodged an objection pursuant to Art. 21(1) GDPR, your interests and our interests must be weighed against each other. As long as it has not yet been determined whose interests prevail, you have the right to request the restriction of the processing of your personal data.

If you have restricted the processing of your personal data, this data — apart from being stored — may only be processed with your consent, or for the assertion, exercise, or defence of legal claims, or for the protection of the rights of another natural or legal person, or for reasons of important public interest of the European Union or a Member State.

Objection to advertising emails

We hereby object to the use of contact data published as part of the legal-notice obligation for sending unsolicited advertising and information material. The operators of the site expressly reserve the right to take legal action in the case of the unsolicited sending of advertising material, for example by spam emails.

Data collection on this website

Our websites use so-called “cookies”. Cookies are small text files and do no damage to your end device. They are stored on your end device either temporarily for the duration of a session (session cookies) or permanently (permanent cookies). Session cookies are automatically deleted at the end of your visit. Permanent cookies remain stored on your end device until you delete them yourself or until they are automatically deleted by your web browser.

In some cases, cookies from third-party companies may also be stored on your end device when you enter our site (third-party cookies). These enable us or you to use certain services of the third-party company (for example cookies for processing payment services).

Cookies have various functions. Many cookies are technically necessary, since certain website functions would not work without them (e.g. the shopping-cart function or the display of videos). Other cookies are used to evaluate user behaviour or to display advertising.

Cookies that are required to carry out the electronic communication process (necessary cookies) or to provide certain functions you have requested (functional cookies, e.g. for the shopping-cart function), or that are required to optimise the website (e.g. cookies to measure the web audience), are stored on the basis of Art. 6(1)(f) GDPR, unless another legal basis is specified. The website operator has a legitimate interest in the storage of cookies for the technically error-free and optimised provision of its services. If consent to the storage of cookies has been requested, the storage of the cookies concerned takes place exclusively on the basis of this consent (Art. 6(1)(a) GDPR); consent can be revoked at any time.

You can set your browser to inform you about the setting of cookies and to allow cookies only in individual cases, to exclude the acceptance of cookies in specific cases or in general, and to activate the automatic deletion of cookies when the browser is closed. If cookies are deactivated, the functionality of this website may be restricted.

Where cookies from third-party companies or cookies for analysis purposes are used, we will inform you separately within this privacy policy and, where applicable, request your consent.

Server log files

The provider of the pages automatically collects and stores information in so-called server log files, which your browser automatically transmits to us. These are:

Browser type and browser version
Operating system used
Referrer URL
Host name of the accessing computer
Time of the server request
IP address

This data is not merged with other data sources.

The collection of this data is based on Art. 6(1)(f) GDPR. The website operator has a legitimate interest in the technically error-free presentation and optimisation of its website — for this purpose the server log files must be recorded.

Contact form

If you send us enquiries via the contact form, your details from the enquiry form, including the contact data you provide there, will be stored by us for the purpose of processing the enquiry and in case of follow-up questions. We do not pass on this data without your consent.

The processing of this data is based on Art. 6(1)(b) GDPR, insofar as your enquiry is related to the performance of a contract or is necessary for the performance of pre-contractual measures. In all other cases, the processing is based on our legitimate interest in the effective handling of the enquiries addressed to us (Art. 6(1)(f) GDPR) or on your consent (Art. 6(1)(a) GDPR), if this was requested.

The data you enter in the contact form will remain with us until you ask us to delete it, revoke your consent to its storage, or the purpose for storing the data no longer applies (e.g. after your enquiry has been processed). Mandatory statutory provisions — in particular retention periods — remain unaffected.

Enquiry by email, telephone, or fax

If you contact us by email, telephone, or fax, your enquiry — including all personal data arising from it (name, enquiry) — will be stored and processed by us for the purpose of handling your request. We do not pass on this data without your consent.

The data you send us via contact enquiries will remain with us until you ask us to delete it, revoke your consent to its storage, or the purpose for storing the data no longer applies (e.g. after your request has been processed). Mandatory statutory provisions — in particular statutory retention periods — remain unaffected.

Plugins and tools

Google Maps

This site uses the Google Maps map service. The provider is Google Ireland Limited (“Google”), Gordon House, Barrow Street, Dublin 4, Ireland.

To use the functions of Google Maps it is necessary to store your IP address. This information is generally transferred to and stored on a Google server in the USA. The provider of this site has no influence over this data transfer.

The use of Google Maps is in the interest of an appealing presentation of our online offerings and easy locatability of the places we have indicated on the website. This constitutes a legitimate interest within the meaning of Art. 6(1)(f) GDPR. If a corresponding consent has been requested, processing takes place exclusively on the basis of Art. 6(1)(a) GDPR; this consent may be revoked at any time.

The transfer of data to the USA is based on the standard contractual clauses of the EU Commission. Details can be found here: https://privacy.google.com/businesses/gdprcontrollerterms/ and https://privacy.google.com/businesses/gdprcontrollerterms/sccs/.

More information on the handling of user data can be found in Google’s privacy policy: https://policies.google.com/privacy.

Audio and video conferences

Data processing

For communicating with our customers we use online conferencing tools, among others. The specific tools we use are listed below. When you communicate with us by video or audio conference over the internet, your personal data is collected and processed by us and by the provider of the respective conferencing tool.

The conferencing tools collect all data that you provide / use to use the tools (email address and/or your telephone number). The tools also process the duration of the conference, the start and end (time) of participation in the conference, the number of participants, and other contextual information in connection with the communication process (metadata).

In addition, the tool provider processes all technical data required for processing the online communication. This includes in particular IP addresses, MAC addresses, device IDs, device type, operating system type and version, client version, camera type, microphone or loudspeaker, and connection type.

If content is exchanged, uploaded, or otherwise provided within the tool, it will also be stored on the servers of the tool provider. Such content includes in particular cloud recordings, chat / instant messages, voicemails, uploaded photos and videos, files, whiteboards, and other information shared during the use of the service.

Please note that we do not have full influence over the data processing operations of the tools used. Our options are largely determined by the company policy of the respective provider. Further information on the data processing carried out by the conferencing tools can be found in the privacy policies of the respective tools, which we have listed below.

Purpose and legal bases

The conferencing tools are used to communicate with prospective or existing contractual partners or to offer specific services to our customers (Art. 6(1) first sentence (b) GDPR). The use of the tools also serves the general simplification and acceleration of communication with us / our company (legitimate interest within the meaning of Art. 6(1)(f) GDPR). Where consent has been requested, use of the relevant tools is based on that consent; the consent can be revoked at any time with effect for the future.

Storage period

Data we collect directly via the video and conferencing tools will be deleted from our systems as soon as you ask us to delete it, you revoke your consent to its storage, or the purpose for storing the data no longer applies. Stored cookies remain on your end device until you delete them. Mandatory statutory retention periods remain unaffected.

We have no influence over the storage period of your data that is stored by the operators of the conferencing tools for their own purposes. For details, please contact the operators of the conferencing tools directly.

Conferencing tools used

We use the following conferencing tools:

Microsoft Teams

We use Microsoft Teams. The provider is Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399, USA. For details of the data processing, please see the Microsoft Teams privacy statement: https://privacy.microsoft.com/privacystatement.

Our own services

Handling applicant data

We offer you the opportunity to apply to us (e.g. by email, by post, or via an online application form). In what follows we inform you of the scope, purpose, and use of your personal data collected as part of the application process. We assure you that your data is collected, processed, and used in compliance with applicable data protection law and all other statutory provisions, and that your data is treated strictly confidentially.

Scope and purpose of data collection

If you submit an application to us, we process your related personal data (e.g. contact and communication data, application documents, notes from job interviews, etc.) to the extent necessary to decide on the establishment of an employment relationship. The legal basis for this is § 26 BDSG-neu under German law (establishment of an employment relationship), Art. 6(1)(b) GDPR (general contract initiation) and — if you have given consent — Art. 6(1)(a) GDPR. Consent can be revoked at any time. Within our company, your personal data is only passed on to persons involved in processing your application.

If your application is successful, the data you submit will be stored in our data processing systems on the basis of § 26 BDSG-neu and Art. 6(1)(b) GDPR for the purpose of carrying out the employment relationship.

Retention period for data

If we are unable to make you a job offer, you reject a job offer, or you withdraw your application, we reserve the right to retain the data you have submitted on the basis of our legitimate interests (Art. 6(1)(f) GDPR) for up to six months from the end of the application procedure (rejection or withdrawal of the application). The data will then be deleted and the physical application documents will be destroyed. The retention serves in particular for evidential purposes in the event of a legal dispute. If it is evident that the data will be required after the six-month period (e.g. due to a pending or imminent legal dispute), deletion will only take place once the purpose for the further retention no longer applies.

Longer retention may also take place if you have given a corresponding consent (Art. 6(1)(a) GDPR) or if statutory retention obligations prevent deletion.