Name and address of the data privacy contact

Quanos Solutions GmbH
Hugo-Junkers-Str. 15-17 | D-90411 Nuremberg

Tel: +49 911 - 99097 - 0 | Fax: +49 911 - 99097 - 102
E-Mail: info@quanos-solutions.com

Name and address of the data protection officer

Rechtsanwältin Nicola Scholz-Recht

MG & P – Meinhardt, Gieseler & Partner mbB
Rathenauplatz 4-8
90489 Nuremberg | Germany

Phone: +49 911-580 560 - 0
Email: scholz-recht@mgup.de

1. Collection and retention of personal data and purpose of its use

1.1 Besuch unserer Website

1.1 Visit of our website

Each time you access our website and each time you retrieve a file, data about this process is collected by us/our service provider/website host and is stored in a log file. After no more than seven days, the personal data is anonymised by truncating the IP address and sent to us. As a result, we collect the following information and store it until it is automatically deleted:

  • name of retrieved file,
  • date and time of retrieval,
  • amount of data transferred,
  • webpage from which the file was requested (referrer URL),
  • webpages retrieved from us,
  • access status (file transferred, file not found, etc.),
  • web browser and operating system used,
  • name of service provider,
  • full IP address of the requesting computer,
  • notification as to whether retrieval was successful.

The stated data is processed for the following purposes:

  • ensuring that a smooth connection is established with the website,
  • ensuring ease of use of the website,
  • for reasons of technical security, particularly to defend against attempts to attack our web server,
  • analysing system security and system stability,
  • for administrative purposes.

The legal basis for processing the data is Article 6(1)(1)(f) of the General Data Protection Regulation (GDPR). Our legitimate interest stems from the data collection purposes listed above. We will never use the collected data for the purpose of making inferences about you as an individual. We also use cookies and analysis services when you visit our website. Further details can be found in Points 3 and 4 of this data privacy notice.

1.2 Forms on our website

We use forms to request information from you at various points on our website. This is necessary to enable us to contact you, to give you access to exclusive content or to plan events. According to Article 6(1)(1) of the GDPR , your express consent is required each time, which we also obtain.

Users’ information can be stored in our Customer Relationship Management System and marketing automation platform ("CRM & Marketing System") or comparable request organisation.

We use the CRM, registration and marketing automation system "HubSpot" from HubSpot Inc. (25 First Street, 2nd Floor, Cambridge, MA 02141, USA) with branches in Ireland (One Dockland Central, Dublin 1, Ireland) and Germany (Unter den Linden 26, 10117 Berlin, Germany) on the basis of our legitimate interests (efficient and fast processing of user enquiries, applications and optimisation of our online services). For this purpose, we have concluded a contract with HubSpot with so-called standard contract clauses in which HubSpot undertakes to process user data only in accordance with our instructions and to comply with the EU data protection level. HubSpot is also certified under the Privacy Shield Agreement and thus offers an additional guarantee of compliance with European data protection law (https://www.privacyshield.gov/list). Further information on HubSpots privacy policy can be found at: https://legal.hubspot.com/privacy-policy

Our registration service allows visitors to our website to learn more about our company, download content and provide their contact information and other demographic information. This information is stored on servers of our software partner HubSpot. All information collected by us is subject to this privacy policy.

Any personal data collected will be deleted after the statutory retention periods have expired. If necessary, we will forward personal data within the Quanos Group to the correct recipient in order to process your request. You can revoke your consent to the processing of your data at any time. In mailings, you can do this by clicking on the unsubscribe button. Otherwise, you can also send your unsubscribe request to info@quanos-solutions.com at any time.

2. Passing on data

We do not pass your data on to third parties outside of Quanos Solutions for purposes other than the following. We will pass your data on to third parties only if:

  • you have given your express consent to this pursuant to Article 6(1)(1)(a) of the GDPR,
  • passing it on is required under Article 6(1)(1)(f) of the GDPR to establish, exercise or defend legal claims and there is no reason to assume that you have an overriding legitimate interest in not passing on your data,
  • there is a legal obligation to pass it on under Article 6(1)(1)(c) of the GDPR, or
  • passing it on pursuant to Article 6(1)(1)(b) of the GDPR is required to perform a contractual relationship with you.

3. Cookies

Our website uses ‘cookies’ in several places. Cookies are small text files which are stored on your computer and which your browser saves. The purpose of cookies is to make our website more user friendly and secure.

The cookies we use are on the one hand so-called "session cookies". They are automatically deleted after the end of the browser session. On the other hand, additional cookies are permanently stored in the browser. The information that cookies are used on the website will only be displayed again after these cookies have been deleted.

Cookies do not cause any damage to your server, nor do they contain any viruses, trojans or other malware.

The data processed by cookies is necessary for the stated purposes to protect our legitimate interests and those of third parties pursuant to Article 6(1)(1)(f) of the GDPR.

By visiting Quanos Solutions websites, you consent to the use and storage of cookies.

Opt-out options and consequences:

You can deactivate or restrict the transmission of cookies by changing the settings of your Internet browser. Cookies that have already been saved can be deleted at any time.
If you deactivate cookies for our web pages, you may no longer be able to use all the functions of our web pages to their full extent.

4. Google-Analytics

This website uses Google Analytics, a web analytics service provided by Google Inc. (hereinafter known as ‘Google’). Google Analytics uses ‘cookies’, which are text files placed on your computer to help the website analyse how visitors use the site. The information generated by the cookie about your use of this website will normally be transmitted to and stored by Google on a server in the United States. This website uses Google Analytics with the extension ‘_anonymizelp()’. Therefore, your IP address will be truncated by Google beforehand within the Member States of the European Union or in other signatory states to the Agreement on the European Economic Area. Only in exceptional cases will the full IP address be sent to a Google server in the United States and be truncated there. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for the website operator and providing other services relating to website activity and internet usage. Google will not associate the IP address transmitted by your browser in the context of Google Analytics with other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of the website. You can also prevent Google's collection and use of data generated by the cookie and your use of the website (incl. your IP address), and the future processing of this data by Google, by downloading and installing the browser plug-in available at tools.google.com/dlpage/gaoptout.

Further information concerning the terms and conditions of use and data privacy can be found at www.google.com/analytics/terms/us.html or athttps://policies.google.com/?hl=en.

5. Online-based Audio and Video Conferences (Conference tools)

Data processing

We use online conference tools, among other things, for communication with our customers. The tools we use are listed in detail below. If you communicate with us by video or audio conference using the Internet, your personal data will be collected and processed by the provider of the respective conference tool and by us. The conferencing tools collect all information that you provide/access to use the tools (email address and/or your phone number). Furthermore, the conference tools process the duration of the conference, start and end (time) of participation in the conference, number of participants and other “context information” related to the communication process (metadata).

Furthermore, the provider of the tool processes all the technical data required for the processing of 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 the type of connection.

Should content be exchanged, uploaded or otherwise made available within the tool, it is also stored on the servers of the tool provider. Such content includes, but is not limited to, cloud recordings, chat/ instant messages, voicemail uploaded photos and videos, files, whiteboards and other information shared while using the service.

Please note that we do not have complete influence on the data processing procedures of the tools used. Our possibilities are largely determined by the corporate policy of the respective provider. Further information on data processing by the conference tools can be found in the data protection declarations of the tools used, and which we have listed below this text.

Purpose and legal bases

The conference tools are used to communicate with prospective or existing contractual partners or to offer certain services to our customers (Art. 6 para. 1 sentence 1 lit. b GDPR). Furthermore, the use of the tools serves to generally simplify and accelerate communication with us or our company (legitimate interest in the meaning of Art. 6 para. 1 lit. f GDPR). Insofar as consent has been requested, the tools in question will be used on the basis of this consent; the consent may be revoked at any time with effect from that date.

Duration of storage

Data collected directly by us via the video and conference tools will be deleted from our systems immediately after you request us to delete it, revoke your consent to storage, or the reason for storing the data no longer applies. Stored cookies remain on your end device until you delete them. Mandatory legal retention periods remain unaffected.

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

Conference tools used

We employ the following conference tools:

 

Microsoft Teams

We use Microsoft Teams. The provider is Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399, USA. For details on data processing, please refer to the Microsoft Teams privacy policy: privacy.microsoft.com/en-us/privacystatement.

Execution of a contract data processing agreement

We have entered into a contract data processing agreement with the provider of Microsoft Teams and implement the strict provisions of the German data protection agencies to the fullest when using Microsoft Teams.

 

 

Zoom

Purpose of the processing

We use the "Zoom" tool to conduct online conferences. "Zoom" is a service provided by Zoom Video Communications, Inc.

 

Which data is processed?

When using "Zoom", different types of data are processed. The scope of the data also depends on the information you provide before or during participation in an online conference.

The following personal data are processed:

User details: first name, last name, telephone (optional), e-mail address, password (if "Single-Sign-On" is not used), profile picture (optional), department (optional).

Meeting metadata: Subject, Description (optional), Attendee IP addresses, Device/Hardware information.

For recordings (optional): MP4 file of all video, audio and presentation recordings, M4A file of all audio recordings, text file of online meeting chat.

When dialing in by phone: information on incoming and outgoing phone number, country name, start and end time. If necessary, further connection data such as the IP address of the device can be saved.

Text, audio and video data: You may be able to use the chat, question or survey functions in an "online meeting". To this extent, the text entries you make are processed in order to display and, if necessary, log them in an online conference. In order to enable the display of video and the playback of audio, the data from the microphone of your terminal device and from any video camera on the terminal device are processed for the duration of the meeting. You can turn off or mute the camera or microphone yourself at any time using the "Zoom" applications.

In order to participate in an online conference or enter the "meeting room", you must at least provide information about your name.

 

Scope of processing

We use "Zoom" to conduct online conferences. If we want to record online conferences, we will inform you transparently in advance and - if necessary - ask for your consent. The fact of the recording will also be displayed in the "Zoom" app.

If it is necessary for the purpose of recording the results of an online conference, we will log the chat contents.
For recording and follow-up purposes, we may also process questions asked by conference participants.

If you are registered as a user at "Zoom", reports on online conferences (meeting metadata, telephone dial-in data, questions and answers in webinars, survey function in webinars) can be stored for up to one month at "Zoom".

Automated decision-making within the meaning of Article 22 GDPR is not used.

 

Receiver / passing on of data

Personal data processed in connection with participation in online conferences are generally not passed on to third parties, unless they are specifically intended to be passed on. Please note that content from online conferences as well as from personal meetings often serves the purpose of communicating information with customers, interested parties or third parties and is therefore intended to be passed on.


Other recipients: The provider of "Zoom" necessarily obtains knowledge of the above-mentioned data, insofar as this is provided for in our contract processing agreement with "Zoom".

 

Data processing outside the European Union

"Zoom" is a service provided by a provider from the USA. Processing of personal data therefore also takes place in a third country. We have concluded an order processing contract with the provider of "Zoom" which meets the requirements of Article 28 GDPR.

An adequate level of data protection is guaranteed on the one hand by the "Privacy Shield" certification of Zoom Video Communications, Inc. but also by the conclusion of the so-called EU standard contract clauses.

6. Your rights

You have the right to:

  • request information about the personal data we process about you pursuant to Article 15 of the GDPR. In particular, you may request information about the purposes of the processing, the type of the personal data, the categories of recipients to whom your data will be or has been disclosed, the planned storage period, the existence of a right to rectify, erase, restrict or object to the processing, the right to lodge a complaint with a supervisory authority, any information about the source of your data if this was not collected by us, and the existence of automatic decisionmaking, including profiling, and any meaningful information on its particulars,
  • request that we rectify any inaccurate or incomplete personal data we store on you without undue delay pursuant to Article 16 of the GDPR,
  • request the erasure of any personal data stored by us, unless its processing is required to exercise the right to freedom of expression and information, to comply with a legal obligation, for reasons of public interest or to establish, exercise or defend legal claims pursuant to Article 17 of the GDPR,
  • request that we restrict the processing of your personal data if you contest the accuracy of your data, the processing is unlawful and you oppose the erasure of the data, we no longer need the data, but you need it to establish, exercise or defend legal claims pursuant to Article 18 of the GDPR, or you have objected to processing pursuant to Article 21 of the GDPR,
  • receive the personal data which you have provided to us in a structured, commonly used and machinereadable format and to request its transmission to another controller pursuant to Article 20 of the GDPR,
  • withdraw the consent given to us previously pursuant to Article 7(3) of the GDPR. This has the consequence that we are no longer allowed to continue processing the data which depended on this consent in the future,
  • lodge a complaint with a supervisory authority pursuant to Article 77 of the GDPR. To do so, you can contact the supervisory authority in the member state of your habitual residence or place of work, or in the place of our registered office.

7. Right to object

If your personal data is processed on the basis of legitimate interest in accordance with Article 6(1)(1)(f) of the GDPR, you have the right under Article 21 of the GDPR to object to the processing of your personal data on grounds relating to your particular situation or to object to direct marketing. In the latter case, you have a general right to object that will be implemented by us without having to state a specific situation.

If you would like to make use of your right to withdraw consent or right to object, simply send an email to info@quanos-solutions.com.

8. Data security

When you visit our website, we use secure socket layer security technology in conjunction with the highest level of encryption that your browser supports. Generally this is 256 bit encryption. If your browser does not support 256 bit encryption, we will use 128 bitv3 technology instead. You will know if an individual page of our website has been transferred encrypted by a key or lock symbol appearing in your browser's address bar.

As well as this, we use appropriate technical and organisational security measures to protect your data against accidental or deliberate manipulation, full or partial loss, destruction, and against unauthorised access by third parties. We are continuously improving our security measures in line with technological advancement.

9. Custom Services Job Applications

We offer you the possibility to apply for a job with us via online application form using our software HRworks (or via email / postal mail). In the following we inform you about the scope, purpose and use of your personal data collected during the application process. We assure you that the collection, processing and use of your data is in accordance with the applicable data protection law and all other legal regulations and that your data will be treated strictly confidential.

Scope and purpose of the collection of data

If you submit a job application to us, we will process any affiliated personal data (e.g. contact and communications data, application documents, notes taken during job interviews, etc.), if they are required to make a decision concerning the establishment or an employment relationship. The legal grounds for the aforementioned are § 26 New GDPR according to German Law (Negotiation of an Employment Relationship), Art. 6 Sect. 1 lit. b GDPR (General Contract Negotiations) and – provided you have given us your consent – Art. 6 Sect. 1 lit. a GDPR. You may revoke any consent given at any time. Within our company, your personal data will only be shared with individuals who are involved in the processing of your job application.

If your job application should result in your recruitment, the data you have submitted will be archived on the grounds of § 26 New GDPR and Art. 6 Sect. 1 lit. b GDPR for the purpose of implementing the employment relationship in our data processing system.

Data Archiving Period

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

Longer storage may also take place if you have given your agreement (Article 6 (1) (a) GDPR) or if statutory data retention requirements preclude the deletion.

Data collection in video interviews

When conducting digital job interviews, we use the communication tool Microsoft Teams. Information on the data collection of these tools can be found under 9. Audio and Video Conferences in the subsection Microsoft Teams.

Admission to the applicant pool

If we do not make you a job offer, you may be able to join our applicant pool. In case of admission, all documents and information from the application will be transferred to the applicant pool in order to contact you in case of suitable vacancies.

Admission to the applicant pool is based exclusively on your express agreement (Art. 6 para. 1 lit. a GDPR). The submission agreement is voluntary and has no relation to the ongoing application procedure. The affected person can revoke his agreement at any time. In this case, the data from the applicant pool will be irrevocably deleted, provided there are no legal reasons for storage.

The data from the applicant pool will be irrevocably deleted no later than two years after consent has been granted.

Place of data processing

The processing of your data takes place in the Federal Republic of Germany and in a member state of the European Union (EU). HRworks and its subcontractor AWS have concluded a contract (Data Processing Addendum), which ensures that the data processing is carried out in an authorized manner.

Right of information and revocation

By sending your application you agree to the storage of your personal data. You can revoke this consent at any time and object to the storage of your data.

Upon request, we will inform you in accordance with the applicable law which of your personal data is stored by us. In addition, you have the right to have incorrect data corrected, to block and delete your personal data, provided that this does not conflict with any legal obligation to retain data. You can find our contact details here.

General information on data protection

We reserve the right to adapt this data protection information so that it always complies with current legal requirements. If you visit the site again or apply again, the new data protection information will then apply.

10. Updates and changes to this data privacy notice

This data privacy notice is currently valid and was updated in July 2020.

As a result of the development of our website and offers, or due to changes in legislation or official requirements, it may be necessary to make changes to this data privacy notice. You can always find the most recent data privacy notice on our website and can print it out from there.

Durch die Weiterentwicklung unserer Website und Angebote darüber oder aufgrund geänderter gesetzlicher bzw. behördlicher Vorgaben kann es notwendig werden, diese Datenschutzerklärung zu ändern. Die jeweils aktuelle Datenschutzerklärung finden Sie jeweils auf unserer Website und kann von Ihnen ausgedruckt werden.

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Further information on the processing of your data and the responsibilities can be found on the pages privacy policy and imprint.

 

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