Privacy Policy

of SYSPONS GmbH


I. General information
1. Responsible authority

In the following we explain to you which personal data is collected and processed by us when using our services or using our offers. We are:

SYSPONS GmbH
Prinzenstraße 84
10969 Berlin / Germany
T +49 30 69815800
info@syspons.com

Our company data protection officer is:
Oliver Scheller
Prinzenstraße 84
10969 Berlin / Germany
T +49 30 69815800
oliver.scheller@syspons.com

Personal data are particulars about personal or factual circumstances of an identified or identifiable natural person.

 

2. Legal basis

We collect and process personal data based on the following legal bases:

Consent pursuant to Article 6 para. 1 (a) of the General Data Protection Regulation (GDPR). Consent is any voluntary expression of will for the specific case, in an informed and unambiguous manner, in the form of a statement or other unequivocal affirmative act by which the concerned person indicates his or her consent to the processing of his or her personal data.
Necessity for fulfilling the contract or taking preparatory measures pursuant to Article 6 para.1 (b) GDPR, i.e. the data is necessary for us to fulfil our contractual obligations towards you or we need the data to prepare a contract with you.
Processing for the compliance with legal obligations according to Article 6 para. 1 (c) GDPR, which means that e.g. due to a law or other regulations, processing of the data is prescribed.
Processing to safeguard legitimate interests pursuant to Article 6 para. 1 (f) GDPR, i.e. the processing is necessary to safeguard legitimate interests on our part or on the part of third parties, except where such interests are overridden by the interests and fundamental rights and freedoms, which require protection of personal data.

 

3. Rights of the data subject

You are entitled to the following rights with regard to data processing by us to the extent set out in the respective articles of the General Data Protection Regulation:

Right of access by the data subject pursuant to Art. 15 GDPR
Right to rectification pursuant to Art. 16 GDPR
Right to erasure ("right to be forgotten") pursuant to Art. 17 GDPR
Right to restriction of processing pursuant to Art. 18 GDPR
Right to data portability pursuant to Art. 20 GDPR
Right to object pursuant to Art. 21 GDPR
Without prejudice to any other administrative or judicial remedy, you shall have the right to complain to a supervisory authority, in particular in the Member State of your residence, place of work or place of presumed infringement, if you consider that the processing of your personal data is in breach of the GDPR.

 

4. Data erasure and storage period

The personal data of the person concerned will be deleted or blocked as soon as the purpose of storage no longer applies. In addition, the data may be stored if the European or national legislator has provided for this in EU regulations, laws or other provisions to which the person responsible is subject. The data shall also be blocked or deleted if a storage period prescribed by the aforementioned standards expires, unless there is a necessity for further storage of the data for the conclusion or fulfilment of a contract.

 

II. Specific data processing
1. Data collection when visiting our website and subdomains

(a) Scope of data processing

When you visit our website "www.syspons.com" and the associated subdomains "planning.syspons.com", "analytics.syspons.com" and "monitoring.syspons.com" ("website"), the following data is collected by our web server and stored in so-called log files:

Your IP address
Name of your host
If a proxy server is connected between you and the server, this proxy instead of your IP address
The RFC 1413 identity of the client
Time and date of the page view (timestamp), e.g. [12/Dec/2012:12:12:12 -0500].
The HTTP request, e.g. "GET /stuff.html HTTP/1.1".
The HTTP status code, in particular 200 for a successful page view, 404 for a “not-found” page view.
The amount of bytes transferred
The referrer-URL, i.e. the page from which you were directed to our website.
The user agent string that is sent by the client and can be used to identify the browser type.
We have commissioned the external service provider cionix GmbH, Finkenkruger Str. 8, 14612 Falkensee ("cionix") to host our website. The data is stored in so-called log files of the cionix system. Beyond data storage, cionix does not use the data. The data will not be stored together with other personal data of the user.

(b) Legal basis

The legal basis for the processing of the data is Art. 6 para. 1 (f) GDPR.
The legitimate interest in line with Art. 6 para. 1 (f) GDPR lies in the functionality of our website and its availability.
The legal basis for the transfer of the data to cionix as host of our website is Art. 28 para. 3 GDPR. Accordingly, we contracted cionix to process the data on our behalf.

(c) Purpose of data processing

The temporary storage of the IP address by the system is necessary to enable delivery of the website to the user's computer. For this purpose, the IP address of the user must remain stored for the duration of the session.
The data is stored in order to ensure the functionality of the website. The data is also used to optimise the website and to ensure the safety of our information technology systems. An evaluation of the data for marketing purposes does not take place in this context.

(d) Storage period

The log files will be erased after 14 days at the latest, unless it is necessary to keep the data for the aforementioned purpose due to specific events.
A storage going beyond this is possible. In this case, the IP addresses of the users will be deleted or dissociated so that they are no longer traceable to a specific user.

(e) Possibility of objection and removal

The collection of data for the provision of the website and the storage of data in log files is needed for the operation of the website. Consequently, the user has no possibility to object.

 

2. Contact request via e-mail

(a) Scope of data processing

You can contact us via e-mail. In this case your e-mail address and the data transmitted with the e-mail will be stored.

(b) Legal basis
The legal basis for the processing of data transmitted in the course of sending a contact request via e-mail is Art. 6 para. 1 (f) GDPR, as it forms the necessary basis for the protection of our legitimate interests.
The legitimate interest in line with Art. 6 para. 1 (f) GDPR lies in answering a customer enquiry or answering a contact enquiry on other topics.
If the contact request via e-mail aims at entering into a contract or at the implementation of a contract that has already been signed, the additional legal basis for processing is Art. 6 para. 1 (b) GDPR.

(c) Purpose of data processing

The purpose of data storage is to contact you at your request.

(d) Storage period

The data will be stored for as long as is necessary to process the request. Insofar as these are commercial letters subject to data retention obligations under commercial and tax law, they will also be stored in accordance with the statutory storage periods.

(e) Possibility of objection and removal

You have the possibility to object to the use of your personal data at any time. You can declare your objection by sending an e-mail to: info@syspons.com. Data can only be deleted if there is no legal retention period; in this case, however, the data will be blocked for other use. In such an instance, the conversation cannot be continued.

 

3. Contact via phone

(a) Scope of data processing

If you contact us by telephone, we will collect the information necessary to process and answer your enquiry. In particular, this includes your first and last name and other information relevant to the request (e.g. name of the order/project).

(b) Legal basis

The legal basis for the processing of data transmitted in the course of contact via phone is Art. 6 para. 1 (f) GDPR, as it forms the necessary basis for the protection of our legitimate interests.

The legitimate interest in line with Art. 6 para. 1 (f) GDPR lies in answering a customer enquiry or answering a contact enquiry on other topics.

If the contact via phone aims at entering into a contract or at the implementation of a contract that has already been signed, the additional legal basis for the processing is Art. 6 para. 1 (b) GDPR.

(c) Purpose of data processing

The purpose of data storage is to contact you at your request to sign contracts, comply with contractual obligations on our part or to respond to any other request you may have.

(d) Storage period

The data will be stored for as long as is necessary to process the request. Insofar as these are commercial letters subject to data retention obligations under commercial and tax law, they will also be stored in accordance with the statutory storage periods.

(e) Possibility of objection and removal

You have the possibility to object to the use of your personal data at any time. You can declare your objection by sending an e-mail to: info@syspons.com. Data can only be deleted if there is no legal retention period; in this case, however, the data will be blocked for other use. In such an instance, the conversation cannot be continued via phone.

 

4. Access to analytics.syspons.com.

(a) Scope of data processing

Using the registration form on our "analytics.syspons.com" page, you can log in to use the functions of this page as a logged-in user. Registration requires prior registration with us. When you request to register, we collect the following registration data from you:

Your name and surname
Name of your company
Name of the project
Your e-mail
A password you set yourself
We store these data jointly and use them to set up an individual approach to "analytics.syspons.com" for you. You will receive an e-mail from us with an activation link to activate your access. By clicking on the link, we collect the information that you have completed the registration.
The above data is stored together with an individual user name under an individual user access (user profile). The user name and password are used when you log in to "analytics.syspons.com" to check your access rights.
The data is collected on a server of cionix (cf. number 1) and processed there on our behalf.
We have commissioned the external service provider Axel Michel, IT-Beratung & Entwicklung, Truseweg 2, 12509 Berlin ("Axel Michel") to carry out the registration process. Beyond the realisation of the registration process, Axel Michel does use the data.

(b) Legal basis

The legal basis for the processing of the data is Art. 6 para. 1 (b) GDPR. The registration process and the further storage of the data is necessary for the fulfilment of the contract signed by you with us, as the facilitation of access to and use of "analytics.syspons.com" is part of our contractual service obligation.
In addition, the legal basis for the processing of the data is Art. 6 para. 1 (f) GDPR, as it forms the necessary basis for the protection of our legitimate interests.
The legitimate interest in line with Art. 6 para. 1 (f) GDPR is to be able to assign you an individual access to "analytics.syspons.com," through which we can identify you as a legitimate user upon registration and thus prevent access to the pages requiring registration by unauthorised third parties.
The legal basis for the collection and processing of data on a cionix server by cionix is Art. 28 para. 3 GDPR. A corresponding contract for the processing of the data on our behalf was signed with cionix.
The legal basis for the transfer of the data to Axel Michel as the contractor commissioned to carry out the registration process is Art. 28 Para. 3 GDPR. A corresponding contract for the processing of the data on our behalf was signed with Axel Michel.

(c) Purpose of data processing

The purpose of data processing is to enable us to fulfil the contract signed by you, as enabling you to access and use "analytics.syspons.com" is part of our contractual service obligation.
In addition, the purpose of data processing is also to assign you individual access to "ana-lytics.syspons.com," through which we can identify you as a legitimate user upon registration and thus prevent access to the pages requiring registration by unauthorised third parties.

(d) Storage period

The data will be stored for the duration of the contract signed or for as long as the use of the page requiring registration is part of our contractual service obligation. The data will be deleted immediately after the termination of this contract or the cancellation of this obligation by way of a corresponding contract adjustment.
In case of commercial letters subject to data retention obligations under commercial and tax law, they will also be stored in accordance with the statutory storage periods.


(e) Possibility of objection and removal

You have the possibility to object to data processing at any time during the period of ownership of your access to "analytics.syspons.com". You can declare your objection by sending an e-mail to: info@syspons.com. Since the data processing is necessary for the fulfilment of the contract, an objection automatically leads to the termination of the contractual relationship. Use of the access is then no longer possible.

 

5. Use of features on "analytics.syspons.com”

(a) Scope of data processing

If you log in to the "analytics.syspons.com" page with your access data, you will be able to download documents that we have posted there. As soon as you click on the download button, we collect the information that your access has saved the corresponding document and save this information. In the event of unauthorized access, we collect and store this information.
The data are collected on a server of cionix (cf. number 1) and processed there on our behalf.

(b) Legal basis

The legal basis for the processing of the data is Art. 6 para. 1 (f) GDPR, as it forms the necessary basis for the protection of our legitimate interests.
The legitimate interest in line with Art. 6 para. 1 (f) GDPR is to ascertain whether the download function works, is used, and whether the use takes place in a legitimate manner as well as to document the use for evidential purposes.
The legal basis for the collection and processing of data on a server by cionix is Art. 28 para. 3 GDPR. A corresponding contract for the processing of the data on our behalf was signed with cionix.

(c) Purpose of data processing

The purpose of data processing is to record whether the download function works, is used, and is used in a legitimate manner and the documentation for evidential purposes.

(d) Storage period

The data will be stored for the duration of the contract signed or for as long as the use of the page requiring registration is part of our contractual service obligation. The data will be deleted immediately after the termination of this contract or the cancellation of this obligation by way of a corresponding contract adjustment.
In case of commercial letters subject to data retention obligations under commercial and tax law, they will also be stored in accordance with the statutory storage periods.

(e) Possibility of objection and removal

You have the possibility to object to data processing at any time during the period of ownership of your access to "analytics.syspons.com". You can declare your objection by sending an e-mail to: info@syspons.com. Data can only be deleted if there is no legal retention period; in this case, however, the data will be blocked for other use.

 

6. Access to "planning.syspons.com"

(a) Scope of data processing
Using the registration form on our "planning.syspons.com" page, you can log in to use the functions of this page as a logged-in user. Registration requires prior registration with us. When you request to register, we collect the following registration data from you:
Your name and surname
Name of your company
Name of the project
Your e-mail
We store these data jointly and use them to provide you with an individual approach to "planning.syspons.com". To complete the registration process, we will send you an email with an individual username and password to access "planning.syspons.com". Your user name and password will be stored together with the other registration data under an individual user access (user profile). Your user name and password will be used when you log in to "planning.syspons.com" to match your access rights.
The data is collected on a server of cionix (cf. number 1) and processed there on our behalf.
We have commissioned the external service provider Axel Michel (cf. clause 4) to carry out the registration process. Beyond the realisation of the registration process, Axel Michel does not use the data.

(b) Legal basis

The legal basis for the processing of the data is Art. 6 para. 1 (b) GDPR. The registration process and the further storage of the data is necessary for the fulfilment of the contract signed by you with us, as the facilitation of access to and use of "planning.syspons.com" is part of our contractual service obligation.
In addition, the legal basis for the processing of the data is Art. 6 para. 1 (f) GDPR, as it forms the necessary basis for the protection of our legitimate interests.
The legitimate interest in line with Art. 6 para. 1 (f) GDPR is to be able to assign you an individual access to "planning.syspons.com," through which we can identify you as a legitimate user upon registration and thus prevent access to the pages requiring registration by unauthorised third parties.
The legal basis for the collection and processing of data on a cionix server by cionix is Art. 28 para. 3 GDPR. A corresponding contract for the processing of the data on our behalf was signed with cionix.
The legal basis for the transfer of the data to Axel Michel as the contractor commissioned to carry out the registration process is Art. 28 Para. 3 GDPR. A corresponding contract for the processing of the data on our behalf was signed with Axel Michel.

(c) Purpose of data processing

The purpose of data processing is to enable us to fulfil the contract signed by you, as enabling you to access and use "planning.syspons.com" is part of our contractual service obligation.
In addition, the purpose of data processing is also to assign you individual access to "planning.syspons.com," through which we can identify you as a legitimate user upon registration and thus prevent access to the pages requiring registration by unauthorised third parties.

(d) Storage period

The data will be stored for the duration of the contract signed or for as long as the use of the page requiring registration is part of our contractual service obligation. The data will be deleted immediately after the termination of this contract or the cancellation of this obligation by way of a corresponding contract adjustment.
In case of commercial letters subject to data retention obligations under commercial and tax law, they will also be stored in accordance with the statutory storage periods.

(e) Possibility of objection and removal

You have the possibility to object to data processing at any time during the period of ownership of your access to "planning.syspons.com". You can declare your objection by sending an e-mail to: info@syspons.com. Since the data processing is necessary for the fulfilment of the contract, an objection automatically leads to the termination of the contractual relationship. Use of the access is then no longer possible.

 

7. Use of features on “planning.syspons.com”

(a) Scope of data processing

If you log in with your access to the page "planning.syspons.com", you can use the planning function to plan your projects with us in detail. When you use this planning function, all data you enter when using the planning function is collected, including dates, times, planned processes, participation in project parts, names, comments and other data you enter in the planning tool. If other users (e.g. other participants/employees in the same project) also have access to the planning function for the same project, we make this data available to these users via "planning.syspons.com" in order to enable a uniform and up-to-date presentation of the joint project planning for all users.
In the event of unauthorized access, we collect and store this information.
The data are collected on a server of cionix (cf. number 1) and processed there on our behalf.

(b) Legal basis

The legal basis for the processing of the data is Art. 6 para. 1 (f) GDPR, as it forms the necessary basis for the protection of our legitimate interests.
The legitimate interest in line with Art. 6 para. 1 (f) GDPR is to provide a planning tool in which each registered project participant can make individual specifications and thereby make work processes simpler and more efficient. Another legitimate interest is to record whether the use of the tool takes place in a legitimate manner as well as document the use for evidential purposes.
The legal basis for the collection and processing of data on a server by cionix is Art. 28 para. 3 GDPR. A corresponding contract for the processing of the data on our behalf was signed with cionix.

(c) Purpose of data processing

The purpose of data processing is to provide a planning tool in which each registered project participant can make individual specifications and thereby make work processes simpler and more efficient. Another legitimate interest is to record whether the use of the tool takes place in a legitimate manner as well as document the use for evidential purposes.

(d) Storage period

The data will be stored for the duration of the contract signed or for as long as the use of the page requiring registration is part of our contractual service obligation. The data will be deleted immediately after the termination of this contract or the cancellation of this obligation by way of a corresponding contract adjustment.
In case of commercial letters subject to data retention obligations under commercial and tax law, they will also be stored in accordance with the statutory storage periods.

(e) Possibility of objection and removal

You have the possibility to object to data processing at any time during the period of ownership of your access to "planning.syspons.com". You can declare your objection by sending an e-mail to: info@syspons.com. Data can only be deleted if there is no legal retention period; in this case, however, the data will be blocked for other use.

Status: 01.06.2019