+49 (0)9198 92 90 0 info@inka-system.de

Dear customers and prospective customers,

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.

Name and contact details of the controller

The party responsible for the collection and processing of your personal data — and therefore also for compliance with data-protection requirements — is INKA System GmbH.

Our contact details are as follows:

INKA SYSTEM GmbH

Winkelleite 1

91332 Heiligenstadt, Germany

Phone: +49 (0) 9198 92 900

Email: info@inka-system.de

Contact details of the appointed data protection officer

You can reach our officially appointed data protection officer using the following contact details:

Mr Michael Layer

Sulzbacher Str. 6

71720 Oberstenfeld, Germany

Phone: +49 (0)7062 9794362

Fax: +49 (0)7062 9794361

Email: m.layer@changetec-technology.de

Purpose of data collection

We require your personal data for the following reasons:

  • Preparation of individual quotations in response to work or services you have requested
  • Conclusion of a service or work contract
  • Provision of the contractually agreed services
  • Invoicing of the contractually agreed services

Legal basis

We process your personal data on the basis of the following legal basis: Article 6(1)(b) GDPR.

Legitimate interests of the controller

In order to be able to provide the contractually agreed service or — naturally — to prepare an individual quotation in response to your enquiry, we require a minimum amount of personal data. We always observe the principle of data minimisation and do not collect any personal data that we do not need to perform our tasks. Please refer in this context to sections 3 and 4 of this privacy policy.

Internal and external transfer of your personal data

Your personal data is only shared internally for the purpose of performing contractual obligations or related tasks in connection with the activities listed in section 3. External transfer of your personal data may take place under the following circumstances:

  • Engagement of a subcontractor to perform the contractual obligations we have agreed with you as part of our cooperation
  • Engagement of support services in which access to your personal data is necessary or at least cannot be completely ruled out. These include, for example, IT support services, services related to invoicing, or the use of tax-advisory services
  • Transfer of your personal data on the basis of statutory obligations

Transfer of your personal data to a third country or international organisation (outside the scope of the GDPR)

As a matter of principle, we do not transfer your data to countries outside the scope of the GDPR (this also applies to internationally operating organisations). Should a transfer nevertheless occur (for example, as part of the use of software applications or other IT services whose manufacturers are based in a country outside the scope of the GDPR), this would only take place if a corresponding adequacy decision by the EU exists, or if other suitable safeguards (such as the conclusion of EU Standard Contractual Clauses) are in place. You have the right to receive detailed information on this. You can request the desired information using the contact details of the data protection officer.

Storage period and deletion of your personal data

The legislator has enacted numerous retention periods that we observe with the utmost care and on which we take expert advice in order to comply with these obligations. As a matter of principle, we only store your personal data for as long as permitted by the defined purpose or as required by the legislator for evidence reasons. Should we wish to store your data for longer than described, we would ask you to confirm this by way of a voluntary declaration of consent.

Right to information, deletion, correction, objection, and restriction of use of your personal data

You have the right to obtain confirmation from us as to whether personal data concerning you is being processed. If this is the case, you have the right to information about this personal data and to the following details:

  • The purposes of the processing
  • The categories of personal data being processed
  • The recipients or categories of recipients to whom your personal data have been or will be disclosed, especially recipients in non-EU countries or international organisations
  • Where possible, the planned duration for which your personal data will be stored or, if this is not possible, the criteria used to determine that period
  • The existence of a right to correction or deletion of personal data concerning you, or to restriction of processing by us, or a right to object to such processing
  • The existence of a right to lodge a complaint with a supervisory authority
  • If the personal data is not collected from the data subject, all available information about the origin of the data
  • The existence of automated decision-making, including profiling, and, in such cases, meaningful information about the logic involved and the scope and intended impact of such processing for you

If your personal data is transferred to a third country or to an international organisation, you have the right to be informed about the appropriate “safeguards” ensuring an adequate level of data protection in connection with the transfer. We shall provide a free copy of the personal data that is the subject of processing. For any further copies you request, we may charge a reasonable fee based on administrative costs. If you submit the application electronically, the information will be made available to you in a common electronic format, unless you specify otherwise.

The right to obtain a copy may be restricted if the rights and freedoms of other persons are adversely affected by it. You have the right to demand from us the immediate correction of inaccurate personal data concerning you. Taking into account the purposes of the processing, you have the right to demand the completion of incomplete personal data — also by means of a supplementary declaration. To exercise this right, you are welcome to contact our data protection officer. You have the right to demand the deletion of your personal data stored by us if one of the following criteria is met:

  • The personal data is no longer necessary for the agreed purpose
  • You withdraw a voluntary consent you have given (the lawfulness of the processing carried out on the basis of the consent up to the withdrawal remains unaffected)
  • Your personal data has been processed unlawfully
  • There is a legal obligation to delete the data
  • The personal data was collected in relation to information-society services offered to persons under 16 years of age

You also have the right to demand from us the restriction of processing if one of the following conditions applies:

  • You contest the accuracy of the personal data, for a period that enables us to verify the accuracy of the personal data
  • The processing is unlawful and you refuse the deletion of your personal data and instead demand the restriction of the use of your personal data
  • We no longer need your personal data for the purposes of the processing, but you require it for the establishment, exercise, or defence of legal claims
  • You have objected to the processing pending the verification of whether our legitimate grounds override yours

Right to data portability

You have the right to receive the personal data we hold about you, insofar as it is processed by automated means, in a structured, common, and machine-readable format. You also have the right to transmit this data to another controller without hindrance from us, the controller to which the personal data has been provided.

When exercising your right to data portability, you have the right to have your personal data transmitted directly from us to another controller, insofar as this is technically feasible.

The right to data portability may be restricted insofar as the rights or freedoms of other persons would be adversely affected by the exercise of this right.

Right to revoke consent and continuation of consents already given

If we process personal data about you on the basis of a declaration of consent, you have the right to revoke the consent you have given. The lawfulness of the processing carried out on the basis of the consent up until the revocation remains unaffected. With regard to compliance with retention periods, point 8 of this privacy policy must also be observed.

Right to lodge a complaint with the supervisory authority

If you see the need to lodge a complaint with the competent supervisory authority, this right is available to you at any time.

Mandatory provision of your personal data and possible consequences of refusal

We require the personal data collected from you in order to fulfil our contractual obligations or to prepare an individual quotation. Without this personal data, the preparation of quotations or the provision of the desired services and work is not possible.

Automated decision-making and profiling

No automated decision-making concerning you takes place. No “profiling” is carried out using the personal data collected from you.

Change of purpose

If we intend to change the purpose for which your personal data was originally collected, we will inform you about this in advance in a detailed and transparent manner. In this case, we will of course provide you with all the information required by law. If the change of purpose involves processing of personal data based on a voluntary declaration of consent, we will inform you accordingly and request your formal consent.

Open questions, complaints, or suggestions

You are welcome to contact us for any questions, complaints, or suggestions regarding data protection. If required, you can contact our data protection officer (see section 2 of this privacy policy).

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