Privacy Policy

(Last updated: November 2021) 

We are pleased that you have chosen to visit this website and are interested in our products. The protection of your personal information during your visit to our website is important to us. We undertake to protect your privacy and to treat your data confidentially and in accordance with applicable law, particularly the EU General Data Protection Regulation (GDPR). 

With this Privacy Policy, we would like to inform you which categories of your personal data will be collected and processed during your visit. We also would like to share the purposes these data will be used for. Changes of legal circumstances or internal corporate processes can make it necessary to adjust this privacy policy (rights are accordingly reserved) from time to time. If possible, please re-read this Privacy Policy each time you visit our website.

 

1.Personal Data

‘Personal data’ means any information relating to an identified or identifiable natural person. 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.

Although you can basically use this website without disclosing your identity to us, during your visit to this website some personal data will be collected in order to provide you with certain features and functionalities of the website. The collected data is described in detail in the respective sections below. For example, in the event that you would like to send us a message we will ask you for your e-mail-address in order to be able to respond to your requests. In such case, Art. 6 par. 1 lit. b EU General Data Protection Regulation (GDPR) is the general legal basis which allows us the processing.

In any case, the decision on whether you want to provide this information to us is in your sole discretion. Please be aware that without providing this information some of the services offered on our website will not be working (see below for details). In the event that you do decide to disclose personal data to us during your visit to our website, Art. 6 par. 1 lit. a EU – General Data Protection Regulation (GDPR) will be the general legal basis.

The following processing activities can be found on our website:

 

1.1 Logfiles

On the occasion of your visit and use of this website and every time you request a file, our web server saves data about these accesses in a report file. The set of data contains the following information:

  1. domain name or IP-address of the remote host,
  2. result of the access (file transferred; file not found etc.)
  3. date and time of the access
  4. amount of transferred data
  5. browser type and version
  6. operating system
  7. used language and name of the internet service provider
  8. website from which the file was accessed
  9. saved cookies for the accessed domain
  10. device identifier
  11. UserID
  12. IP address
  13. user password

We collect these logfiles solely to provide the service (website functionalities, e.g., retention of your session) and due to legitimate interests, such as system security, troubleshooting and to optimize our web presence. The legal basis this processing activity can be seen in Art. 6 par. 1 lit. f EU General Data Protection Regulation (GDPR).

 

1.2 Contact 

If you contact us via one of our contact buttons “Contact Us/Contact Open-Xchange” (contact via e-mail) and provide us information, your consent in accordance with Art. 6 par. 1 lit. a GDPR is the general legal basis.

Regarding the contact process on our website, we are working together with our supplier Hubspot lnc. Learn more below section 1.3. of this Policy.

Furthermore, through the buttons “Contact Univention” or “Contact Nextcloud” you will directly contact Nextcloud GmbH, Hauptmannsreute 44a,70192 Stuttgart (Nextcloud) and/or Univention GmbH, Mary-Somerville-Str. 1, 28359 Bremen (Univention).

More information on how Nextcloud and Univention are handling your data is available under:

https://nextcloud.com/privacy

https://www.univention.com/privacy-statement/

 

1.3 CRM/CMS by Hubspot

Concerning customer relationship and content management services we are working together with our supplier Hubspot lnc., 25 First Street, Cambridge, MA 02141 USA. Hubspot is an integrated software solution that we use to cover various aspects of our online marketing. This includes contact processes on our website as well as marketing campaigns, including mobile phone campaigns and newsletter shipping.

Data may be transferred to the USA as part of processing by Hubspot. The security of the transmission is ensured by the so-called Standard Contractual Clauses. If the Standard Contractual Clauses are not sufficient to establish an adequate level of security, your consent pursuant to Art. 49 (1) a GDPR may provide the legal basis for the transfer to third countries. Please refer to the section "1.2. Contact" for more information. 

Furthermore, Hubspot offers numerous measures to secure data. Detailed information on infrastructure and organizational security as well as data protection and compliance of Hubspot is avaible under

https://legal.hubspot.com/security (Here you can also download a Security Overview)

and under:  

http://legal.hubspot.com/de/privacy-policy

 

1.4 Cookies

Our website uses cookies in order to make visiting our website attractive for you and to enable the use of certain functions (technically necessary cookies). Cookies are small text files that are stored on your computer or device. Most of the cookies used by us will be deleted from your hard disk after the end of the browser session (so-called session cookies).

We also use permanent cookies, which are primarily used to provide you, the visitor, with permanently recurring settings. Those cookies also allow us to analyze the visitor's user behavior, but only within the framework of the cookies' period of validity and if you comply.

Further information can be found under point 1.4.1 and point 1.4.2 within this Privacy Policy.

Following applicable law all data is saved exclusively in a pseudonymized form (at most) without any direct personal reference. This enables us to update our website to address your individual preferences. 
You can opt-out of future data collection and storage through cookies at any time.

You can prevent the storage of cookies on your computer or device by making the appropriate changes to your browser settings so that cookies are not accepted or so that you are notified before accepting cookies. However, this can limit functionality of our website and our services.

There is always a link present with which you can object to cookies from other providers or third parties. If you do not consent or declare your objection, the providers set an opt-out cookie that prevents any further data being recorded on your computer or device. If you would like to retain your right to objection, you should not delete the opt-out cookie. 

You will have to complete the opt-out process again if this cookie is deleted later, e.g., by deleting or clearing your browser settings.

Furthermore, you can manage data collection and storage by many other services. More details are cited here:www.networkadvertising.org/choices/ or http://www.youronlinechoices.com/de/praferenzmanagement.

 

1.4.1 PIWIK PRO

Our website uses the web analytics tool “Piwik Pro”. Piwik Pro uses cookies which are placed on the hard drive of your device. These enable us to analyze the visitor’s usage of our website. For this purpose, the generated information in the cookie (including the abbreviated anonymized IP-address) is transmitted to the PIWIK server and stored to enable us to optimize the usage of our website. In this process, your IP-address is being anonymized immediately, so that you remain fully anonymous to us. The information generated by the cookie about your use of this website will not be disclosed to third parties.

You may preclude the usage of cookies by selecting the appropriate settings in your browser, in this case it may occur, however, that you may not be able to use all functions of this website.

The legal basis of the processing is your consent according to Art. 6 par. 1 lit. a EU General Data Protection Regulation (GDPR).


If you wish to opt out for the future, you may do so by clicking on the link below at any time. In this case a so called opt-out-cookie will be placed within your browser so that Piwik Pro will not collect any session data.


Opt-out from PIWIK PRO analytics


Please keep in mind that in the event that you delete your cookies, this opt-out-cookie will also be deleted, and you may have to reactivate it.
 
When you enter our website, you will see a pop-up banner asking for consent and explaining the use of our cookies. It also contains a link where you can change your cookie settings for our website. By clicking on this link, you will be shown an opt-out button for the PIWIK cookie. Please note that deleting your browser settings would lead to a reactivation of the PIWIK cookie as stated above. In case you visit the website again you will then be asked again for consent.

 

1.4.2 Hubspot

We use services of our supplier Hubspot Inc. (learn more below section 1.3. of this Policy) for analytical, functional, and marketing purposes on our website. In this context, a cookie is set which is stored on your computer and which enable us to analyze your use of the website. The information collected (e.g., IP address, geographical location, type of browsers, duration of the visit and the pages called up) are evaluated by Hubspot on behalf of us e.g., in order to generate reports about the visit and the pages of us visited, to personalize and optimize your experience as well as remember your chat history or make advertisements more engaging and valuable. You can find more information about cookies at any time by clicking on the cookie settings link below.

The legal basis of the processing is your consent according to Art. 6 par. 1 lit. a EU General Data Protection Regulation (GDPR).

If you wish to opt out for the future, you may do so by clicking on the button (Cookie Preferences) below at any time. In this case a so called opt-out-cookie will be placed within your browser so that Hubspot will not collect any session data.

The data will be only stored for as long as it is necessary for the purpose of processing. The data will be deleted as soon as it is no longer needed for processing purposes. 

 When you enter our website, you will also see a pop-up banner explaining the use of our cookies and containing a link where you can change your cookie settings. Please note that deleting your browser settings would lead to a reactivation of the Hubspot cookie and consent will be asked again within the cookie banner during a further visit to the website as stated above.

 

2. Rights to information, rectification, erasure and restriction of processing

Upon request, we will confirm what kind of personal data of yours, if any, is currently stored on our servers, the purpose of storing as well as the envisaged period for which the personal data will be stored and, if any, the recipients to whom the personal data have been or will be disclosed. You will find our contact details below.

If your personal data we have stored on our servers is out-of-date or inaccurate, we will correct it promptly upon your request. Additionally, you have the right to have incomplete data completed.

If requested, we will promptly erase your personal data, unless prohibited by law, and then we will restrict the respective data. Besides we will delete your personal data if it is no longer necessary in relation to the purposes for which they were collected and stored, if you withdraw consent on which the processing is based or if the personal data have to be deleted for compliance with a legal obligation in Union or Member State law to which we are subject to.

Furthermore, you have the right to request restriction of processing if the accuracy of personal data is contested for a period enabling us to verify the accuracy of the personal data, if the processing is unlawful, if we do not need the personal data anymore for the purposes of the processing but they are required by you for the establishment, exercise or defense of legal claims or if you objected the processing as long as the verification if legitimate grounds of us override yours is pending.

 

3. Right to lodge a complaint with a supervisory authority

Furthermore, you have the right to lodge a complaint with a supervisory authority, in particular in the EU Member State of your habitual residence, place of work or place of the alleged infringement.

 

4.Right to object

You have the right to object at any time to processing of personal data on grounds relating to your particular situation which is based on point (e) or (f) of Article 6(1) of the EU General Data Protection Regulation (task carried out in public interest or processing in purpose of legitimate interest) or if the personal data is processed for direct marketing purposes.

If you have objected, we will no longer process the personal data unless on our side legitimate interest for the processing prevail your interests or for the purpose of establishment, exercise or defense of legal claims. If you have objected to the processing of personal data due to direct marketing purposes, we will no longer process this personal data for those purposes. 

To declare your objection, you may submit a message to the addresses stated below under No.8.

 

5. Right to data portability

Upon request, we will provide you with the personal data you have provided to us in a structured commonly used and machine-readable format and ensure you will be able to transmit those data to another controller.

 

6. Links to other websites

Our website contains hyperlinks to websites of other parties. These websites may possibly use cookies or collect personal data. As we have no influence on whether these parties adhere to our privacy policy or not, we cannot point out the relevant aspects. This privacy policy is only valid for our website. Links to other websites from this site are not included.

 

7. Data security

We are always seeking to process your personal data by taking all technical and organizational possibilities in a way so that it is not accessible to third parties. If you contact us full data security cannot be guaranteed. We recommend sending confidential information by letter post only.

 

8. Contact

Please feel free to address data protection related questions or suggestions at any time. Please contact the address below via written letter. There you can confirm, which of your personal data is stored on our servers, receive further information and exercise your rights to revocation, deletion or rectification.

You may contact the data protection department under:

Open-Xchange AG
Datenschutz
Hohenzollernring 72
50672 Cologne
Germany
E-Mail: 
datenschutz(at)open-xchange.com

Data Protection Officer:

Juliane Rychlik
Open-Xchange
Fuhlsbüttler Straße 389
22309 Hamburg
E-Mail: juliane.rychlik(at)open-xchange.com